This article discusses the differences between the user categories in Udemy Business accounts, and how they impact admin reporting.
Where admins can view user totals in their Udemy Business account
Admins can see how many users are enrolled in their Udemy Business account, and what category they are assigned to via the User management page and the applicable filters.
User categories and activation
All users: this includes every user who has joined your account at some juncture and includes both activated and deactivated users.
Licensed users (or License allocated): these are activated users who currently hold a license and have joined their Udemy Business account. Users are activated if they have logged in or authenticated via Single Sign On (SSO) at least once to activate that license.
Users who have not activated their license are not included in any insights and reporting.
- Learn more about what defines an active user so their learning is captured in Insights and reporting.
No license: Users provisioned through SCIM by your SSO provider will be created in your Udemy Business account, but will not take up a license, and will not be activated, until they access their account by authenticating via your SSO provider. When users are provisioned through SCIM, but have not accessed their Udemy Business account via SSO, they will display in the All users page with a No license status.
Pending invitations: This includes people who have been invited to your Udemy Business account, but they have yet to claim their license and become an activated user.
- Learn more about inviting users to your Udemy Business account and how to resend pending invitations.
Deactivated users: These are users who have had their licenses removed and can no longer access the Udemy Business portal. Deactivated users retain all data relating to their learning, however, and can be reactivated at any time by the admin.
Deactivated users who have their Personally Identifiable Information (PII) removed
Deactivated users can have their Personally Identifiable Information (PII) permanently removed for General Data Protection Regulation (GDPR) compliance, or a similar purpose.
Once a user’s PII data has been deleted they become anonymized users and all references to them in Udemy Business are labeled with “Anonymized User”. Please note that deleting a user’s PII is irreversible.
This article includes answers to some of the frequently asked questions our team receives regarding data export reports, and what information is featured in certain columns.
For steps on how to generate and download a report, please click here.
- What information is included in the Minutes Video Consumed Column of User Activity and User Course Activity Reports?
- Which specific result is posted in the Final Results for Quizzes column of User Progress Reports?
- What information is provided in the User Groups Column?
- What does the First Date Complete column of the User Course Activity report indicate?
- How is the Course Duration column calculated in the User Course Activity Report?
- What does the Practice Activities Completed Successfully column indicate in the User Course Activity Report?
- Do reports include the course progress of unenrolled users?
- When is data updated? And what timezone are the data exports in?
- How can a learner’s certificate of completion have a date/timestamp that is different from the completion date/timestamp entry for that course in admin reports?
What information is included in the Minutes Video Consumed Column of User Activity and User Course Activity Reports?
The Minutes Video Consumed column in the User Course Activity and User Activity reports
- Include rewatches
- Do not include any parts of a lecture that are skipped
- Do not take into account video playback speed.
Rewatches: If a user watched 1 hour of the course on Monday, and then on Tuesday, they watched the same 1 hour once again. In this case, the user spent two hours learning on Udemy Business that week, and this would be reflected in both reports.
Playback Speed: If the user watched 2 hours of content in 1 hour, by viewing the content at 2x the speed, the report would reflect they spent 2 hours viewing the course.
Skipped Parts of a Lecture: if a user starts watching a 10 minute lecture and after 1 minute, they skip to the end of the lecture, we will only report the actual time they spent on the lecture, in this case about 1 minute. The lecture will however be marked as complete.
The Minutes Video Consumed column only includes time that users spent watching video lectures, and not time they spent reviewing lectures that do not include videos. Lectures that do not include videos, however, still count towards course completion. For example, a User Activity Report could indicate that a user has completed four lectures, but there is no time recorded in the Minutes Video Consumed column, if those four lectures were not video lectures.
Which specific result is posted in the Final Results (Column N) for the Quizzes column of User Progress Reports?
The Final Result (if Quiz) column (column N) of the User Progress Reports includes the score(s) a user recorded completing a quiz. For example, if a user takes a quiz twice and receives 80% on their first try, and then receives 90% on their second and final attempt, then the User Progress Report will contain two rows. Each row will include the score the user recorded for that respective attempt. Please note that there is no limit to how many times a user can retake a quiz.
What information is provided in the User Groups Column?
Data Export Reports feature a User Groups column which display all groups that a user is part of. Admins and group admins are able to easily see group membership details when exporting user reports, including 'all users' within a group. Groups are not present in the Reporting API, but customers can use our User API to get group data. In addition, when exporting reports, the list of groups is scrollable for easier selection.
What does the First Date Complete column of the User Course Activity report indicate?
User Course Activity Reports feature a First Date Completed column, which records the date the course was first completed by the learner. As a result, if the instructor adds new lectures or content, the date and time stamp won't be lost. If the learner completes the extra content it will be recorded as "Date Completed". The column is present in both the CSV and the Reporting API.
