• Adding More Licenses to Your Account

    As you continue to provide learning opportunities for your employees, you can easily add more licenses to your Udemy Business account. 

    Enterprise Plan Admins

    If you're an Enterprise Plan Admin, and need to purchase more licenses, please reach out to your Account Executive or our Support Team.

    Team Plan Admins

    If you're a Team Plan Admin, then please follow the steps below to add more licenses to your account. Please note that the total price for a team plan is calculated on a prorated basis, based on today's date and the end date of your yearly subscription.

    To add more licenses to your Team Plan account, navigate to visit Manage > Settings > Billing.

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    Under Subscription, click on Buy more Team Plan licenses. Select how many additional licenses you require and proceed to the payment page.

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    If the number of licenses purchased surpasses 20, however, please fill out the information requested on our Upgrade form.  

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    Once you complete the form, someone from our Sales Team will get back to you and help you with the request.

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  • Inviting Users

    This article outlines how Udemy Business admins and group admins can invite new learners to join the account, and steps they can take if invitations are not being received.

    Table of contents

    How to invite users

    To invite new users, navigate to the Manage tab at the top right of your account and click on Manage Users from the dropdown menu. Users can be invited via the Individual email address option or by CSV import (note: only admins can use the CSV import option).

    1. Click the Invite New Users button

    2. Click on Individual email addresses to invite people one by one.

    3. To bulk import users via a CSV import, click on Import users from CSV. Please note: Currently only admins have access to the CSV import feature.

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    How to invite users via the individual email addresses option

    1. After navigating to the Manage users page, click the Invite New Users button.

    2. Next, click on Individual email addresses to invite people one by one.

    • If you wish to add the user to a specific group, click the Add this user to a group checkbox. 
    • Select the relevant groups.

    3. Finally, select the language you would like to issue your invitation in and add a custom message if you wish (please see below for more information).

    How to invite users via the bulk CSV import option

    Selecting a language for your invitations and including a customized message

    Admins and group admins can also select the language of the invitation they are sending and include a customized message if they wish. 

    • Please note that while the invitation template will be localized in the language you’ve selected, any customized message you include will not be translated into a different language.

    After you select a language, the invitation and following invitation reminders will be issued in that language to the user indicated.

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    If you choose to add a custom message it will appear at the top of the invitation. 

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    Allowlisting emails

    If your company's firewalls are generally restrictive (certain commonly used sites are blocked), you will need to allowlist certain emails from Udemy Business to ensure delivery of invitation emails and operation of the password reset function. Learn more about allowlisting the email sending domains and subdomains for Udemy Business.

    How users accept their invitations

    Invited users will receive an invitation via email to join Udemy Business. The subject line of the email will include your company's Udemy Business account name; for example, Invitation to Company's Account. The invitation email will be sent from e.udemymail.com, but the email address of the admin who sent the invite will also be shown before that address. For example, john.smith@company.com via e.udemymail.com.

    After inviting users to your account, an invitation email will automatically be sent to those users. The email will link users to your Udemy Business account, where they’ll enter their name and email, create a password. Users will be prompted to verify their account information, via a verification email with a link, which will expire in one hour*. Once they activate their account through a verification email, they’ll be able to log in for the first time, and start learning. If the user does not respond to the invitation email within 48 hours, the system will automatically send an invitation reminder to them. 

    *Please note that Single Sign-On (SSO)/System for Cross-Domain Management (SCIM) users will not be put through this verification flow.

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    Invitations and license usage

    Invitations do not consume a license until the user has signed up for their account. If a license is no longer available by the time the user tries to sign up, the user will land on an error message page. On the error message page they will be asked to contact the administrator who invited them for further assistance.

    What to do if invitations are not being received 

    If your users are not receiving email invitations to join your account, please have them check their spam folders. If they still do not receive any invitation emails, and your organization has allowlisted the Udemy Business emails, please have them contact our Support Team directly for further assistance.

    Pending and resending invitations

    To view the Pending Invitations page, click Pending Invitations at the top left hand of the Manage Users screen.

    On the Pending Invitations page, you can check who has not yet accepted their invite, and resend or cancel an invitation for an individual user by clicking the applicable icon. You can also resend pending invitations to all users at once by clicking Resend All at the top-right hand of the page.

    The name of the inviter will also appear in pending invitations, if they sent individual invitations or uploaded the user's email address in bulk through the CSV import. If you sent the invitation to the user it will read "Invited by me".

