Managing users - general

This article explains how admins or group admins can send email reminders to learners for assigned courses, paths, labs, and assessments. 

Overview of learning reminders

Admins can send up to three reminders per learner. The reminder email will be immediately sent to the learner’s inbox. No reminders will be sent to users who have already completed the learning item. 

• You can send bulk reminder emails for assigned courses, paths, labs, and assessments. 
• You can also send reminders to individual learners for courses and paths. 

Note: For assigned courses, if the learner has a due date assigned, they’ll receive a reminder email at the midway point and then a week before the due date.  

Send a reminder to all learners

You can send bulk reminder emails to learners for assigned courses, paths, labs, and assessments. To send a reminder in bulk to all assigned learners:

1. Navigate to Manage > Assigned learning > Assignments. 
2. On the Assignments page, use the tabs to view assigned courses, paths, labs, or assessments. 
   • You can also filter the assigned items by Assigned by me or All assigned courses. 
3. From the applicable tab, locate the relevant course, path, lab, or assessment. 
4. To the right of the course or item title, click the three dots, then click Send reminders to all.

Send a reminder to an individual learner for courses and paths. 

You can also send reminders to an individual learner for assigned courses or paths. To send a reminder to an individual learner:

1. Navigate to Manage > Assigned learning > Assignments. 
2. On the Assignments page, use the tabs to view assigned courses or paths. You can also filter the assigned items by Assigned by me or All assigned courses. 

3. From the applicable tab, click on the relevant course or path.
4. Locate the user you wish to send the reminder to. 
   • Not seeing a list of users? Try adjusting your view from All Groups to All Users to ensure you're viewing the complete user list.
5. Click the three dots on the right-hand side of the page and click Send reminder.

The best and quickest way for your users to get assistance with any technical issues they experience within your account is to file a ticket with our Customer Support team. A member of our team can help troubleshoot the issue.

Manage who has access to your Udemy Business account. See what courses learners are taking, and better understand the learning trends of your organization in Udemy Business.

For Enterprise Plan accounts, the Insights features provide an even deeper view of user activity, and these comprehensive insights can also be viewed for groups of users as well.

Accessing user management

To access user management please follow the steps below:

1. Log into your Udemy Business account
2. Click Manage at the top right hand of the page, and then select Manage users from the dropdown menu

Exporting your account's users report

Admins can export CSV reports for various user data, which are issued via email.

These reports can be exported from All users, Licensed users, Pending invitations and Deactivated user pages by clicking the Export button.

The reports contain data relating to users within each of these pages and include data like: email address; name; surname; role; status; groups; external id; LMS user id and license type.

Managing access to your Udemy Business account

Inviting users

Learn how to invite users to your Udemy Business account and resend pending invitations.

Removing users

Learn how to remove and deactivate a user from your account.

Managing who can administer your Udemy Business account

Admins are users who can:

• Add and remove users from your account.
• Edit user roles.
• Access course and user insights (Enterprise Plan only).
• Create and manage groups (Enterprise Plan only).

Group admins can complete some or all of the above actions for learners who are a part of groups that they are assigned to manage, depending on the level of permissions that are set when they are assigned that role.

• Learn how to manage and view learners’ roles.
• Learn about the different permission levels for group admins.

Viewing user adoption

The User Adoption Dashboard helps you understand how many, and which users in your organization have logged in to your Udemy Business account and started using it. Find out more.

See what your users are learning

Admins can see what courses their account’s learners have enrolled in by doing the following:

1. Locate the learner by entering their name or email address in the search tool that’s located under All Users.
2. Click the user’s name to see what courses they have enrolled in as well as their course progress.

Creating groups and reviewing insights for your teams and departments (Enterprise Plan users)

If you have many users in your account, creating groups of users that correspond with teams or departments in your company lets you see adoption, user activity and course insights for those groups.

Creating, editing, or removing a group

Learn how to create, edit or remove a group.

Adding and removing users from groups

Learn how to add and remove users from groups.

Viewing insights for a group (Enterprise Plan only)

You can view user adoption, course insights, and user activity reports for a specific group. After opening any insights dashboard, use the Group filter located at the top of the page to show data for a particular group.

This article outlines how admins can manage users using the CSV import feature. 