How is the Course Duration column calculated in the User Course Activity Report?
The course duration column in the user course activity report indicates how many minutes of video content the course includes. As a result, practice test courses may have a 0 or a small number listed in the course duration column, since practice tests typically feature little to no video content.
What does the Practice Activities Completed Successfully column indicate in the User Course Activity Report?
The No. of Practice Activities Completed Successfully column in the user activity report indicates how many practice activities the user has completed successfully. Practice activities include quizzes, coding exercises, and practice tests. (If the practice activity was started but not completed or was completed unsuccessfully it will not be included in this count.)
If there is a row in the User Activity Report with 0 minutes consumed and 0 practice activities complete, this indicates that the user started but did not complete one or more practice activities. Or that they started and completed one or more practice activities unsuccessfully.
Do reports include the course progress of unenrolled users?
If a user unenrolls from a course, or their enrollment is transferred from another account, including an account at the Udemy marketplace, some activity data will be reflected in the User Course Activity report.
Many of the report fields, however, are dependent on the original enrollment record and will therefore have no data if a learner unenrolls. Specifically, unenrolling can affect data such as “% Marked Completed”, “Date Enrolled” and “Date Completed” in the User Course Activity report.
If you have any questions regarding this please contact us.
When is data updated? And what timezone are the data exports in?
How can a learner’s certificate of completion have a date/timestamp that is different from the completion date/timestamp entry for that course in admin reports?
The certificates of completion that learners receive are localized to the timezone of the IP address of the learner's device at the time the course is completed. The admin reports, however, are in standard UTC format. Therefore the date/timestamps may be different, but they will always equate to the same date and time.
For example, a learner located in San Francisco, California, U.S.A. completes a course at 9:00pm / 21:00 Pacific Standard time on the 25th of February. When we convert to UTC standard format, it would equate to 5:00am / 05:00 on the 26th of February. So, that is the date/timestamp that would be listed in the data reports.
The Group Membership Log includes extensive information about what actions a group has completed and what employees have been added or removed.
Admins can access the Group Membership log of every group. Group admins, however, can only access the Group Membership Log for the groups that they are group admins for.
For more information on how to create user groups, please click here.
How to access the group membership log
The Group Membership Log can be accessed by doing the following:
- From the Manage dropdown menu at the top, select Manage Users
- On the left hand side of the page, click on Manage Groups
- Click the ellipses to the right of the group name. Or, after selecting a specific group, click on the ellipses beside the Invite new users button.
- Select Group Membership Log
What information does the Group Membership Log include?
The log reports on:
- Date: Date action was completed
- Name: Name of employee that was added or removed
- Email: Email of employee that was added or removed
- Action: Action performed
- Group: Group that log is reporting on
- By: The method in which the user was added/removed from the group - i.e. SSO data, CSV upload, name of admin/group admin, etc.
Note: The Group Membership log includes data from 23 March 2018 onwards.
This article discusses how updates to the Udemy Business course collection may impact Insights and Reporting for admins and group admins.
If a course is no longer available in the Udemy Business collection, is prior learning data deleted from admin dashboards and reports?
All learning data is retained, even if a course is no longer available in the Udemy Business collection. Admins are able to view more detailed information from the Course Insights dashboard, or on individual learner’s profile pages.
The minutes consumed and other activity on these courses will also still be recorded via admin Insights and Reporting.
This article outlines how organizations can ensure offline course viewing is reflected in their reporting.
How to verify offline course viewing
In order for any offline consumption to be reflected in admin Insights and Reporting, learners must take the following actions:
- Bring their mobile device back online by connecting to wifi or cellular data.
- Open up the Udemy Business app again once the device is online to allow their progress to sync.
This article discusses how frequently Udemy Business insights and reporting data is updated.
How frequently are dashboards and data exports updated?
The User Adoption funnel is updated in real time. The Path Insights dashboard is updated once per day. The User Activity, Ratings & Reviews, and Course Insights dashboard, as well as all Data Export Reports, are updated several times per day.
How can I tell how fresh the data is?
The date and time up to which data is included is indicated by a data freshness notice in the top right of each dashboard. The timestamp is localized based on your computer’s local settings.
What timezone are the data exports in?
All datetime stamps within Udemy Business data export reports are localized into a Coordinated Universal Time (UTC) format. The localized time is based on the Admin’s local computer timezone setting that exported the report.
Please note: the time frame filters on the data exports reports page are based on the UTC -8 time zone (Pacific Standard Time). Depending on your location, and what dates you are selecting, you may need to update the filter accordingly to source the required data.
For example, admins in the UTC+9 time zone (i.e., Japanese Standard Time) wishing to retrieve data for their organization’s learners that occurred on 08/01, would need to select 07/31.
