For Business | Add Licenses, Invite Members, and Manage Roles

Updated May 25, 2026 12:38

Note: Articles in languages other than English are translated with the help of AI. While we aim for accuracy, some wording may vary slightly. If you notice anything that could be improved, we’d love to hear your feedback.

What is a License?

A license is a seat or slot for premium access that can be assigned to learners in a DataCamp group. It enables full usage of the platform’s paid features, while unlicensed (basic) users have restricted access.

License = Paid Access:
When a group admin purchases a Learn or DataLab license, they are buying the ability to assign full, premium-level access to a group member.
A Learn license provides access to courses, projects, assessments, certifications, and more.
A DataLab license provides access to DataLab's Premium features, you can learn more here.

You can see the full breakdown of DataCamp's plans and features via our pricing page.

Adding Licenses

From Settings in your group's left panel, select Billing > Add Licenses.

At the top of the page, in the Learn billing section, you can add Learn licenses. If you wish to add DataLab licenses instead, scroll down and select "Add licenses" in the DataLab section instead.

All licenses purchased mid-term are prorated until the end of the term. Your group will renew for the new total of licenses on your next renewal date. For example, if you have 90 licenses, and then add 10 mid-term, the group will renew for 100 licenses, not 90.

You do not need to have the same number of Learn and DataLab licenses. For example, if you have 100 Learn licenses, and you want 10 members to have a DataLab subscription, then you only need to purchase and allocate 10 DataLab licenses. The remaining 90 members will have Basic DataLab access.

Note: You cannot add new licenses until all existing invoices are settled.

Inviting Members and Allocating Licenses

License Allocation

🎫Allocated
The admin can assign (or reassign) these licenses to specific users within their organization or group.
🆓Basic Access (Unlicensed):
Some users can be added to the group without consuming a license. These users have limited access (they can access the first lesson of every course) and do not count to the total number of licenses. Typically, admins are on a Basic (free) license, as they often only manage the group and do not need a license for learning purposes.
⏳Temporary Access:
A license only gives full access while it is assigned to the learner. If it’s unassigned, the learner loses premium access.

*We allow customers to rotate 20% of their licenses within a given billing period per our Terms of Use 2.4(c). The clause was created to be a good partner and provide wiggle room for our customers in case of employee turnover, while also protecting the business from unlimited swapping.

Invite Members

You can invite members via email or link.

Adding Members with an Email Invitation

Admins can easily invite learners to join their organization, assign licenses, and manage team membership—all from the Group Dashboard.

Steps to Invite Members

Go to your Group Dashboard.
Click Members in the left-hand navigation.
Select Invite Members from the top-right corner.

Adding Email Addresses

Enter one or more email addresses, separated by spaces.
You’ll see visual indicators to help you understand the invite status:
- Black box = Email is new to the group.
- Yellow box = Email is already invited or in the group.

Selecting License Type

After entering the emails, use the DataCamp Learn dropdown to choose:

Full license access (paid)
Basic (free) access

You can also decide whether to enable Premium DataLab access for the invited members.

Assigning to a Team (Optional)

If you’ve created teams, you can assign members to a specific team during the invitation process.

✅ Tip: You can update a member’s team assignment later by visiting their profile in the Teams tab.

Granting Admin Permissions (Optional)

If you'd like to give invited members admin access, check the “Assign administrative privileges” box. Then choose one of the following roles:

Admin	Full access to manage group members, assignments, reporting, and billing.
Manager	Same as Admin, but cannot manage billing or invite members.
Team Manager	Can manage only the members of their assigned team. No access to global settings.

Screen_Shot_2022-05-11_at_10.22.36_AM.png

Inviting members via link

Invite links allow you to quickly onboard new learners by sharing a join link with anyone using a specific email domain.

Creating an Invite Link

Go to your Group Dashboard.
Click on the Members tab in the left-hand navigation.
Select Create Invite Link in the top-right corner.

Setting the Domain(s)

Invite links work based on email domains (e.g., @company.com).
You can:
- Add multiple domains, separated by spaces.
- Or create individual invite links for each domain.

⚠️ Note: Invite link domains are case-sensitive. Be sure to enter domains exactly as they appear in user email addresses.

License and Access Settings

After entering the domains, you'll configure access options:

License type – Choose between:
- Full (paid) license
- Basic (free) access
  Use the DataCamp Learn dropdown to select.
Premium DataLab access – Toggle this option if you want learners to access Premium DataLab features.

Assigning to a Team (Optional)

If you’ve already created a team, you can assign the invite link to automatically place new members into that team.
You can also assign or change teams later by editing the member in the Teams tab.

Sharing the Invite Link

Once created, your invite link will appear under:

Members Tab > Invite Links

To share it:

Click the Share button next to the link.
This will copy the link to your clipboard.
Paste it into an email, chat message, or internal system like SharePoint.

📌Important Notes

First-Come, First-Served Licenses:
Licenses accessed via invite link are allocated on a first-come, first-served basis. If someone tries to join and no licenses are available, they will be added to your group’s waiting list.
Post-Enrollment Team Assignment:
If a team wasn’t assigned during invite link setup, you can always assign learners to a team afterward.

Inviting members via CSV (Bulk Upload)

In addition to inviting members individually or by invite link, you can also add members in bulk using a CSV file. This option is useful when onboarding large groups at once or when assigning teams and roles for multiple users.

To add members via CSV, go to Members / Teams → Bulk Actions by CSV, download the template, and upload your completed file. Any new email addresses included in the CSV will receive an invitation to join your group.

For detailed instructions, required formats, and examples, see For Business | Bulk Actions by CSV.

