Controlling costs and optimizing your subscription setup starts with understanding how your SaaS tools are being used. Sastrify provides complete visibility into key details like total spend, tool owners, renewal dates, and usage frequency for each tool in your SaaS stack.

With Usage Analytics, Sastrify takes this a step further—allowing you to monitor usage levels over time, identify underutilized licenses, and make data-driven decisions to optimize costs. View real-time insights directly within the Sastrify platform to ensure your SaaS investments align with actual business needs.

IN THIS ARTICLE

• How Sastrify Collects Usage Data
  • 1. SSO Usage Integrations
  • 2. Sastrify Browser Extensions
• How to set up and use Usage Analytics
• Tool-Specific Requirements & Permissions
• Frequently Asked Questions

How Sastrify Collects Usage Data

1. SSO Usage Integrations

• When connecting to any of the SSO usage integrations based on what your company is using (e.g., Google, Okta, or Microsoft), Sastrify retrieves usage data for all SaaS products accessed via Single Sign-On (SSO) logins.
• Displays the total number of licenses in a card format (see below), as well as name, email, and last login date in a tabular format.

2. Sastrify Browser Extensions

• Sastrify offers browser extensions for Google Chrome and Microsoft Edge that can be installed company-wide, seamlessly integrating into employees' browsers. This extension tracks SaaS access and usage patterns but only when employees interact with SaaS applications using their company email.
• Displays total users vs. active users as a graph as well as name, email, usage frequency, and last active date as a table.

Notes:

• Once enabled, the integration will sync data twice a week to ensure that data remains current.
• Multiple sources can be activated simultaneously and are not mutually exclusive.
• Since different sources provide slightly varied usage insights, activating multiple sources will complement each other, giving you a more comprehensive and accurate view of your SaaS usage.

• If multiple sources (one of the SSO usage integrations and the browser extension) are connected, user data is merged into a single row per user per subscription, using their email as the unique identifier. This ensures that all available data is consolidated and duplications are avoided.

How to set up and use Usage Analytics

This section only applies to SSO usage integrations. For setting up the Sastrify Browser Extension, please refer to this dedicated guide.

To set up a new usage analytics integration:

1. Click the Connect button next to your preferred SSO provider.
2. A setup page will open with specific configuration details for the selected provider.
3. Toggle the Usage Analytics switch to Active to enable tracking of usage patterns.
4. Follow the technical steps provided to complete the connection:
   

   • Google Workspace and Microsoft: You will be prompted to sign in, and will be redirected to the admin setup page.

   • Okta: Enter your OAuth 2.0 app credentials. Refer to this guide for a step-by-step walkthrough on setting up an Okta integration.

5. Click "Connect" to finalize the setup.
   

It's important to note that users setting up the usage analytics integration must have administrative (admin role) permissions to both the selected tools/providers and to Sastrify, as certain permissions must be granted for the integration to work properly.

Now that you have completed the setup, it's time to see the results!

A summary of the usage data will be displayed on the Details page of each tool, under the "Usage" tab. For example, to view Asana usage analytics, simply navigate to the Asana subscription page. The same process applies to other tools in your tool stack.

The summary includes:

1. The top-level usage information along with the number of active users vs. total number of users or a snapshot of the number of total users that have logged in to a specific tool (depending on the source, see above)
2. The graph showing the movement of usage levels (only browser extensions).
3. The complete user list and its usage-related information.
4. The export feature allows you to get the .csv report of the usage analytics.

Tool-Specific Requirements & Permissions

For Microsoft

To set up and configure usage analytics integration for Microsoft, you need the following roles:

• Directory.Read.All
• AuditLog.Read.All
• offline_access

Frequently Asked Questions

Please refer to the Usage Analytics FAQ page for a complete list of frequently asked questions.