Review what reports and dashboards are available to help admins understand how your company’s people are learning.
This article explains what actions learners must take in their Udemy Business account in order to be considered ‘active’, so that their learning is captured in Insights and Reporting for admins and groups admins to review.
Learner engagement in Udemy Business: What activity will be recorded
The following actions are considered activity in Udemy Business and will be recorded within Insights and reporting for admins and group admins:
- Enrollment of a course (either self-enrolled or assigned)
- Progress through a video lecture (in chunks of 15 seconds)
- Completion of a lecture
- Attempt of a practice activity
- Completion of a practice activity
- Completion of a course
- Reviewing/rating a course
So long as a user has taken one of the above actions during the selected time frame, they are considered active and will be included in data export reports.
What is recorded in User activity dashboard and exports
When viewing the User activity dashboard the number of active users is counted as a percentage of the total number of users who were licensed in the account during the time range selected. This includes any users that joined (visited for the first time) before the end of the time range. It may also include deactivated users, if they were deactivated after the start of the time range. By calculating it this way, we ensure that all activity that occurred during the time range is included in the calculations.
- The Active User Base pie chart that is located under the User Activity dashboard, includes users who have been active in their Udemy Business account by taking at least one of the actions listed above in the selected timeframe. The number of active users shown under the Active User Base pie chart should match the count of users shown in the User Activity report.
- The User Activity Report (active users), which can be downloaded from the User Activity dashboard, includes any user who was active in their account during the selected time frame. Any users that are currently deactivated at the time of export will be marked deactivated in the report.
- The User Activity Report (All Users), which can also be downloaded from the User Activity dashboard, includes all users in the account, regardless of if they were active during the selected time range. This enables you to identify users that have not been active so that you can take steps to re-engage them in learning.
Activated versus deactivated users
Learn more about the difference between activated and deactivated users and how it impacts admin reporting.
This article outlines what dashboards and reporting features are available in your account’s Insights and reporting, which you can use to understand how people in your company are learning. You’re able to view information for your entire organization or select specific groups to understand learning trends.
How to access Insights and reporting
To access the reporting features in your Udemy Business account, hover your cursor over Manage and select Insights and Reporting from the dropdown menu.
The available Insights and reporting options
From the menu on the left-hand side of the Insights and reporting page, you’ll find the following options:
Skill Insights: This dashboard will show you the skills your employees are investing time in learning, and provides a clear picture of time spent learning per category, subcategory and topic. As a leader, you will be able to better define learning paths for different teams and understand areas of opportunity for developing skills within your teams. Learn more about the Skill Insights dashboard.
Group insights (Beta): The Group insights dashboard provides insights into which groups in your organization are the most engaged in learning, and which may need more support and guidance. Learn more about Group insights.
Please note: This dashboard is currently a Beta feature and so may not yet be available in your Udemy Business account.
User Adoption Funnel: This dashboard will allow you to see how many and which users in your organization have adopted the Udemy Learning account and have started using it. The dashboard is also available to Team plan admins. Learn more about the User Adoption Funnel.
User Activity: This dashboard will help you understand more about user activity within your Udemy Learning account. Learn more about the User Activity dashboard.
Course Insights: This dashboard will help you to understand more about what users are learning within the Udemy Learning account. Learn more about the Course Insights dashboard.
User Progress: This report is only available as a download from the Data Export Reports page and the individual Course details page (when you click into a course on the Course Insights dashboard). This report provides details on users’ progress for any lectures or practice activities they might have started or completed across all time or within the time range selected.
Path Insights: this dashboard provides details on users enrolled in a learning path, their progress and if they were assigned or self-enrolled. You can also download this report directly from the dashboard. Learn more about the Path Insights page.
Pro Insights: the Pro insights option allows you to review employee activity within labs and assessments, via the applicable report. Learn more about Pro insights. Note that this is only available to organizations that have Udemy Business Pro for their learners.
Ratings and Reviews Admin Dashboard: Through the ratings and review dashboard you can see how your users have rated courses they’ve taken in Udemy Business, and any reviews they’ve left on the course. Learn more about the Ratings and Reviews Admin dashboard.
Learner Check-in and Learner Feedback: To empower our Udemy Business admins with actionable insights to optimize their learning programs, the Learner Check-in feature helps admin better understand employee sentiment towards Udemy Business. Learn more about the Learner Check-in feature.
Data Export Reports: There are four reports you can download to export data to create your own customized reports inside another tool (the User Activity Report, User Course Activity Report, User Progress Report and the User Skills Activity Report). These reports are also available for download from the other dashboards where relevant. Learn more about Data Export Reports.
When is data updated for insights and reporting?
Learn more about when data is updated in your account’s Insights and reporting.