• Learn which functionality is supported through the CSV import feature.
• Learn how to format files for CSV imports.
• Review how to assign courses using a CSV file.

Getting started with your CSV import

To navigate to the CSV Import, take the following steps:

1. Log in to your Udemy Business account.

2. Select Manage Users > All Users from the Manage menu at the top of the screen.

3. Click Invite Users at the top right and then Import Users From CSV. A window will pop-up that enables you to add a unique message and upload your CSV file (you can download an example CSV file via this link).

Please note: 

• The CSV import will add users to groups. If the Allow CSV import to remove users from groups checkbox is selected, the CSV import may also remove users from groups.
• If your CSV includes deactivated users, they’ll be automatically reactivated and assigned a license. 

4. Submit your CSV file. Learn how to format files for CSV imports.

5. (Optional) You can also select the language you would like to issue your invitations in and add a custom message. Note: this does not include localization of your custom message. 

• Learn more about selecting a language for your invitations and adding a customized message. 

6. Upon the successful completion of your CSV upload, you'll see a summary message displaying the result in the modal dialog. If the CSV import file is 10KB or larger, you'll receive an email summary of the result.

Note: Each CSV file you import can be accompanied by one message. You may edit this message on the same window that appears when you submit your CSV file. The file size limit is 1MB.

Troubleshooting import errors 

Review tips for formatting files for CSV imports and troubleshooting common error notifications.

Adding users to groups (Enterprise Plan only)

You can use the Groups column to add users to existing groups, or to create new groups. This works for new users, users you’ve invited but who haven’t logged in yet, and existing users. 

If a group name in your CSV doesn’t match an existing group name in your Udemy Business account exactly, the import will create a new group using the name specified in the CSV. 

You can add a user to multiple groups by including multiple group names in the Groups column, separated by a semicolon “;” character.

Note: The CSV file sets the groups to which the user has been added to with each import.

If the Allow CSV import to remove users from groups checkbox is selected, all desired groups must be listed in the Groups column to remain in their existing groups. For example, if a user has already been added to groups A and B, and needs to be added to group C, then groups A, B, and C must be included in the Groups column. 

When the Allow CSV import to remove users from groups checkbox is not selected, listing group C will add the user to the group without affecting existing group memberships.

Please see the section below for more information on removing users from groups with the CSV file.

Removing users from groups (Enterprise Plan only)

Users can also be removed from groups using the CSV file. When a group is included in the Groups column for a user, the CSV will add them to that group. 

If the Allow CSV import to remove users from groups checkbox is selected and the group is then removed from the user’s Groups column in a subsequent import of the CSV file, the user will no longer be included in that group.

Please note: If the checkbox is not checked and the group field is left empty in the “groups” column for a user, the system will take no action, and the user will not be removed from any group. Learn how to remove users from groups via the admin editing settings. 

Assigning users Udemy Business licenses 

Note: We currently have two experiences for assigning licenses.

•  If your organization joined Udemy Business before February 16, 2026, please see these instructions for managing Udemy Business Pro licenses. 
• If your organization joined Udemy Business after February 16, 2026, please see these instructions for managing all Udemy Business licenses. 

You must assign a license to each user on the CSV file by adding the applicable license in the license type field. If you leave this field blank, your CSV import will return an error message. Learn more about formatting your CSV file. 

Note: It's not currently possible to remove Pro licenses from users using CSV import.

Changing user roles

By including either user or admin in the role column of your CSV, you can give or remove administrator access. This works for new users, for users you’ve invited but have not yet logged in, and existing users in your account.

Enterprise plan users can also assign a group admin role.

Inviting new users to your account

Importing a CSV containing new email addresses will invite each person in your CSV file to your Udemy Business account via email. This email message can be crafted in the same window you use to upload your CSV file. Note: Only one message may be used per CSV file upload.

For existing, pending invites, the CSV import will set the groups to what has been added in the groups column. If the groups column is left empty, the subsequent CSV import won't place the user in a group.

It's not currently possible to remove users or groups from pending invitations through the CSV Import. For more information, see Inviting Users.

Inviting users from license pools

For customers who created license pools for their Udemy Business site:

• For admins: Select the license pool from which the invited users licenses should come from by clicking on the dropdown under Manage Licenses 

Email notifications

An email notification will automatically be sent to all new users included in the CSV file, who have not yet joined the account. Note: An email notification will not be sent to any user that has already joined the account.

Email notifications for Pro license assignments

For customers who have Udemy Business Pro for all the users in their organization’s account, an email notification will be automatically sent to all users, encouraging them to claim their Pro license. Once they log in, they will have access to Pro features and content, including pre-built Udemy paths, assessments, labs, and workspaces, to help accelerate their learning.

Through our multi-factor authentication (MFA) feature, you can further enhance the security of and help prevent unauthorized access to your Udemy Business account. This article provides an overview of the Multi-factor Authentication feature for account admins and owners, and how to enable or disable this for your organization from your Udemy Business account.

• Udemy Business learner? Learn how to log in with MFA.

Please note: 

• MFA is not available for organizations with a Forced SSO setting enabled.
• MFA is available in all countries and can be enabled or disabled through your Udemy Business account on a browser. Once activated (or deactivated), the MFA settings will apply on the browser login, as well as the Udemy Business mobile app for everyone in the organization.

Table of contents

• What is multi-factor authentication (MFA)?
• Who can enable or disable MFA?
• How can you enable or disable MFA for your organization?

What is multi-factor authentication (MFA)?

Multi-factor authentication (MFA) is a security measure that adds an extra layer of protection beyond traditional password-based authentication. MFA requires a person to use more than one form of verification to access an account, which can greatly reduce identity theft and unauthorized access to sensitive information in your account. 

Who can enable or disable MFA?

This feature is available for organizations that have a No-SSO or Optional SSO setting turned on. 

MFA is not available for organizations that have a Forced SSO setting. 

Employees with admin or owner roles on Udemy Business can see the feature in admin tools and access the feature to enable or disable for the organization. 

How can you enable or disable MFA for your organization?

To enable or disable MFA for your organization, please follow the steps below.

Please note: 

• These steps can only be completed when accessing Udemy Business on a browser. Once enabled, the settings will apply in the Udemy Business mobile app.
• To access this feature on mobile, please ensure everyone in your organization has updated to at least 8.89 of the iOS version, and 5.63.0 of the Android version of the Udemy Business mobile app.

1. To access the MFA section, click on Multi-factor Authentication under Settings in the Admin Tools section. 

2. Click on the toggle to enable the feature, and click again to disable the feature.

3. For organizations that have a Forced SSO setting turned on, the MFA toggle will be disabled by default.

This article explains the certification due date feature, which can be used to help learners stay on track, as they prepare to take their certification exam.

• Learn more about certification preparation and badges.

Table of contents

1. What is a certification due date?
2. Where is this feature available?
3. Can admins switch it off?
4. What does this feature look like?

What is a certification due date?

If a learner starts a course aligned to an open badge, they have the option to set an exam due date to help them stay on track. A certification due date is the date that a learner wants to be ready to take their certification exam. 

We have experimented with this feature as a way to boost motivation for Udemy learners and saw an increase in week-over-week retention and learning days.

Where is this feature available?

For all learners on web, Android, and iOS within:

• A course aligned to an open badge
• Open badge detail pages

Can admins switch it off?

We are encouraging all customers to keep the certification due date feature turned on at this time, as we have seen positive learner engagement results across global organizations through the experiments we’ve run. 

If you would still like to disable the certification due date feature, please contact your Customer Success Manager.

Feedback is always welcome! So if you have any that you’d like to provide to help us improve the feature, please let your Customer Success Manager know.

What does this feature look like?

Course Page

Badge Page

This article outlines the functionality that is currently supported when managing users via the CSV import feature. 

Related articles regarding how to get started with and format your CSV import files are referenced below.

• Learn how to manage users via CSV import.
• Learn how to format files for CSV imports.

Actions admins can take via the CSV import feature

If you’re an admin for a Udemy Business account, you can use the CSV import feature to manage many users at once. You can use this feature to:

• Bulk import new users into your account
• Bulk add new and existing users to:
  • Existing groups
  • New groups, which are created during the CSV import process
• Bulk remove users from groups
• Bulk reactivate deactivated users
• Bulk change user roles (e.g. from user to admin)
• Bulk assign Udemy Business licenses to users
• Bulk assign courses to users

Actions that cannot be done via the CSV import feature

Currently, you cannot use the CSV import to: 

• Change the name of a user
• Remove users from your Udemy Business account
• Remove Udemy Business licenses from users
• Remove users or groups from pending invitations

If you're interested in these, or any other Udemy Business features, please let us know.

