Exploring Subscription Management

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

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:
   • 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.
   • 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.
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:

• Configuring Subscription Management
• Managing per-user subscriptions in Subscription Management
• Managing custom tables and applications in Subscription Management
• Monitoring capacity subscriptions
• Subscription Management reference