---
sourceDocument: Xanadu ServiceNow AI Platform Administration
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/xanadu/platform-administration

 Release :

    - xanadu

ft:locale :

    - en-US

ft:publication_title :

    - Xanadu ServiceNow AI Platform Administration

ft:clusterId :

    - platadm

bundleId :

    - platadm

workflow :

    - Platform


---

# The User record

# The User record {#ariaid-title1}

* Release version: Xanadu
* 
* Updated August 1, 2024
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read

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.

## 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/HaFMZIREB5VNItHhpK4qRA "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/T6IbnGl6LBd7v6Clrfh1lQ "Admins can add users to one or more groups.") and [Managing roles](https://servicenow-prod.fluidtopics.net/HaFMZIREB5VNItHhpK4qRA "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/JRofZK7QRm7LMlHBhzTlxg "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=xanadu&pubname=xanadu-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/MWkPVQvtiVkOlBfr04Xl1A "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=xanadu&pubname=xanadu-platform-user-interface&ft:locale=en-US).

## 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, such as 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, identify the fields that were updated by enabling auditing for the table and viewing the audit history set. For more information, see [Configuring auditing for a table](https://www.servicenow.com/docs/access?context=t_EnableAuditingForATable&version=xanadu&pubname=xanadu-platform-security&ft:locale=en-US) and [Knowing about History sets](https://www.servicenow.com/docs/access?context=c_HistorySets&version=xanadu&pubname=xanadu-platform-security&ft:locale=en-US).