--- sourceDocument: Australia ServiceNow AI Platform Administration sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/platform-administration Release : - australia ft:locale : - en-US ft:publication_title : - Australia ServiceNow AI Platform Administration ft:clusterId : - platadm bundleId : - platadm workflow : - Platform --- # User record # The User record {#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 The User record User records in ServiceNow establish the link between an individual and the ServiceNow instance. Each user record, stored in theUsers \[sysuser\]table, contains essential information such as username, password, contact details, location, and job title. These records are fundamental for managing user access, personalization, and interaction within the platform. Show full answer Show less ## Related Records and Access Control User records are connected to several other key tables that govern permissions and preferences: * **Roles:** Define what features and application capabilities a user can access. Assigning roles to groups rather than individual users simplifies administration. * **Groups:** Collections of users sharing common purposes. Users in groups inherit all associated roles automatically. * **Delegates:** Users designated to act on behalf of others with the same permissions. * **Skills:** Associate users with areas of expertise and training to facilitate skill management. * **Subscriptions:** Control user access to purchased subscriptions within the instance. * **User Preferences:** Allow users to personalize UI features and notification settings. ## Date, Time, and Time Zone Settings User records enable configuration of preferred date and time formats. While the **Date format** field is available by default, the **Time format** field must be added via form layout configuration. Time zone settings synchronize automatically between user records and preferences, ensuring consistent localization. Administrators or user administrators can assist with modifying these settings if permissions are restricted. ## System and Guest Users The system and guest users support automated processes by performing actions such as updating user login details or handling failed login attempts. Fields like *Last login* or *Failed Login Attempts* may be updated by these special users. To track changes made by system or guest users, enable auditing on relevant tables and review the audit history. Learn about user records and their use within the ServiceNow AI Platform. ## User account records {#user__section_ifn_gpz_5sb} User records establish a relationship between an individual and your ServiceNow instance. User records consist of a user name, a password, and information relating to the individual, such as contact information, location, and job title. Figure 1. User record User records are stored in the Users \[sys_user\] table. Note: ServiceNow occasionally adds service accounts to the sys_user table to facilitate some platform features and functionality. For more information, see [KB1648003: (OOTB) Out of the box local user accounts in sys_user](https://support.servicenow.com/kb?id=kb_article_view&sysparm_article=KB1648003). ## Related records {#user__section_u5p_gsg_vsb} User records are associated with records on several other tables to control permissions, preferences, and other features. Roles : Roles control access to features and capabilities in applications and modules. For more information on roles, see [Managing roles](https://servicenow-prod.fluidtopics.net/kxMcQ_d4mA_LbKAwrqKQXQ "Administrators can create and configure roles that grant specific permissions, which govern what users and groups with that role can do."). 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. Groups : A group is a set of users who share a common purpose. Users assigned to groups are automatically assigned to all roles associated with that group. For more details, see [Creating groups](https://servicenow-prod.fluidtopics.net/a4lUICigKqAh_6sSFzO84g "Admins can add users to one or more groups.") and [Managing roles](https://servicenow-prod.fluidtopics.net/kxMcQ_d4mA_LbKAwrqKQXQ "Administrators can create and configure roles that grant specific permissions, which govern what users and groups with that role can do."). Delegates : In addition to role and group assignments, users can be assigned as delegates, giving them permission to act with the same permissions as a delegator user. See [Delegating roles](https://servicenow-prod.fluidtopics.net/3PwACbYt8WjKCOqG59PO1Q "Administrators can grant users the ability to assign roles within groups. However, these users can only assign roles that they already have.") for more information on delegation. Skills : Use skill management to associate users with their areas of training and expertise. For more information on skill management, see [Skill Management](https://www.servicenow.com/docs/access?context=skills-management&version=australia&pubname=australia-servicenow-platform&ft:locale=en-US). Subscriptions : Administrators use subscriptions to control which users have access to purchased subscriptions on their instances. Details on subscription management can be found at [Subscription Management](https://servicenow-prod.fluidtopics.net/N8NmYF_SI_D313kOwTtt5w "Subscription Management enables you to proactively manage your subscriptions and monitor subscription usage on your instances."). User preferences : User accounts are also connected with user preferences. Users can save personalized preferences to configure many UI features, as well as preferences regarding the notifications they receive. Details on administering user preferences are found at [User preferences](https://www.servicenow.com/docs/access?context=c_UserPreferences&version=australia&pubname=australia-platform-user-interface&ft:locale=en-US). ## Date and time formatting {#user__section_nvm_d4q_23c} You can set your preferred date and time formatting through the User record. If you don't specify a preference in these fields, the system applies default formatting. The Date format field appears in the User record by default and can be modified without specific permissions. However, the Time format field must be added to the User record by revealing additional form fields. For instructions on showing or hiding form fields, see [Configuring the form layout](https://servicenow-prod.fluidtopics.net/D_CdjrqbOkxMfkBCnohR9A#configure-form-layout "Administrators or users with the personalize_form role can configure the form and related list layout."). If you can't modify form fields, contact your organization's user administrator to update your time format preferences. The Date and time format field in User MenuPreferencesLanguage \& Region extends the options you select in the Date format and Time format fields of your User record. 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). Time zone settings automatically sync between the User record and your preferences. ## System and guest users {#user__system-guest-users} Some automated processes use the system or guest user to apply and track changes to records. As a result, some records may show that they were last updated by system or guest. For example, when a user logs in for the first time in a day, some fields on that user's record are updated by the system user. These fields can include Last login and Last login time. If a user has a failed login attempt or is locked out, some fields on that user's record are updated by the guest user, such as Failed Login Attempts or Locked Out. If a record was last updated by the system or by guest users, you can identify the updated fields by enabling auditing for the table. View the audit history to see the changes. For more information, see [Configuring auditing for a table](https://www.servicenow.com/docs/access?context=t_EnableAuditingForATable&version=australia&pubname=australia-platform-security&ft:locale=en-US) and [Knowing about History sets](https://www.servicenow.com/docs/access?context=c_HistorySets&version=australia&pubname=australia-platform-security&ft:locale=en-US). *[\>]: and then