Best Practices for Managing Users and Departments in Tropic – Tropic help center

Overview

Efficient user and department management in Tropic ensures secure access, reduces bottlenecks, and aligns user permissions with organizational needs. This guide provides best practices to streamline user and department processes, helping you maintain a well-organized system.

Guidelines

User Roles and Permissions

Bulk Import Multiple Users:

Use a CSV file to bulk import users when adding many at once.
Before importing, ensure departments are set up and assign each user to a department in the CSV.

Note: Bulk-imported users do not automatically receive email invites. Send invites separately (see Invite Users to Tropic).

Limit Owner and Platform Member Roles:

Reserve these roles for users requiring account-wide access, such as procurement team members, implementation stakeholders, or integration managers.

Assign Member Roles to Approvers:

Use platform member or department member roles for approvers to allow task reassignment or skipping if necessary.

Portal Users for Purchasing Access:

Assign most users as portal users for access to the Purchasing Portal.
Portal users can log in with their work email and act as contract owners without additional roles.

Department Management

Use Department Roles for Larger Organizations:

Assign department admin and department member roles in organizations with over 100 users to limit access to department-specific requests and contracts.
Example: A Marketing department admin can only manage contracts and requests related to Marketing.

Avoid Department Roles for Smaller Organizations:

Organizations with fewer than 100 users typically do not need department roles, as they can create unnecessary bottlenecks.

Common Mistakes to Avoid

Role Misassignment: Assigning inappropriate roles can lead to security risks or inefficiencies.
Solution: Set clear role guidelines and conduct regular audits to ensure roles are correctly assigned.
Overly Restrictive Roles: Using restrictive roles in small teams can cause approval bottlenecks.
Solution: Use broader roles like platform member or owner for small teams to maintain workflow efficiency.

Important Reminders

Don’t Share Price Check Links Outside Your Organization:
- Price check links require login credentials. External sharing will result in an error message.

Additional Resources

For more documentation and training guides, please visit our Help Center.