Client roles

You can control what HR functionality that an employee can access using Client Roles. You can license all employees or provide HR services to users in a specific location or group.

Client roles define access within the application. ServiceNow provides these roles and modifying them is not recommended. These roles can be added to other roles or groups. There are two groups:
  • HR fulfillment support: sn_core_hrsm
  • HR Service Portal: sn_core_hrsp
Both roles contain conditions depending on the type of user:
  • Alumni
  • Contingent
  • Contractor
  • Employee
  • Employment Type
  • Location
  • New Hire
  • New Hires Only
  • Office Based Employees
  • Remote Employees
Figure 1. Client Roles
List of client roles.
Note: When creating an HR case and an employee does not appear, ensure that the employee has any of the sn_hr_core_hrsm roles assigned. Also, when an employee cannot access the HR Service Portal, ensure any of the sn_hr_core_hrsp roles are assigned.
Client roles are defined and administered like regular roles. ServiceNow tracks them for licensing purposes.

Assignment of client role rules is defined in the Client Role Assignment Rules module.

Client role assignment rules

Use Client Role Assignment Rules to automatically assign or reassign a role to an employee.

Before you begin

Role required: sn_hr_core.admin
A condition or set of multiple condition clauses based on the HR profile [sn_hr_core_profile] table are used to automate assigning roles.
Note: Client role assignment rules are for access to the Employee Service Center or service portal only.
For example:
  • A newly hired employee can be automatically assigned the new hire [sn_hr_core.hrsm_new_hire] role. This role provides limited access to the Employee Service Center or service portal.
  • The Update Client Roles scheduled job runs and acknowledges the employee start date for the new hire has not been reached.
  • The Assign HR Roles business rule changes assigns the new hire role to the based on the conditions set on the client role assignment rules.

To map conditions to a client role:


  1. Navigate to HR Administration > Manage Roles > Client Role Assignment Rules.
  2. Click New to create a client role rule or click an existing client role rule to edit.
  3. Active is enabled by default.
  4. From Condition, click the Lookup using list and select an existing HR condition. Click New to create an HR condition. You can also click the Preview this record icon to open the record.
    Name Name of the HR condition.
    Table Table conditions are built on the HR profile [sn_hr_core_profile] table only.

    Changing the table for client role assignment is not recommended.

    Active Check box for enabling condition.
    Note: Deactivate at the client role assignment level and not the conditions level.
    User column Together with the HR profile [sn_hr_core_profile] table, filters users when evaluating a condition.
    Condition Conditions the Assign HR Roles business rule uses to automatically assign a role to an employee. For example, the base system automatically assigns the New Hire role to a user when:
    • Employment type is
      • Full Time Employee or
      • Part Time Employee or
      • Temporary Employee and
      • Employment start date is after Today
  5. Click Submit or Update.
  6. From Role, click and select the HR role you want to automatically assign when the conditions are met.
  7. Click Submit or Update to save your changes.