[Article] How to Add User to Group in ServiceNow: A Step-by-Step Guide for Admins

[BillMartin]

How to Add User to Group in ServiceNow: A Step-by-Step Guide for Admins

Adding users to groups in ServiceNow can make the difference between smooth IT operations and constant headaches. As a ServiceNow admin, understanding this process is a foundation for good user management, permissions, and workflow. I've created this detailed, easy-to-follow guide that covers how to add a user to a group in ServiceNow, from basics through best practices. If you're prepping for your ServiceNow certification or just want to make your day-to-day admin work easier, this guide is for you.

Groups in ServiceNow are at the heart of how tasks get assigned, who gets access, and how permissions flow. Setting this up right not only secures your platform but also saves you from fixing issues down the line. Let me show you, step by step, how to add users to groups, verify their roles, and set up clean user management in ServiceNow.

Understanding the Role of Groups in ServiceNow

Groups in ServiceNow bring structure to your user management. They’re collections of users who share similar responsibilities or need access to the same parts of the platform. By using groups, I can assign tasks, grant permissions, and control access for many users at once—no need to do the same action repeatedly for every individual.

The main purposes of groups in ServiceNow:

• Assigning tasks, tickets, or incidents: You can send a task directly to a group. Anyone in the group can pick it up.
• Granting permissions: Whether you need users to have read-only access, admin rights, or custom permissions, groups make it easy.
• Controlling access: Only users in the right group see certain applications or modules.

A key benefit of using groups is automatic role inheritance. When I add a user to a group, they get all the roles and privileges tied to that group. No need for manual setup each time someone joins a new team or changes jobs.

Key Benefits of Using Groups

• Simplifies user management: Handle permissions for multiple users at once.
• Enforces security: Only intended users gain access to sensitive functions.
• Streamlines task assignment: Assign work directly to groups for faster turnaround.
• Ensures compliance: Groups help you stick to audit and security standards.

Setting up groups clearly pays off in time and security. Now, let’s look at where to find these features in the ServiceNow interface.

Navigating the ServiceNow Interface for User Administration

Getting to the right spot to manage users and groups is half the battle. ServiceNow’s interface is packed with options, but I rely on the Application Navigator in the top-left corner—the search bar for all admin tasks.

When I want to work with users or groups, here’s how I move through the system:

Step-by-Step: Getting to User and Group Management

1. Open Application Navigator: Find it in the top-left of your screen.
2. Search for “User Administration”: Start typing “user” and watch the results narrow down.
3. Select the right module: You’ll see options like Users, Groups, and Roles.

The User Administration section holds all the tools you need to handle individual users, group memberships, and the roles that define what users can do.

Modules You’ll Find Under User Administration

Module What It Does

Users	List and manage all user accounts in ServiceNow
Groups	View and manage all groups, add or remove users
Roles	Define sets of permissions for users or groups

Tip: Getting familiar with these modules allows you to work faster and avoid confusion. Knowing where to look means you spend more time solving problems and less time hunting for settings.

Step-by-Step Guide to Adding a User to an Existing Group

When you need to add a user (let’s say, Able Tutor) to a group, there’s a consistent, straightforward way in ServiceNow. You don’t need advanced skills—just a few steps and you’re done.

Here’s the process I follow:

1. Search for the User

• In the Application Navigator, search for Users and select the Users module.
• Scroll or search through the user list and pick the user (e.g., Able Tutor) you want to add to a group.

2. View User Details

• Open the user’s profile. You’ll see all the information tied to them, such as contact details, current group memberships, and roles.

3. Locate the Groups Section on the Profile

• Scroll down to find the Groups section. Here’s where you decide which groups the user belongs to.

4. Add User to a Group

• On the right side, you’ll see a list of available groups.
• Drag the group you want (e.g., Admin Group) from the available list to the user’s Groups list.
• The action is as simple as dragging and dropping.

5. Save Your Changes

• At the top of the screen, right-click and choose Save.
• This locks in your changes and updates the user’s group membership.

6. What Happens Next

• Role inheritance kicks in. Any roles associated with the group (like admin permissions) are now assigned to the user.
• The user instantly has access to everything the group controls.

Adding users this way is:

• Quick: No need to move through extra screens or settings.
• Accurate: You avoid mistakes from manual role assignment.
• Automatic: The system handles permissions and access for you.

 

Visualizing the Process

Imagine moving a player’s name into a sports team. Once they’re on the team, they wear that team’s jersey and follow the coach’s strategies. In ServiceNow, once a user is in a group, they follow the group’s permissions and roles.

Benefits at a glance:

• Prevents missed permissions by bundling roles with groups.
• Boosts productivity since you don’t repeat the same steps for each user.
• Supports onboarding/offboarding by handling changes in group memberships.

I recommend always double-checking the profiles to be sure changes stick. It keeps your platform secure and running smoothly.

Verifying Group Membership and Roles

After you add someone to a group, I always make sure the changes worked. Missing a step can cause permission errors and headaches for your users.

Here’s my regular checklist:

User Profile Verification

• Go back to the user’s profile.
• In the Groups section, confirm that the newly added group (e.g., Admin Group) now appears.
• Check the Roles section to see if new roles popped up. This proves the user inherited the group’s roles.

 

Group Verification

• Jump over to the Groups module under User Administration.
• Click into the specific group (like Admin Group).
• Review the Members list to make sure the new user is there.
• Look at the Roles tab within the group to confirm which permissions are active for all group members.