Pending Invitations

Only email invitations and those sent via CSV bulk upload will appear under the Pending Invitations tab on the Members page.

⚠️ Note: If you're using an invite link, pending members will not appear here — instead, they’ll go to the Waiting List if no licenses are available.

When you invite a learner via email or CSV, the invitation remains pending until they accept and join the group.

While an invite is pending, a license is reserved for that learner.
Once accepted, the learner is added to your group, and the license becomes active.

Managing Pending Invitations

You can take action on unclaimed invitations at any time:

Withdraw an invitation
If the invitation was sent by mistake or the learner hasn’t accepted in time, you can:
1. Go to the Pending Invitations tab.
2. Select the checkbox next to the learner’s name.
3. Click Withdraw invitation.
Send a reminder
To follow up with learners who haven’t accepted:
1. Select the checkbox next to their name.
2. Click Send reminder to resend the invite.

Withdrawing a pending invitation will free up the reserved license so you can invite someone else.

Waiting List

The Waiting List contains learners who tried to join your group using an invite link, but couldn’t be added because all available licenses were already assigned.

These learners are not part of your group yet.
Their request is saved in the Waiting List tab on the Members page.

Accept or Reject Join Requests

Once you free up licenses (by removing members or purchasing more), you can:

Accept a learner
Go to the Waiting List tab and click Accept next to their name to add them to the group.
Reject a request
If you don’t want to add the learner, simply click Reject to remove them from the list.

📌 Tip: You can manage your license availability and waiting list regularly to ensure everyone who needs access can join promptly.

Managing Roles & Licenses

From Members in your group's left panel, you can change a role and add or remove members from your group.

Roles in a Business Group on DataCamp

Learn about the different user roles within a DataCamp business group, what each role can and cannot do, and how they work together to manage learning at scale.

👑Admin

What can Admins do?
Admins have full control over the organization. They can manage all users, teams, content, and settings.

Key permissions:

Full access to organization settings, including billing and SSO
Invite and assign users (Admins, Managers, Members)
Purchase and manage licenses
Assign roles and manage licensing

Important:
Every business group must have at least one Admin. The number of admins in a group is unlimited.

🧑‍💼Manager

What can Managers do?
Managers help run learning at the organization level but don’t have full administrative privileges.

They can:

Create and manage teams
Create, edit, and manage:
- Assignments
- Custom tracks
View and export organization-wide reports

They cannot:

Access billing or subscription information
Invite new users or assign licenses
Change organization-level settings (e.g., SSO)

👥Team Manager

What can Team Managers do?
Team Managers oversee learning within the teams they belong to. Their permissions are limited to their own teams.

They can:

View and manage assignments for their teams
Monitor team-level reporting and progress
View team member activity

They cannot:

Add or remove learners
Purchase or manage licenses
Access or manage other teams
Create or edit custom tracks
Change any organization-level settings

Note:
Their access is designed for team-level visibility and oversight, with a focus on reporting and engagement, not administration.

🧑Member

What can Members do?
Members are learners who don’t have any administrative responsibilities and cannot access the group hub. They will spend most of their time in the Home, Learn, Certification, and DataLab hub.

They can:

Complete assignments
Enroll in and follow custom tracks
Participate in leaderboards
Take any available courses on DataCamp

🔍Quick Role Comparison

Action / Feature	Admin	Manager	Team Manager	Member
Access billing & subscriptions	✅	❌	❌	❌
Edit organization settings (incl. SSO)	✅	❌	❌	❌
Invite or remove users	✅	❌	❌	❌
Change user roles	✅	❌	❌	❌
Purchase or manage licenses	✅	❌	❌	❌
Create and manage teams for the organization	✅	✅	❌	❌
View all users and teams	✅	✅	❌	❌
View members from assigned teams	✅	✅	✅	❌
Create and manage assignments to their own team(s)	✅	✅	✅	❌
Create and manage assignments to all users	✅	✅	❌	❌
Create and manage custom tracks	✅	✅	❌	❌
View group-wide reports	✅	✅	❌	❌
View team-level reports	✅	✅	✅	❌
Participate in learning	✅	✅	✅	✅

*A license must be assigned to the Admin, Manager, or Team Manager so that they can access premium content and learn on DataCamp. If you're unsure which role is best for a specific user or team, feel free to contact support or your Customer Success Manager.

Editing Roles Permissions

The Role Permissions feature enables admins to customize role-based permissions, controlling who can view, edit, or manage platform features across your organization.

This feature allows administrators to enable or disable specific actions for Managers and Team Managers through configurable switches. Admins' permissions are by default enabled, so they are visible but not customizable.

To access Roles Permissions:

Click the Settings button from the left-hand menu.
The General tab will be open by default.
Scroll down to find the section labeled Role Permissions.
Click the Edit Permissions button inside the section.
A drill down page will appear showing a list of permissions. Each permission is listed in a row, with columns for each role (e.g., Admin, Manager, Team Manager).
Use the toggle switches in the table to enable or disable each permission for the corresponding role. Some permissions are enabled or disabled by default not being possible to change.

Users can also revert to the default settings (with all toggle switches turned off) by clicking the Reset Default Settings button.

What changes are in the interface for each permission level?

View members from assigned teams
Users can access the members page, but filters and visible teams are limited to those they belong to.

View all users and teams
Users can access the full members page and filter by any team.

This toggle is disabled in the interface because it is derived from the other configurable permissions. If any of those permissions are toggled on for Manager or Team Manager, this permission is automatically toggled on as well. If none are enabled, it remains off.

Invite or remove users and manage licenses
Users can invite members or create links using the buttons and assign licenses using the Learn and Datalab columns in the table on the members page. This permission also allow users to manage members in the Waiting List.