Note: 

• Currently the CSV template is only available in English.
• The CSV file must be encoded in UTF-8 format.
• The CSV import feature supports multiple delimiters (comma, tab, semi-colon etc.)

Organizations using System for Cross-domain Identity Management (SCIM)

If your organization is using SCIM, you will not be able to modify groups managed in your Identity provider via the CSV import. SCIM managed users and groups will have a small link icon displayed next to their name in Manage Users pages. You can contact your IT team to complete this action via SCIM.

You can use the CSV import to assign SCIM-managed users to non-SCIM groups, as well as update user roles.

This article outlines how organizations can assign and manage an lmsUserID for learners in their Udemy Business account. 

What is a lmsUserId?

Data export reports for Udemy Business contain a column for ‘lmsUserId’ for organizations, which require a unique identifier assigned to learners in addition to their email address. This may also be referred to as an Employee ID or Unique ID.

How to assign an lmsUserId

Organizations that configure Single-Sign-On (SSO) for their account can assign and manage the lmsUserID for learners within their Identity Provider (IdP) by mapping lmsUserID as an additional SAML attribute. If your organization does not have SSO configured and needs to have lmsUserID applied to learners in your account, please contact our Support Team so we can assist.

If your organization is planning to make any changes to company emails (i.e., utilizing a new email domain or making formatting adjustments to names), please contact our Support Team prior to implementing the changes, so we can assist with coordinating the updates on our end. 

Please note: if your Udemy Business account has a Single Sign On (SSO) integration with System for Cross-domain Identity Management (SCIM) enabled, then changes will only need to be made in the Active Directory of your SSO Identity Provider (IdP), by your organization’s SSO Administrator.

This article explains how admins can use our Microsoft Teams integration, so your organization’s employees can easily share Udemy Business content to their Microsoft Teams channels, groups and users. 

Table of contents

• The value of using our Microsoft Teams integration
• How do I turn on or off "Share to Microsoft Teams"?
• How do I share to Microsoft Teams?

The value of using Microsoft Teams 

We believe that social learning is essential to building and maintaining a learning culture. Social sharing leverages the expertise and recommendations of colleagues - ones who are on the same team or those who share similar learning interests.

With our Microsoft Teams integration, employees can easily share Udemy Business content to their Microsoft Teams channels, groups and users. Whether it’s a course that will help the team complete a project, a hands-on lab that builds deep expertise in a technology, or sharing a learning path to drive specific learning outcomes, sharing via Microsoft Teams encourages continuous learning within your organization.

Our goal is to help extend the influence of L&D teams and managers to help them build a learning culture.

How do I turn on or off "Share to Microsoft Teams"?

1. Log in to your Udemy Business account and move your cursor to Manage at the top of the page. 

2. Select Settings from the drop down menu and then Social integrations on the left-hand side.

3. Turn on the Share button for Microsoft Teams.

Once turned on, employees will now see a Share to MS Teams icon on the content landing pages and the context menu for content where they can share the course with people and channels:

How do I share to Microsoft Teams?

1. Click on the Share to MS Teams from the content landing pages or the context menu of the content cards. 
2. This would open up a MS Teams share modal if you are already signed into your Microsoft Teams instance. 
3. From here, you can select the channels, groups or users that you want to share to, customize the message and click “Share”.

Assessments is a feature that helps learners identify their skill level in a topic and guides them to personalized content based on their results. This article outlines how admins and group admins can easily direct learners to measure their skills by assigning an assessment, and set up auto-assign rules to automatically assign assessments to new members of a group. 

• Learn more about assessments and which ones are available.

How to assign an assessment

To assign an assessment, click on the assessment’s menu icon and click Assign. 

From here, you can specify specific users or groups that you’d like to assign to, as well as set a due date.

How to create an auto-assign rule

To create an auto-assign rule, first select a group and then click Automatically assign this lab to new users added to your account. When new users are added to that group, they will be assigned the assessment.