Here’s a simple verification checklist:

• User’s profile lists the correct new group
• User’s profile includes inherited roles from the group
• Group’s member list includes the new user
• Group has the needed roles for the team’s function

Group membership is what ties user access together, and role inheritance ensures that permissions match your intentions. Skipping this review can leave people either locked out or with too much control—both problems you want to avoid.

Creating a New Group and Adding Users in ServiceNow

Sometimes, you need to make a new group tailored to a special project or team. ServiceNow makes this easy. Instead of only adding users to existing groups, you can start fresh and build the group the way you need.

Here’s how I do it:

Creating a New Group

1. Go to the Groups Module:
   • Open User Administration.
   • Click on Groups.
2. Click the New Button:
   • Look for the New button at the lower right of your screen.
3. Enter the Group Name:
   • Choose a name that clearly describes the group (for example, “QA Review Team” or “Change Management Leads”).
4. Add Initial Members:
   • When you create the group, you can add users immediately. If you’re in a user profile, you can often create a new group and add the current user at once.
5. Save the Group:
   • After entering the details and members, save your new group.

 

Assigning Roles to the New Group

Right now, your new group exists but doesn’t have any roles assigned. That means members of this group don’t gain any new access or permissions by joining. Assigning roles is critical—without it, group membership has no practical effect, except for organizational purposes.

To assign roles:

• Open the group from the Groups module.
• Find the Roles tab or section.
• Add each role the group needs (e.g., ITIL, admin, requester).

 

Creating a Group and Adding Members: Step-by-Step

1. Open User Administration and select Groups.
2. Click New.
3. Enter a clear, descriptive name.
4. Add user(s) as initial members.
5. Save the group.
6. Go to the Roles section within the group and assign necessary roles.

Best practices for groups:

• Use descriptive, consistent names (avoid abbreviations).
• Only assign the roles the group really needs.
• Review groups periodically to clean up unused or outdated ones.

Creating new groups lets you fine-tune your ServiceNow access model as your projects or teams evolve.

Practical Tips and Best Practices for Managing Users and Groups

Over time, managing lots of users and groups in ServiceNow can get messy. Here are some best practices I follow to keep everything clean, clear, and working as it should.

• Confirm role assignments after every change. Check that users gain the intended permissions and nothing extra.
• Review group memberships regularly. People change jobs. Audit groups monthly or quarterly to remove users who don’t need access.
• Name groups carefully. Use names that explain group purpose at a glance (like “HR Portal Access” instead of “Group1”).
• Assign only necessary roles. Too many permissions create risk. Limit what each group can do.
• Check for empty groups. If a group has no roles or members, consider deleting it to avoid confusion.
• Watch out for groups without roles. Adding a user to a group that doesn’t have assigned roles won’t affect their permissions, which can lead to confusion or gaps in access.

Tip: If a user isn’t getting the access they need after joining a group, look at the group's assigned roles first. Nine times out of ten, that’s the problem.

Tip: Periodically run reports on groups and roles to catch issues before they become security holes.

Tip: If you’re not sure about a group’s function, check its existing members and roles for clues before making changes.

Resources for Further Learning and Mastering ServiceNow User Administration

Improving your ServiceNow skills goes beyond just one task. If you want to become confident in user management or are working toward ServiceNow certification, keep learning and practicing.

I recommend these resources to take things further:

• Explore my full ServiceNow Developer Playlist for more in-depth tutorials, from essential administration skills to advanced platform features.
• Want hands-on experience? Enroll in live instructor-led ServiceNow courses and labs. You'll get practical training, solve real scenarios, and prepare for both certifications and workplace challenges.
• Support the channel and get early access: Join as a YouTube Member. Membership helps me keep these resources coming your way.
• Share this guide with anyone preparing for ServiceNow certifications—building better teams starts with shared knowledge.

Key links and next steps:

Resource How It Helps

ServiceNow Developer Playlist	More tutorials and tips for admins
Live instructor-led courses and labs	Hands-on practice and certification prep
YouTube Membership for Early Access	Support, early videos, and exclusive resources

 

Wrapping Up: Keep User Administration Efficient in ServiceNow

Adding a user to a group in ServiceNow should be quick and foolproof, not frustrating or risky. With the process outlined here, you’re set to manage users and permissions safely and with confidence. Clear group definitions, careful role assignments, and regular audits protect your platform and keep your team happy.

Whether you’re new to ServiceNow or looking to sharpen your admin skills, keep testing, learning, and connecting with other admins. Don’t forget to subscribe to my channel for more guides. Give the video a thumbs up if it helped you or share it with your team.

Thanks for reading, and here’s to smooth ServiceNow user management every day!

[Dr Atul G- LNG · Accepted solution]

Feedback accepted 🙂 Thanks @BillMartin 

[BillMartin · Accepted solution]

thank you for your support @Dr Atul G- LNG 

[Dr Atul G- LNG · Accepted solution]

Feedback accepted 🙂 Thanks @BillMartin 

[BillMartin · Accepted solution]

thank you for your support @Dr Atul G- LNG 

[Nikhil Bajaj9]

Hi @BillMartin ,

Finally marked your own thanks message as - Solution accepted. Do you think it so correct and it will set correct example for future learners.

Regards,

Nikhil Bajaj

[BillMartin · Accepted solution]

hi @Nikhil Bajaj9 ,

Thank you for sharing your thoughts, I appreciate your concern. That said, your points seem a bit outside the scope of the articles I’m posting. If you’d like, you could create a separate thread and address your question to me directly. This way, you’re more likely to get a focused and helpful response, while keeping this post on topic.

I hope this helps, and thank you for your understanding.

Best regards,
Bill