To add users, navigate to the Manage tab at the top right of your account and click on Manage Users on the left-hand navigation bar. You can add users in two ways:
- Click the green Invite New Users button to invite people one by one.
- Bulk import users via a CSV import
Invited users will receive an invitation via email to join Udemy for Business. The subject line of the email will include your company's Udemy for 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, firstname.lastname@example.org 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 for Business account, where they’ll enter their name and email, create a password, log in for the first time, and start learning.
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.
If you have Single Sign On (SSO), you do not need to invite users one by one, nor do you need to import them through a CSV file.
If you’re an admin for a Udemy for 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 groups
- Bulk change user roles (e.g. from “user” to “admin”)
You can download an example CSV file here.
Getting started with your CSV Import
To navigate to the CSV Import, take the following steps:
- Log into your Udemy for Business account.
- Select “Manage Users” from the Manage menu at the top right of the screen.
- Click the “CSV Import” button at the top right of the screen. A window will pop-up that enables you to add a unique message and upload your CSV file.
- Submit your CSV file. For more information on formatting, see the Formatting your CSV file FAQ below.
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.
Formatting your CSV file
CSVs can define the email, role, and group(s) for users. There are some standard formatting requirements you need to adhere to for your CSV file to upload successfully.
- The header row of the CSV must contain: email, role, groups
- The valid roles that you can assign a user to are “user” and “admin”. Any blanks within the role column will be automatically set to “user” if the user is new. If you leave the role column blank for existing users, their role will remain the same, i.e. if the user is an admin, they will still be an admin.
- Group names you assign users to must match existing group names you have already setup in your Udemy for Business account through the User Management feature.
- Group names you assign users to must already exist within your Udemy for Business account.
- Group names and usernames are NOT case sensitive.
- You can include multiple group names for each user by separating group names with a semicolon “;” character. (i.e. Marketing;Sales;New Hires)
role groups email@example.com admin Senior staff firstname.lastname@example.org user Marketing; new hires
Inviting new users to your account
Importing a CSV containing new email addresses will invite each person in your CSV file to your Udemy for Business account via email. This email message can be crafted in the same window you use to upload your CSV file. Note that only one message may be used per CSV file upload.
It is not currently possible to remove users or groups through the CSV Import.
Adding users to groups (Enterprise plan only)
By including group names in the “groups” column of your CSV, you can add users to existing groups you have configured within the User Management section of your Udemy for Business account. This works for new users, for users you’ve invited but have not yet logged in, and existing users in your account.
The group names in your CSV must match the group names in your Udemy for Business account exactly. You can add a user to multiple groups by including multiple group names in the “groups” column, separated by a semicolon “;” character.
It is not currently possible to remove users from groups, or to create new groups, 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.
An email notification will automatically be sent to all new users you import via CSV file. If you upload another CSV file at a later time or date, the users who have not yet logged into your Udemy for Business account will receive another email invite upon the successful completion of that CSV Import.
Some things that are not currently possible
Currently, the CSV import cannot be used to:
- Change the name of a user.
- Create new groups.
- Remove users from a group.
- Remove users from your Udemy for Business account.
If you are interested in these, or any other Udemy for Business features, please let us know.
You will not need to manually invite users into the account if you have setup SSO. Here is more information on our SSO requirements.
This article provides resources on how you can set up logging in via single-sign on (SSO) for your Udemy for Business account. Here is more information on our SSO requirements.
To change a user’s permissions, click on the gear symbol to the right of the user’s name and select Make Admin. You can also make a user an admin via the CSV import. Please click here for more information.
Creating groups of users is an optional feature that allows you to segment your user base into specific groups for reporting purposes. Example groups could be setup as departments (e.g., Marketing or Finance) or office locations (e.g., San Francisco or London). You can add a user to more than one group.
If you plan to use this feature, we recommend creating all your groups before inviting users to join your account. Adding people to groups before they receive the invitation to join your account allows you to capture learning data by group from the very beginning, and saves you the trouble of adding users to groups later.
To create a group, access the Manage tab and click on Users on the left-hand navigation bar. To add a group, click the +New User Group link, type in the group name, and click Save. You can also add users to groups via CSV import. Please click here for details.
Please note: the only information that we collect from users is their first name, last name and the email address they used to register their account. Any additional information that users add to their profile, like their social media accounts, is not collected and therefore will not be included in any reports.
Admins can add users to groups by location, function, etc. to report on those groups and assign courses to the users in those groups. Unfortunately, data from HRIS (human resource information system), like hiring manager, start date, location, function and manager level, are not captured is users' Udemy profiles, and as such they cannot be reported on. For more on generating a report, please refer to this support article.
Deleting/Changing User Groups
To delete a group, change its name, or download the list of users in a group, click on the group name. Further down the page you’ll see the group title above the list of users in the group. Hover your mouse to the right of the group title and you’ll see three icons: a pencil (to rename), a trash can (to delete), and an arrow (to download).
If you need to purchase more licenses, please email email@example.com.
To delete a user from your account, click on the gear symbol to the right of the user’s name and select Remove User. Please know that when you delete a user from your account, the data associated with that user will no longer be available in your insights and reports, so we recommend downloading any course consumption information for that user before removing them.
If an employee has left your organization, you can remove them from your account and an additional license will be freed up, which can then be utilized by a new employee.