Planning resources only works when the availability you see is actually up to date.
That sounds simple, but it gets harder when employee information lives in your HR system while project schedules live somewhere else. Someone books a holiday in Lucca, for example, but still appears available when a project manager starts staffing next month’s work.
Teambook’s integration with Lucca is designed to close that gap. It brings users and time off from Lucca into Teambook, so that HR information relevant to availability can be reflected directly in your resource planning.
Keep employee data and project planning connected
If Lucca is where your company manages employee information and absences, you shouldn’t need to maintain the same information manually in your resource planning tool.
Once Lucca is connected, Teambook checks user information every day. New employees added in Lucca can automatically be created as users in Teambook, while changes to existing users and deleted users are also synchronized.
There are a few practical details worth knowing. New users are initially assigned to the first team in your Teambook account, without tags and with the Regular user role. Teambook will also send them an invitation email by default, although you can switch this off if you’re still setting things up.
If your organization needs more specific rules, such as assigning particular roles or tags when users are created, you can contact our team to discuss a custom setup.
See Lucca absences when planning resources
Time off is where the integration becomes particularly useful for day-to-day planning.
Imagine you’re looking at the next few months and trying to decide who can join a new client project. A team member appears to have capacity, but they already have two weeks of leave approved in Lucca.
Without that information in your resource plan, their available capacity isn’t really available.
Teambook checks Lucca for time-off records every day, looking at the previous two months and up to one year ahead. These absences are reflected as time-off bookings in your Teambook planning.
You can choose which types of time off you want to synchronize, rather than bringing every absence category into your resource plan.
Pending leave is taken into account too. If a time-off request hasn’t yet been approved in Lucca, it appears as tentative in Teambook. This gives planners an indication that someone’s future availability might change without presenting the absence as confirmed.
Changed or deleted time-off records are synchronized weekly. If Lucca and Teambook both contain time off for the same person on the same date, the Lucca record takes precedence.
Getting the Lucca integration set up
Connecting the two systems is straightforward, but you’ll need the appropriate API access from Lucca.
For employee synchronization, Teambook needs read access to Coworkers. To synchronize time off, it needs read access to Absences.
In Teambook, you can then go to Organization Settings → Integrations → Lucca → Connect and enter your Lucca API credentials.
There are a few additional settings you can control, including which time-off types you want to synchronize and whether comments attached to absences should also be brought into Teambook.
For the complete setup process, synchronization rules and technical details, see our Lucca Integration guide in Help Center.
Plan with the availability you actually have
The point of the integration isn’t simply to have the same data in two tools. It’s about making staffing decisions with availability you can rely on.
If someone is joining the team, leaving, or planning time off, that information affects the capacity you have available for upcoming work.
By connecting Lucca with Teambook, your HR system can remain the place where your team manages employee information and time off, while Teambook uses that information where it’s needed for project and resource planning.
Already using Lucca but not Teambook? Start your free 30-day trial and keep your resource planning in sync.
