---
sourceDocument: Zurich ServiceNow AI Platform Administration
sourceDocumentLink: https://www.servicenow.com/docs/r/zurich/platform-administration

 Release :

    - zurich

ft:locale :

    - en-US

ft:publication_title :

    - Zurich ServiceNow AI Platform Administration

ft:clusterId :

    - platadm

bundleId :

    - platadm

workflow :

    - Platform


---

# Explore

# Exploring Subscription Management {#ariaid-title1}

Release version: Zurich  
Updated July 31, 2025  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Exploring Subscription Management

Subscription Management provides ServiceNow customers with a consolidated, real-time view of their product subscriptions and entitlements.
It enables proactive tracking and management of subscriptions and their applications, allowing organizations to maximize usage, maintain compliance, and avoid unexpected costs by monitoring subscription allocations and usage patterns over time.
Show full answer Show less  

## Subscription Management Users and Workflow

The primary user role is the **usage admin**, who allocates per-user subscriptions by assigning groups to product subscriptions and maps custom tables and applications to these subscriptions. This role helps maximize subscription utilization and ensures compliance with licensing terms.

The typical workflow involves collaboration between the chief information officer or service owner and the ServiceNow platform owner to purchase subscriptions. Post-purchase, the platform owner reviews products and applications, while the usage admin manages subscription allocation, mapping, and monitoring within Subscription Management. If organizational policies require, subscription approval workflows can be established to control access based on security or financial approvals.

## Key Features and Benefits

* **Insights:** Identify and fix over-allocated or unallocated subscriptions to optimize resource usage.
* **Allocation:** Assign subscriptions efficiently by adding recommended groups to product subscriptions.
* **Mapping:** Associate global custom tables and custom applications to product subscriptions to ensure proper entitlement coverage.
* **Subscription Details:** Access detailed summaries and historical views of subscription allocations and custom table usage to support compliance monitoring and informed purchasing decisions.

## Next Steps for ServiceNow Customers

To fully leverage Subscription Management capabilities, customers should explore configuration and management guides, including:

* Configuring Subscription Management
* Managing per-user subscriptions
* Managing custom tables and applications
* Monitoring capacity subscriptions  
Learn how Subscription Management helps you track and manage your product subscriptions and their applications.

## Subscription Management Overview {#exploring-subscription-management-v2__section_dfv_v3n_qwb}

Subscription Management gives you an accurate, consolidated view of your entitlements where you can proactively manage your subscriptions.

* Gain visibility and control of your product subscriptions and their applications.
* Access a real‑time view of your entitlement data.
* Maximize subscription usage and make informed decisions about purchases by viewing insights.
* Stay in compliance and avoid unexpected costs by tracking subscription usage and allocations over time.
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## Subscription Management users {#exploring-subscription-management-v2__cf-exploring-parent-users}

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| User | Description |
|-|-|
| Usage admin | The usage admin allocates per-user subscriptions by adding groups to a product subscription. The usage admin maps custom tables and custom applications to subscriptions with available entitlements to maximize subscription usage and stay in compliance. |
[Table 1. Users]

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## Subscription Management workflow {#exploring-subscription-management-v2__section_efv_v3n_qwb}

This infographic shows a sample end-to-end workflow of how different users in an organization work together to purchase, allocate, and manage subscriptions.
Figure 1. Managing subscriptions  
In this workflow:

1. The chief information officer or service owner works with the ServiceNow platform owner to purchase new subscriptions.
2. After the purchase is complete, the platform owner views the products and applications in Impact.
3. The usage admin views the new product subscriptions in Subscription Management on the production instance. For more information, see [Product subscriptions overview](https://www.servicenow.com/docs/FaWiGKp9k9Cv5CDht_p~Rw "View a summary of your product subscriptions in Subscription Management.").
4. The usage admin performs the following tasks in Subscription Management:
   * Allocates per-user subscriptions by adding groups to a product subscription, which grants entitlement to all group members. For more information, see [Managing per-user subscriptions in Subscription Management](https://www.servicenow.com/docs/6Y0rGt6Pjt5vbvGqSqwMoA "Manage your per-user subscription allocations using Subscription Management.").
   * Maps custom tables and custom applications to subscriptions with available entitlements to maximize subscription usage and stay in compliance. For more information, see [Managing custom tables and applications in Subscription Management](https://www.servicenow.com/docs/zUx_kBKD~UilzhdeJRw4dA "Keep your custom table entitlements updated by mapping all of your custom applications and tables to valid subscriptions in Subscription Management.").
   {#exploring-subscription-management-v2__ul_e1h_nfl_dzb}
5. If the organization requires security approvals before adding users to groups or financial approvals before subscriptions are allocated to users, the usage admin works with group managers to create subscription approval workflows that determine who gets a subscription when new users are added to groups.
6. The usage admin monitors subscription usage to stay in compliance and make informed decisions on future purchases, consistently monitoring the following data:
   * Over-allocated subscriptions
   * Unmapped custom applications and tables
   * Usage patterns over time
   * Application popularity
   * Custom table usage
   {#exploring-subscription-management-v2__ul_flk_kpl_wwb}
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## Subscription Management benefits {#exploring-subscription-management-v2__section_hfv_v3n_qwb}