    Resending multiple invitations

    To resend multiple invitations, you can select multiple users by clicking the checkbox on the left. Once a selection is made, a panel will appear where you will have the option to resend or cancel multiple invitations.

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    Please note: Internet Explorer does not allow copying and pasting from Excel into field 1 of the inviting users tool. Users will need to use Chrome or another browser. 

    Single Sign-On (SSO) accounts

    If you have configured SSO and have enabled auto-provisioning in your Settings for SSO, you can grant users access to Udemy Business in your organization’s Identity Provider. You do not need to invite users one by one within your account, nor do you need to import them through a CSV file.

    If you have auto-provisioning disabled, however, you will need to invite users via the above methods (in addition to provisioning access via your SSO directory).

    SCIM (System for Cross-Domain Management) accounts

    If you have enabled SCIM for provisioning, you can grant users access to Udemy Business in your organization’s Identity Provider and do not need to invite users one by one.  

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  • What Can Group Admins Do?

    Group admins help drive effective learning engagement across an organization. We believe the best learning happens when team managers or those closest to the learning goals of employees can help drive learning forward. This article outlines what group admins can do, in comparison to admins.

    • Note: group admin functionality is only available in the Enterprise plan. 

    What can group admins do?

    The Group admin feature enables team leads and managers to connect learners with the right course for their professional development. Group admins can also see reporting and insights for their groups, assign courses within their groups, manage the users in their groups, and invite new users if they have the permissions to do so. 

    Groups can have multiple group admins, and admins can choose whether to allow group admins to invite and deactivate users in the groups they manage.

    Group admins without invite/deactivate permission set are able to:

    • Assign courses to users and groups, for the groups they manage
    • View learning activity for the users in the groups they manage
    • Add users to the groups they manage, if the user already has a Udemy Business license
    • Remove users from the groups they manage

    Group admins with invite/deactivate permission set are able to perform all the above actions, plus:

    • Invite new users to the organization via the Invite New Users button, for the groups they manage.
    • Invite users in bulk via CSV upload.
    • View pending invitations to groups they manage by going to the Pending Invitations tab
    • View deactivated users in groups they manage by going to the Deactivated Users tab
    • Deactivate users from the organization, through the groups they manage  

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

    Detailed Group Admin Permissions:

     

    Admins

    Group admin

    Invite new users to join Udemy Business

    Yes

    Yes: only if they have permission to invite users to groups they manage

    Approve, reject, publish custom courses

    Yes

    Yes

    Make custom course categories

    Yes

    Yes

    Designate other group admins

    Yes 

    No

    Import courses

    Yes

    No

    Assign courses to users

    Yes

    Yes

    Assign courses to groups

    Yes

    Yes: only for groups they manage

    Create new groups

    Yes

    No

    Delete groups

    Yes

      No

    Deactivate users from Udemy Business 

    Yes

    Yes: only if they have permission to deactivate users from groups they manage

    Resend or Cancel Pending Invitations

    Yes

    Yes: only if they have permission to invite users to groups they manage

    Edit Group Membership for Pending Invitations

    Yes

    Yes: only if they have permission to invite users to groups they manage

    Add and remove users from groups

    Yes

    Yes: only for groups they manage

    Adding users via the CSV Import feature

    Yes

    Yes: only if they have permission to invite and deactivate users from groups they manage

    See what courses members of their group are taking

    Yes 

    Yes: only for groups they manage 

    View and download the Group Membership Log* see below for more information

    Yes

    Yes: only for groups they manage  

    View and run user adoption, user activity and course consumption reports

    Yes

    Yes: only for groups they manage 

    Edit account settings

    Yes

    No

    Approve email domains  

    Yes

    No

     

    Can group admins change their role from group admin back to user?

    No, you can not edit your own role. A group admin will need to reach out to an admin to edit their role.

    Can group admins view information from users outside of the groups they manage?

    No, group admins only have access to users that are in groups they manage.

    Can all group admins resend pending invites?

    No, group admins can only view and resend pending invites if they have the permission to invite and deactivate users from groups they manage.

    Can all group admins invite and deactivate users from groups they manage by default?

    No, admins will need to select that permission for group admins when making someone a group admin for a group, or when editing user permissions or roles within groups 

    Who can access the Group Membership Log?

    Admins can access the Group Membership Log for all groups. Group admins can only access the Group Membership Log for the groups that they are group admins for.

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