Licenses & Permissions

This article explains how admins can manage and view the number of licenses used in their Udemy Business account subscription, via the Subscription overview page.

• Learn how to add more licenses to your Udemy Business account. 
• Learn how to manage licenses for your Udemy Business account. 

Accessing Subscription overview

To access your Subscription overview, 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.

3. On the sidebar, you will see a section titled License allocation and Subscription Overview, which includes a summary of the number of licenses remaining for your account.

Viewing Team Plan licenses

For Team Plan accounts, the sidebar also shows how many licenses you have remaining on your subscription and how to upgrade to an Enterprise Plan.  

Click on Subscription overview to see how many Team Plan licenses you’ve used so far. 

Viewing  Enterprises Plan licenses

Click on Subscription overview to see how many Enterprise Plan licenses you’ve used so far. You’ll also see more detailed information about Udemy Business Pro and a button to request Pro licenses. 

Viewing Udemy Business Pro licenses

For accounts with Udemy Business Pro,  you’ll see the number of remaining Enterprise and Pro licenses in the sidebar.

Click on Subscription Overview to see how many Enterprise and Pro Plan licenses you’ve used. 

Click on Manage Licenses to access user management for your account.

If you’d like to purchase more licenses, learn how to add 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 & Udemy Business Pro Admins

If you're an Enterprise Plan or Udemy Business Pro 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.

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

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

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

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
• How to invite users via the individual email addresses option
• How to invite users via the bulk CSV import option
• Inviting and assigning users a Udemy Pro license
• Selecting a language for your invitations and including a customized message
• Allowlisting emails
• How users accept their invitations
• Invitations and license usage
• What to do if invitations are not being received 
• Pending and resending invitations
• Resending multiple invitations
• Single Sign-On (SSO) accounts
• SCIM (System for Cross-Domain Management) accounts

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.

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

• Learn how admins can add and manage users using the CSV import feature.

Inviting and assigning users a Udemy Pro license

Learn how to invite a user and assign them a Udemy Pro license.

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.

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

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.

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.

For customers who have purchased Udemy Business Pro licenses for all users, Pro licenses will be automatically assigned when invitations are accepted by users, or when they authenticate via SSO/SCIM.

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 on the right side 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.

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. 

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
• Assign learning paths to users and groups, for the groups they manage
• View learning activity for the users in the groups they manage
• Invite 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:

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.

• Learn how to access and review the Group Membership Log.