---
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
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 User Administration

User administration in ServiceNow controls access to features and data by managing users, groups, and roles.
This flexible system allows administrators to create user accounts, assign users to groups, and define roles with specific permissions to ensure appropriate access levels.
Effective user administration supports organizational policies, secures sensitive data, and adapts to evolving business needs.
Show full answer Show less  

## User, Group, and Role Management

* **Creating Users:** Each user account has a unique login, password, and assigned roles defining their permissions within the platform.
* **Creating Groups:** Groups consist of users with similar roles or permissions. Assigning roles to groups allows administrators to efficiently manage permissions for multiple users simultaneously. Group membership can be viewed under User Administration in the platform.
* **Managing Roles:** Roles specify the activities users or groups can perform, such as reading, writing, or deleting records. Roles can be assigned to both users and groups, and users may have multiple roles. Roles are stored in the Roles \[sysuserrole\] table.

## Best Practices

To simplify administration, assign roles to groups that represent specific personas or job functions, then assign users to these groups. This approach streamlines permission management and ensures consistent access control.

## Additional Administrative Functions

* **Subscription Management:** Manage and monitor instance subscriptions, including per-user subscriptions, to proactively oversee usage.
* **Monitoring Usage and Activity:** Administrators with appropriate roles can track application and ServiceNow Store usage through dashboards, impersonate users, manage sessions, and monitor user activity.
* **User Preferences:** Users can configure UI settings like list row counts and response time displays. Administrators can modify or delete these preferences as needed.

## Key Outcomes

By leveraging user administration features, ServiceNow customers can:

* Ensure secure and controlled access to platform features and sensitive data.
* Efficiently manage user permissions through group and role assignments.
* Maintain flexibility to adapt user access as organizational requirements evolve.
* Monitor and optimize subscription and instance usage effectively.  
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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