Automated Udemy Business Seat Audits
Every Monday, WebRun opens Udemy Business, checks which assigned seats have no activity, groups the unused and dormant licenses by team, writes the seat count and the trend into Google Sheets, and puts a renewal review on your Google Calendar before the term ends.
How do I find unused Udemy Business licenses before renewal?
WebRun audits your Udemy Business seats every Monday. It reads each assigned license for course activity, minutes watched, and last login, then separates active, dormant, and never-used seats by team. The counts and the trend go into Google Sheets and a renewal review lands on your calendar, so the seat count gets right-sized before it rolls over.
- Unused seats are named weeks before the renewal date
- Dormant and never-used seats are counted separately
- The reclaimable seat count is priced at your per-seat rate
Built for people ops leads · L&D managers · IT procurement · HR operations
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
business.udemy.comin a real browser with your saved login - no setup, no API keys. -
1
Udemy Business - audit seat usage
udemy.com
WebRun opens Udemy Business to audit seat usage. - Open Udemy Business and list every assigned license with its holder
- Read each learner's recent activity: courses started, minutes watched, and last login
- Mark seats with no activity at all, and seats dormant beyond the window you set
- Group the results by team or group so the picture is per department
Done when Every seat is classified as active, dormant, or never used.
-
2
Google Sheets - track seats and the trend
google.com
WebRun opens Google Sheets to track seats and the trend. - Write this week's seat audit into your Google Sheet, one row per learner
- Keep a summary tab with active, dormant, and never-used counts per team
- Append the weekly totals so the trend towards renewal is visible
- Show the seats you could reclaim and what that is worth at your per-seat rate
Done when The seat audit and the running trend are current in Google Sheets.
-
3
Google Calendar - book the renewal review
calendar.google.com
WebRun opens Google Calendar to book the renewal review. - Put a renewal review on your calendar ahead of the term end date you recorded
- Attach the link to the seat audit sheet so the numbers are in the invite
- Never unassign a seat or cancel a license. WebRun reports, you decide
Done when A renewal review sits on the calendar with the audit attached.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it remove anyone's license?
No. WebRun never unassigns a seat, removes a learner, or changes your plan. It writes the audit to Google Sheets and books a review so a person makes the call.
How long before renewal does it warn me?
As long as you want. Record your term end date and WebRun books the renewal review that far ahead, with the seat trend already in the sheet.
Does dormant mean the same as never used?
No, and they are counted separately. Never used means no activity since assignment. Dormant means the learner was active once but has done nothing inside your chosen window.
Related templates
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