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

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia ServiceNow AI Platform Administration

ft:clusterId :

    - platadm

bundleId :

    - platadm

workflow :

    - Platform


---

# Explore

# Exploring user administration {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read

User administration controls who can access features and data on your instance by managing users, groups, and roles.

## Overview of user administration {#exploring-user-administration__section_pvl_ghk_kxb}

Creating users, groups, and roles provide a flexible and scalable way to manage access to features on the ServiceNow AI Platform. By creating user accounts, assigning users to groups, and defining roles and permissions, administrators can verify that users have the appropriate level of access to applications and data. This enables
organizations to control access to sensitive data, support organizational policies, and improve overall security. Additionally, users, groups, and roles can be easily managed and modified over time as organizational needs
change.

## Workflow {#exploring-user-administration__section_qvl_ghk_kxb}

Subscriptions, users, groups, and roles work together to help you define who can access features on your instance.

1. [Subscription Management](https://www.servicenow.com/docs/N8NmYF_SI_D313kOwTtt5w "Subscription Management enables you to proactively manage your subscriptions and monitor subscription usage on your instances.")

   Understand your subscriptions. Subscription management enables you to manage your subscriptions proactively and monitor subscription usage on your
   instances.

   Subscriptions may include per-user subscriptions. For more information, see [Managing per-user subscriptions in Subscription Management](https://www.servicenow.com/docs/ElhgAhTYv8j45~LzI~mvAg "Manage your per-user subscription allocations using Subscription Management.").
2. [Creating users, companies, and departments](https://www.servicenow.com/docs/WtLO0v8_91glRJy0EDY5Sg "Create user records for the individuals who access your instance. Users can be assigned to groups with defined roles to determine what records and actions they can access.")

   Create an account record for the individuals who have access to your instance. Each user account has a unique login ID, password, and set of permissions (roles) that define what they can do
   and access within the platform.
3. [Creating groups](https://www.servicenow.com/docs/a4lUICigKqAh_6sSFzO84g "Admins can add users to one or more groups.")

   Define groups that have similar roles or permissions. Groups enable you to apply permissions (roles) to multiple users at the same time. When a user is a member of a group, that user has the same
   permissions that have been defined for the group.

   You can view group members by navigating to AllUser AdministrationGroups. Select a group name and view the members in the Group Members related list.
4. [Managing roles](https://www.servicenow.com/docs/kxMcQ_d4mA_LbKAwrqKQXQ "Administrators can create and configure roles that grant specific permissions, which govern what users and groups with that role can do.")

   Roles describe the types of activities that a user can perform on the instance. Each role has a set of permissions that can govern what the users and groups can do, such as read, write, create, or
   delete records. Roles can be assigned to users and groups. Users can have multiple roles.

   For a complete list of the roles included with the ServiceNow AI Platform, see [Base system roles](https://www.servicenow.com/docs/1ADLDfs4TNQi4j3Zxdg7GA "Administrators can assign one or more base system user roles to grant access to base system platform features and applications.").

   Role records are stored in the Roles \[sys_user_role\] table.
5. [Monitoring instance usage](https://www.servicenow.com/docs/iEAL8WBDCSziyU8R3yhoJg "You can track application usage on your instance through the Application Usage Overview and the ServiceNow Store Usage overview dashboards.")

   Users with the admin or usage_admin role can view the Application usage overview and ServiceNow Store
   usage overview dashboards to track instance usage.
6. [Monitoring user activity](https://www.servicenow.com/docs/mGDcV1xQiKHGwZcx_mPc0Q "Learn about the tools available to administrators for monitoring users on their instance.")

   Users with the admin role can impersonate users, manage user sessions, and use non-interactive sessions.
{#exploring-user-administration__ol_zkf_skc_mxb}

## User preferences {#exploring-user-administration__section_ep4_chx_c1c}

Users can configure many UI features. Some examples include the number of rows per page in a list or whether the response time displays at the bottom of a list or form. Administrators can modify or delete these preferences as
needed. For more information, see [User preferences](https://www.servicenow.com/docs/access?context=c_UserPreferences&version=australia&pubname=australia-platform-user-interface&ft:locale=en-US).

## User groups {#exploring-user-administration__section_cjt_dhx_c1c}

A group is a set of users who share a common purpose. Groups may perform tasks such as approving change requests, resolving incidents, receiving email notifications, or performing work order tasks. Any business rules, assignment
rules, system roles, or attributes that refer to the group apply to all group members automatically. Users with the user_admin role can create and edit groups.

When possible, simplify user administration by assigning roles to
groups. Create groups that contain all the roles necessary for specific personas, and then
assign users to those groups.  
Note:  
You can view group members by navigating to AllUser AdministrationGroups. Select a group name and view the members in the Group Members related list.

Group records are stored in the Groups \[sys_user_group\] table.

## User roles {#exploring-user-administration__section_fns_2hx_c1c}

Roles control access to features and capabilities in applications and modules. The admin role provides access to all features and capabilities.

After access has been granted to a role, all the groups or users assigned to the role are granted the access. Roles can contain other roles, and any access granted to a role is granted to any role that contains
it.{#exploring-user-administration__roles_desc}

For a complete list of the roles included with the ServiceNow platform, see [Base system roles](https://www.servicenow.com/docs/1ADLDfs4TNQi4j3Zxdg7GA "Administrators can assign one or more base system user roles to grant access to base system platform features and applications.").  
Note:  
When possible, simplify user administration by assigning roles to
groups. Create groups that contain all the roles necessary for specific personas, and then
assign users to those groups.

Role records are stored in the Roles \[sys_user_role\] table.

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