Exploring Subscription Management

  • Release version: Australia
  • Updated March 12, 2026
  • 3 minutes to read
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    Summary of Exploring Subscription Management

    Subscription Management provides a comprehensive view of product subscriptions and their applications, allowing for proactive management and real-time tracking of entitlement data. This tool helps customers maximize subscription usage, make informed purchasing decisions, and ensure compliance while avoiding unexpected costs through effective tracking of subscription allocations over time.

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    Key Features

    • Accurate Tracking: Gain visibility into product subscriptions and their applications.
    • User Roles: The usage admin manages subscription allocations and maps custom applications to ensure compliance.
    • Workflow Integration: A structured workflow outlines the collaboration needed among roles to manage subscriptions effectively.
    • Monitoring Capabilities: The usage admin can track over-allocated subscriptions and usage patterns, ensuring informed decision-making.

    Key Outcomes

    By utilizing Subscription Management, customers can:

    • Fix over-allocated subscriptions and view unallocated ones, ensuring efficient resource management.
    • Allocate available subscriptions to recommended groups and map custom tables and applications to maximize usage.
    • Access detailed summaries of subscription allocations over time for better planning and budgeting.
    • Monitor application and custom table usage to optimize subscription investments.

    Next Steps

    For further understanding of Subscription Management, customers can explore:

    • 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

    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.

    Subscription Management users

    Table 1. Users
    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.

    Subscription Management workflow

    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
    Different users in an organization work together to purchase, allocate, and manage subscriptions. Refer to the following steps for details.

    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.
    4. The usage admin performs the following tasks in Subscription Management:
    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

    Subscription Management benefits

    Benefit Feature User
    Fix over-allocated subscriptions Insights Usage admin
    View unallocated subscriptions Insights Usage admin
    Allocate available subscriptions using recommended groups Allocate subscriptions Usage admin
    Map global custom tables to a product subscription Issues Usage admin
    Map custom applications to a product subscription Issues Usage admin
    View a summary of subscription allocations Subscription details Usage admin
    View subscription allocation details over time Subscription details Usage admin
    View custom table usage over time Subscription details Usage admin

    What to explore next

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