HRSD - Is it required to buy licenses for all existing sys_users, or is it possible to limit?

[Joanna Węgrzyn]

HR Service Delivery (HRSD)

When planning an HR Service Delivery (HRSD) implementation, is it mandatory to get a license and generate an HR profile for every user record in the sys_user table?

Is it allowed to limit the scope of licensing - for example, by implementing HRSD only for selected countries or user populations and generating HR profiles only for those specific users?

There is an ootb capability to configure client role assignment rules, as well as a related link on the sys_user record to generate HR profile. This functionality indicates that licensing may be scoped and limited rather than applied to all users.

Below, I have also included the HRSD license description. However, the description does not explicitly specify whether HR profiles must be generated for all users in the system or whether profile creation (and licensing) can be limited to a defined group of users:

An HR User is defined as any active User in the ServiceNow HR Profile table that is within their employment start and end date. Including full-time employees, part-time employees, contractors, and contingent workers. Applicants and alumni that are outside of an employment start and end date are excluded from the definition of HR User. Usage is limited to the number of HR Users. The number of HRSD Professional Plus HR Users must match the number of HRSD Professional HR Users procured by the Customer.

Is there an official statement or clarification on this matter?

[Sabrina Ethridg]

You can set parameters as to which user records generate HR Profiles as there are some user records, such as service accounts, that should never create an HR profile.   I have seen some customers only create HR profiles for Employees and exclude Contractors/Contingent workers if their HR teams do not provide support for those workers, but in these situations, they've bought licenses for their full employee population.

I recommend talking to your account executive regarding the number of HR User licenses you want to purchase to determine if the scenario you're describing is possible/recommended.

In addition to HR profiles being created from a User record/HCM integration, an HR Profile is generated whenever a case is created for a user, so if you go down this route of limiting based on country, be sure to remember to update reference qualifiers for the opened for/subject person so that cases cannot be created for the workers in the unsupported countries.

[Joanna Węgrzyn]

Hello @Sabrina Ethridg,

Thank you for your response.

Could you please confirm that if our organization, for example, operates in 30 countries but we plan to implement HRSD in only 10 of them, it is possible to create HR profiles only for employees in those 10 countries? Additionally, would the company be required to pay licensing fees only for users from these countries?

Thank you in advance for your assistance.

Kind regards,
Joanna