Sending reminder emails

To help users keep their learning on track, admins and group admins can send bulk reminder emails to all learners for an assigned assessment. Learn more about how to send bulk reminders.

There are three methods by which users can access Udemy Business - SSO (Single Sign-On), Invitation from admin/group admin or ‘self-serve’ invitation using an approved email domain. In all three methods, there are some scenarios whereby users are blocked from accessing the platform when joining. The reasons could be:

• There are no more licenses available
• The user has not been invited
• The user has not been provisioned for a license in SSO
• The user was deactivated previously but they try to rejoin

When a user is blocked for any of the above reasons, they see a generic message telling them to contact their IT department or manager for help.

With this feature, however, you have the option to add your own customized message to tell your users what to do or who to contact, if they can’t access Udemy Business.

To add your own message about who to contact or what to do, go to the Custom Error Message page in Settings.

Click the ‘Edit’ function to enter the contact information that will display as part of the message. A modal will open with a text editor to write the message. We allow email addresses and urls / links to be added to the message. The text editor options include Bold, Italics, Link. Please note there is a  limit of 200 characters for the message. After you have entered your message, click ‘Save Message’ to save it.

Once you have saved your message, you can see how it looks, by clicking ‘See more’ in the Example message section under the message panel.

Please note: the custom message feature is only accessible to the owner and admins of the account and is is not accessible by group admins.

To make it even easier to manage assigned learning, admins and group admins can now create a "rule" that automatically assigns learning (courses or learning paths) to new users added to a group.

How to access the Assign option and create an auto-assign rule

1. To create an auto-assign rule, navigate to the course or learning path you’d like to assign and click Assign.

2. Next, enter in the group you’d like to assign to and select the checkbox Automatically assign when new users are added to this group.

3. Select a due date: If you wish to select a Due date for the rule, you can select from two options:

• Select a specific, upcoming date on the calendar. 
• Note: 
• All users assigned to a group will receive the same auto-assigned due date, regardless of when they are added to the group. So, for example, if a user is added to a group two days before the due date, they will have two days to complete the assignment. 
• Auto-assign rules will be automatically deactivated after the calendar date expires.
• Or, set a due date based on how many days the assignee will have to complete the assignment after it’s assigned.
• For example, if you set an automatic due date of 30 days, all users assigned to this group will have 30 days to complete the course, regardless of when they are assigned to the group. The rule will not expire.

4. Once the assign rule is set, any messaging created with the rule will be sent to new users, so long as the rule is active.

Additional important notes

• Imported courses cannot be auto-assigned. 
• An auto-assign rule will be deactivated if a Udemy Business course is retired from the collection, a custom course is made private, unpublished, or deleted, or if the due date assigned has passed.
• While active assignment rules cannot be modified, admins and group admins can deactivate an active rule and create a new rule if they’d like to change the message, group(s) assigned, or due date.
• At least one user must be assigned to a group before an auto-assign rule can be created. 
• If the creator of the auto-assign rule is deactivated, the rule will also be deactivated. An admin/group admin will need to create a new auto-assign rule. 
  • Learn how to deactivate or delete an auto-assign rule.

Project-based labs are standalone learning experiences that allow learners to apply their skills by completing real-world projects using workspaces. This article outlines how admins and group admins can easily direct learners to practice their skills by assigning a lab project, and can set up auto-assign rules to automatically assign project-based labs to new members of a group.

• Learn more about labs and workspaces..
• Note: Labs are only available to Udemy Business Pro users.

How to assign a lab project

To assign a standalone lab project, click on the lab’s menu icon and click Assign. 

From here, you can specify specific users or groups that you’d like to assign to, as well as set a due date.

How to create an auto-assign rule

To create an auto-assign rule, first select a group and then click Automatically assign this lab to new users added to your account. When new users are added to that group, they will be assigned the lab.

Sending reminder emails

To help users keep their learning on track, admins and group admins can send bulk reminder emails to all learners for an assigned lab. Learn more about how to send bulk reminders.

This article outlines the Learner Check-in feature, which Udemy Business admins can use to better understand employee sentiment towards Udemy Business.

