Overview
Tropic gives you visibility into which departments are using which suppliers and how frequently. It combines data from systems like Google, Okta, NetSuite, or your HR platform to give you a clearer picture of department-level access and usage.
This helps you understand:
- Which teams are actively using the tools you're paying for
- Whether spend is being allocated to the right departments
- How to adjust budgets and contract sizes with confidence
Why This Matters
By using this feature, you can:
- Reduce overspending on unused licenses
- Identify underutilized suppliers before renewals
- Accurately assign contract costs to departments
- Support more effective negotiation using real usage data
This feature is especially useful during renewals, budget planning, and supplier reviews.
Prerequisites
Tropic pulls usage and department data from the following systems:
- Google or Okta for login and access activity
- NetSuite or your HR system for department structure
For best results, your department lists should match across your selected source and Tropic.
Department Mapping Options
One-to-One Mapping
Each department in your integration source maps directly to a department in Tropic
Example:
“Design & Arts” in Google → “Design & Arts” in Tropic
One-to-Many Mapping
Multiple departments from your source can be grouped into one department in Tropic
Example:
“Engineering” and “Product” in your HR system → “Product” in Tropic
Setting Up Department Mapping
If no departments exist yet in Tropic, the system will auto-fill based on your integration. You’ll still review and confirm before saving anything.
- Go to Settings → Departments → Setup tab
- Click Add Source
- Choose your integration (Google, NetSuite, Okta, HRIS)
- Tropic will pull in your department data
- Review the mapping and adjust if needed
- Click Confirm & Finish
If there are mismatches or changes later, Tropic will prompt you to review and confirm updates.
Managing Department Mapping
You can adjust your mappings at any time:
- Mirror a department from your source if it doesn’t yet exist in Tropic
- Remap departments if your org structure changes
-
Switch Source to pull data from a different system
- Switching will reset the current mappings
-
Detach Source if you want to stop syncing from a specific integration
- This only stops department syncing—it doesn’t remove the integration entirely
Viewing Department-Level Usage
Once your department mapping is complete, go to the Suppliers page in Tropic to monitor usage:
- Employees with Access shows who has login access via Google or Okta
- Active Employees shows who has used the tool in the last 90 days
To see these metrics on the Suppliers page, click Columns and add Employees with Access and Active Employees to your view.
These metrics help you track spend, evaluate supplier value, and prepare for renewals.
Additional Resources
For learn more about Departments please refer to: