In this article:
1. How departments work
1.1 Creating and editing departments
1.2 Assigning users to the right departments
1.3 Viewing departments in reports
1.4 Editing or removing existing departments
1. How departments work
Departments (such as Marketing, Engineering, or Sales) are used to categorise your travellers. Departments can then later be used to analyse your travel spend (through reporting) or set up specific budgets in the future.
Admins can create and edit departments (name & code) from the company settings. Once created these departments can be assigned to employees individually for reporting purposes.
Departments can always be changed, updated or removed.
Data Allocation
User Mapping: Once a department is created, it can be assigned to a user’s profile individually or via bulk upload.
Historical Data: New bookings made after a user is assigned to a department will automatically carry that department's name and code in all exports.
1.1 Creating and editing departments
Only Admins can create and manage the department library from Company Settings > Company Profile and select the Department tab (https://app.trutrip.co/v2/company/departments)
They define two main attributes:
Department Name: The primary identifier for the team (e.g., "Marketing").
Department Code: An optional alphanumeric code (e.g., "MA1SQ") often used for internal accounting or cost center tracking.
1.2 Assigning users to the right departments
Once you've created your deparments, you can assign users to the right departments using one of two methods:
From their profile page: Go to a specific user's profile settings and select their department from the new dropdown menu.
Bulk Management: Use the User CSV Upload tool. The template now includes columns for
department_nameanddepartment_codeto allow for updating hundreds of employees at once.
1.3 Viewing departments in reports
When anyone exports a transaction or booking report (csv/xls), the department name and code will show up under the department column.
| Traveler | Booking | Amount | Department (Code) |
|---|---|---|---|
| Sani Gouw | Flight to Tokyo | $500 | Marketing (MA1SQ) |
| Lizia | Hotel in London | $300 | Product |
💡 Note: The department data in these reports is pulled directly from the traveler's profile at the time of the booking.
1.4 Editing or removing existing departments
Admins have full control over the department list within the Department tab:
Edit: You can update a department's name or code at any time.
Delete: If a department is no longer needed, it can be removed from the library.
Flexibility: Uniqueness is not strictly enforced, allowing for flexible sub-departmental mapping if your internal accounting requires it.
Need help? Contact us at support@trutrip.co