Table of Contents

• About the Learner Check-in feature
• How to access the Learner Feedback page
• How to activate/pause the Learner Check-in
• What questions will learners be asked in the Learner Check-in?
• Learner Feedback dashboard
• Have your learners found Udemy Business helpful?
• How has Udemy Business been helpful?
• How can we help improve your experience?
• Group admin access
• Data freshness

About the Learner Check-in feature

The Learner Check-in feature empowers our Udemy Business admins with actionable insights to guide and optimize their learning programs. 

Admins will be able to receive employee feedback on their learning experience on Udemy Business and understand any barriers that employees may be facing in relation to learning. This information will help you optimize and improve your current learning strategies so your employees gain more value out of learning on Udemy Business. 

How to access the Learner Feedback page 

Enterprise Plan

1. Click on the Manage menu in the top right of the screen.

2. On the Admin Overview page, select View check-in results. You can also find it from the menu on the left-hand side.

How to activate/pause the Learner Check-in

After accessing the Learner Feedback page, click on Manage Settings.

The Learner Check-in feature is an automated notification sent to all your employees through the Udemy Business product as a pop-up.

Learner Check-in will be activated automatically and configured to check in with learners every 3 months.

When the Learner Check-in is activated, learners will be prompted for feedback when they land on the Udemy Business home page. It will only be shown to learners who have been on Udemy Business for at least three months and have enrolled in at least one course.

Learners can choose to answer the questions or to close the Learner Check-in without answering by clicking the ‘x’ in the top right corner to close the modal. 

• If a learner closes the modal without answering the questions, it won’t appear in their account again for one week.
• If a learner closes the survey three times without answering the questions, it won’t appear in their account again until the next check-in cycle begins.

What questions will learners be asked in the Learner Check-in?

Learners will be asked whether they find Udemy Business helpful. If they respond with “Yes”, then they will be asked to select an answer that provides more information as to how. If none of the options pertain to them they can select “Other”. 

In addition, all learners will be asked to provide feedback on how Udemy Business can improve their learning experience, regardless of how they respond to previous questions. 

 Learners will be notified that their feedback is anonymous.

Learner Feedback dashboard

Data on the Learner Feedback dashboard will only be shown when there are at least 5 responses. This also applies if any filters are selected. 

Have your learners found Udemy Business helpful?

This section will show the total number of respondents and the percentage who responded that they have found Udemy Business helpful. This will give you an at-a-glance idea of what overall learner sentiment looks like.

How has Udemy Business been helpful?

This section will surface some of the stories and anecdotes from your learners that demonstrate how Udemy Business has helped them. This will give you a better understanding of the value that your learners are getting from it.

You can filter the comments by the option selected. 

How can we help improve your experience?

This section will give you some guidance as to which are the most common barriers to learning that your employees face and help you to identify some ways to tackle these.

Group admin access

Group admins currently do not have access to the learner feedback dashboards.

Data freshness

The data freshness notice shows that the Learner Feedback dashboard is updated in real-time as feedback is collected via the Learner Check-in.

Here at Udemy Business, we’re committed to helping you achieve your business objectives and drive learning at your organization. We’ve built a Resources section in your admin dashboard featuring guides, tips and webinars on engagement tactics, communication templates and admin resources to help you increase adoption and engagement of Udemy Business.

This feature is available for admins and group admins within Enterprise accounts. To access this feature, navigate to Manage → Resources. 

Within Resources, you’ll have access to the following guides and tips:

Please click here if you have any questions or feedback.

This article outlines how organizations can assign and manage an External ID for learners in their Udemy Business account. 

What is an External ID?

Udemy Business data export reports contain a column for ‘External ID’ for organizations, which require a unique identifier assigned to learners in addition to their email address. This may also be referred to as an Employee ID or Unique ID.

How to assign an External ID

Organizations that configure Single-Sign-On (SSO) for their account can assign and manage the External ID for learners from directly within their Identity Provider (IdP). Please note: Okta automatically populates the externalID attribute field with the Okta User ID. If you wish to persist your own unique user IDs then you can complete this on Okta by following this article, Setup SSO, and mapping your Udemy external ID attribute.

If your organization does not have SSO configured and needs to have an External ID applied to learners in your account, please contact our Support Team so we can assist.