Thanks to the integration with Lucca, our Premium and Pro customers no longer need to manually manage their users' accounts. Forget about remembering to onboard or offboard employees - Travelperk and Lucca will work in sync.
This article provides you with step-by-step guidance on how to integrate your company's Lucca account with TravelPerk.
What Lucca does?
Lucca specializes in developing SaaS solutions that optimize administrative and HR processes. Our software addresses specific needs such as leave management, expense reports, HR file digitization, online payslip distribution, and time tracking.
By seamlessly integrating Lucca products with your existing solutions, you can create a customized HRIS, tailored to your requirements. Our primary objective is to enhance productivity while ensuring a simple, efficient, and user-friendly experience for you.
What is this integration is for?
- Fully automated user provisioning (onboarding and offboarding) from an employee directory in Lucca;
- Auto-enrichment of employee profiles info in TravelPerk;
- Automated account setup (e.g. Cost Centers, or Supervisor Approvals).
Who can use this integration?
This integration is available to all TravelPerk Premium and Pro users.
Please note that you must have "Super Admin Access" on Lucca to obtain the API key. Regular admins cannot access this.
Also, you will need admin access on TravelPerk in order to set up the integration.
Step 1 - Enable the Integration from the TravelPerk integration page.
1.1. If you haven't yet logged into your TravelPerk account, do it now, and click on Integrations under the Account Settings in the upper menu or follow this link.
1.2. Find Lucca in the list of integrations and click on Set up.
1.3. On the Lucca page that opens up next, click the Enable button.
1.4. You will immediately see a pop-up window detailing the Read data that TravelPerk will access from Lucca. Click on Continue.
1.5. Another pop up window will appear. You will be asked to enter your Lucca subdomain. Follow the instructions as provided:
1.5.1. Sign in to Lucca
1.5.2. Go to home page
1.5.3. Copy the domain found in the URL
Once you have the domain, paste it in the field below and click submit.
Note: Remember to remove “https://” from the front and “/home” from the back
1.6. Another pop up window will appear where you will be asked to enter your Lucca API Key. Follow the instructions as provided:
1.6.1 Sign in to Lucca
1.6.2 Click gear icon on top right
1.6.3 Click “ Authentication, SSO & API”
1.6.4 Click ‘API Keys’ > Click ‘Generate a new API key or Générer une nouvelle
1.6.5. Then, enter in a ‘Key name’. (This name can be anything, recommended: TravelPerk API Key)
1.6.6. Select all Permissions
1.6.7. Add in a technical contact (recommended: firstname.lastname@example.org)[a]
1.6.8. Click ‘Third party editor or Éditeur tiers’ & add in ‘TravelPerk’ as the name
1.6.7. Click ‘Generate API key or Générer une nouvelle clé d'API’ to generate the API key.
You should then see this on your Lucca page and will be able to copy the API Key:
Once you have the API Key, paste it into the field on the pop up window and click ‘Submit’
1.7 Next, you will see a pop up which states “Sync fields between Travelperk and Lucca”. Please select ‘Skip for now’.
1.8. You will then see a pop up that says Connected to Lucca!
1.8.1. Click on ‘Continue’
1.8.2. Followed by ‘Continue’ to confirm data access
1.8.3. Finally ‘Finish’.
You are now ready to start configuring the integration on the TravelPerk platform!
Step 2 - Configure the Lucca Integration.
Once step 1 is complete, you will automatically be redirected to the Lucca Integration page in TravelPerk to configure the data you would like to sync from Lucca.
2.1. Who do you want to sync?
There is the option to sync All employees or Selected employees. If you select all employees, every active employee will be synced. If you chose selected employees, you are able to filter employees to sync by Cost Centre, Company or Employment Type.
2.2. What information should be synced?
If you choose to sync full employee data, TravelPerk will sync all fields (mandatory and optional) including date of birth, contact number and gender. There is also the option to select employee details to sync from the optional data fields.
Optional Steps - Advanced Features
2.3 Cost Centre Sync
Cost Centers will be created automatically if they don’t exist at the moment of syncing and User will be assigned to their specific cost center as reflected in Lucca.
2.4 Automated Approval Groups (Pro Plan Feature) - Pro customers can also enable automatic approval processes. based on managers and policies. Approval groups will be automatically created using the “Manager” field in Lucca. Turning on this feature will create approval groups for line managers with their direct reports automatically added to the group.
You then need to select the preferred approval method:
A. Automatically approve in-policy trips
All trips that fall within the travel policy are automatically approved. Out-of-policy trips require line manager approval
B. Automatically approve in-policy trips and receive notifications
All trips that fall within the travel policy are automatically approved and the line manager will be notified of the trip. Out-of-policy trips require line manager approval.
C. Manually approve all trips
All trips go for line manager approval
!! Please note that any pre-existing approval workflow will be overridden by enabling automatic approval processes. Please contact your TravelPerk Account Manager if you have any doubts !!
2.5. Select "Save & Sync and the settings will be applied and the first synchronization will happen automatically. You will be taken back to the settings page where there is always the option to "Run Manual Sync" which will import the latest data.
💡Pro tip: Once you are happy with how manual syncs work, click on “Turn on Auto sync” to enable daily automatic syncs from Lucca. You wouldn’t have to worry anymore about remembering to provide or revoke access to Travelperk!
If there were any errors during the sync, you will be able to receive more details by downloading the XLS log.
That's it! Now you can see all the synced 🔄employees in your TravelPerk account:
How to disable the integration
Go to Integrations tab > find Lucca > click on the Disable button on the right > on the pop up click ‘Disable’
What happens after you disable the integration between Lucca and TravelPerk?
The profiles of the employees you imported will remain on TravelPerk however the sync will no longer be possible.
You can re-connect Lucca to TravelPerk again if you need it.
What does Lucca do? Should I get this HR system?
Lucca develops SaaS solutions to optimize administrative and HR processes. With more than 5,300 clients and 1,100,000 users, Lucca is a mid-market company leader. Lucca designs software solutions that provide simple answers to specific needs: leave and absences management, expense reports, dematerialisation of HR files, online payslip distribution and time tracking. You can use just one of their solutions or combine them to customize your own HRIS.
Whether you're a startup or a multinational company with different subsidiaries across the world, Lucca software can be configured differently depending on the specific needs in your operating countries or regions.
What happens if the person who set up the integration leaves the company?
Not to worry, this will not affect the integration. If the person who set up the integration leaves the company, the Lucca integration will continue to work as per normal. If there is an issue, please contact your Account Manager at Travelperk.
I still have questions about the integration setup. Whom can I contact to get help?
Please contact your Account Manager at TravelPerk.
I have Single Sign On (SSO) enabled with user creation, will this impact the integration?
It’s great to hear you have connected your TravelPerk account to your SSO provider and SSO will work perfectly fine with your Lucca integration. We do recommend that you turn off the “automatic user creation” and “allow user update” as this could create a conflict with the integration. In the event a user has a different first name, last name or email in the identity provider (IDP) to Lucca, the data from Lucca synced to TravelPerk will be overridden by the IDP.