{#exploring-subscription-management-v2__table_ifv_v3n_qwb__entry__3}

| Benefit | Feature | User |
|-|-|-|
| Fix over-allocated subscriptions | [Insights](https://www.servicenow.com/docs/YqED5Ftvvi1QqwmX2eG58g "Identify when subscriptions are over-allocated and view actions you can take to maximize subscription usage in Subscription Management.") | Usage admin |
| View unallocated subscriptions | [Insights](https://www.servicenow.com/docs/YqED5Ftvvi1QqwmX2eG58g "Identify when subscriptions are over-allocated and view actions you can take to maximize subscription usage in Subscription Management.") | Usage admin |
| Allocate available subscriptions using recommended groups | [Allocate subscriptions](https://www.servicenow.com/docs/1DwO9ZRxMiFHzOYjcpRceA "Give users entitlement to ServiceNow products by allocating subscriptions in Subscription Management.") | Usage admin |
| Map global custom tables to a product subscription | [Issues](https://www.servicenow.com/docs/VI~78afAHGWq_Cy9sm~6nA "Stay in compliance by mapping custom tables and custom applications to subscriptions in Subscription Management.") | Usage admin |
| Map custom applications to a product subscription | [Issues](https://www.servicenow.com/docs/VI~78afAHGWq_Cy9sm~6nA "Stay in compliance by mapping custom tables and custom applications to subscriptions in Subscription Management.") | Usage admin |
| View a summary of subscription allocations | [Subscription details](https://www.servicenow.com/docs/WqqLPpF6fb5bnMZSz8Y0hQ "View a summary of your subscription allocations, allocation totals over time, and track your custom table entitlements in Subscription Management.") | Usage admin |
| View subscription allocation details over time | [Subscription details](https://www.servicenow.com/docs/WqqLPpF6fb5bnMZSz8Y0hQ "View a summary of your subscription allocations, allocation totals over time, and track your custom table entitlements in Subscription Management.") | Usage admin |
| View custom table usage over time | [Subscription details](https://www.servicenow.com/docs/WqqLPpF6fb5bnMZSz8Y0hQ "View a summary of your subscription allocations, allocation totals over time, and track your custom table entitlements in Subscription Management.") | Usage admin |
[ ]

{#exploring-subscription-management-v2__table_ifv_v3n_qwb}

## What to explore next {#exploring-subscription-management-v2__cf-exploring-parent-links}

To learn more about configuring and using Subscription Management, see:

* [Configuring Subscription Management](https://www.servicenow.com/docs/YfzoESoj9jeUH2F3tdzkbg "Set up and configure Subscription Management.")
* [Managing per-user subscriptions in Subscription Management](https://www.servicenow.com/docs/6Y0rGt6Pjt5vbvGqSqwMoA "Manage your per-user subscription allocations using Subscription Management.")
* [Managing custom tables and applications in Subscription Management](https://www.servicenow.com/docs/zUx_kBKD~UilzhdeJRw4dA "Keep your custom table entitlements updated by mapping all of your custom applications and tables to valid subscriptions in Subscription Management.")
* [Monitoring capacity subscriptions](https://www.servicenow.com/docs/6Lvtzn7wjYUGhgTwXrqbbQ "Manage and track capacity subscriptions using Subscription Management.")
* [Subscription Management reference](https://www.servicenow.com/docs/4rVD~AxS7pt_jae8Myunaw "Reference topics provide information about subscription types, meters, and domain separation support.")
* [Types of subscriptions in Subscription Management](https://www.servicenow.com/docs/FzY5vZf8teRlUg~F3IDmGw "Subscriptions to ServiceNow applications come in different types. The type of subscription determines the allocation of users, access to applications, and custom application and table entitlements.")
{#exploring-subscription-management-v2__ul_hsf_b4t_pbc}