Identity and access management
Lucca to Google Workspace integration: Google accounts from Lucca, with the address back as professional email
With an integration between Lucca and Google Workspace, every new employee from Lucca gets a Google account with job title, department, establishment and manager, and the account is suspended as soon as the employment in Lucca has ended. The Google address goes back to Lucca as professional email; we found no Google integration of Lucca's own that creates accounts.
What the integration does
Organisations that use Lucca for HR and leave, and Google Workspace as their workplace, often have French or Belgian colleagues alongside Dutch ones. IT creates the Google accounts by hand, and the address then also has to go into Lucca.
- HR creates an employee in Lucca with an employment and a first job position.
- KoppelHet creates the Google account in the unit of the legal entity, suspended until the employment starts.
- The Google address goes back to Lucca as professional email.
- A new job position adjusts title, department and manager in Google.
- After the employment ends KoppelHet suspends the account and transfers the files after the retention period.
What to watch for with Lucca and Google Workspace
- In Lucca only an employee with an active employment can reach their Lucca account. KoppelHet therefore lets the Google account follow the same rule; suspended before the start, active during the employment and suspended again when it is over. With one entry in Lucca, HR controls access to both.
- Lucca points to the job position that currently applies for each employee. Job title, department and manager hang on it. KoppelHet reads them there and adjusts them in Google on the day a new position starts, not on the day HR enters it.
- An employment in Lucca links the employee to a legal entity, and two employments of the same person do not overlap. KoppelHet chooses the organisational unit and the domain in Google from that entity, so a move to another entity relocates the account instead of creating a second one.
- Google allows accents in a username, but advises limiting symbols because third-party apps validate more strictly. Names like Hélène or François are common among Lucca customers. KoppelHet converts accents for the address and keeps the name in Google as Lucca has it.
- An employee's email address can be changed in Lucca through the API, but Lucca rejects some domains with an error. KoppelHet writes the Google address back and reports it to HR if Lucca does not accept the domain, instead of skipping it silently.
- Lucca sends a notification with a three-second timeout and retries at most five times within about a day. KoppelHet acknowledges straight away, processes afterwards, and compares all employees with Google every day, so a suspended account does not depend on a single notification.
- Lucca allows fifty requests per minute per environment, shared with leave and payroll integrations. KoppelHet fetches job positions together with the employee and spreads the daily comparison over the night, so the Google integration does not slow down the other Lucca integrations.
This integration is also part of joiner, mover, leaver.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does this work with several legal entities?
Yes. For each entity we record the domain and the organisational unit in Google.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Lucca API (v5, Api-Version header) with OAuth 2.0 - employees (status, email writable with scope employees.readwrite; some domains return 400), employments (start.date, end.date, legalEntity), job-positions (jobTitle, department, businessEstablishment, manager) and applicableJobPosition. Webhooks employee.created, employee.updated, employment.created and employment.updated; three-second timeout, up to five attempts in about 24 hours. Limit 50 requests per minute per tenant.
- To Google through the Admin SDK Directory API (users with externalIds, name, primaryEmail, password and changePasswordAtNextLogin, orgUnitPath, organizations, relations type manager and suspended; groups and members) and the Data Transfer API, with a service account with domain-wide delegation.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Lucca | Field in Google Workspace | Notes |
|---|---|---|
employeeNumber of id | externalIds (type organization) | |
givenName en familyName | name.givenName en name.familyName | |
Naamgevingsregel (zonder accenten) | primaryEmail | |
jobTitle (geldende functie) | organizations.title | |
department (geldende functie) | organizations.department en groepen | |
legalEntity (dienstverband) | orgUnitPath | |
manager (geldende functie) | relations (type manager) | |
status en einddatum dienstverband | suspended | |
primaryEmail (Google) | email in Lucca |
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