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# How to connect and configure Deputy

# How to connect and configure Deputy

**In this article:**
* Overview
* What you need before you start
* What the Deputy integration can do
* Sync assigned learnings to Deputy tasks
* Additional actions
* Things to keep in mind
* FAQs
* Who can do this

## Overview
The SuperPath Deputy integration connects your Deputy system to SuperPath to keep your people and Teams in sync, write completed learning back to each employee's Deputy training record and, if you choose, put each person's assigned learning into their Deputy task list.

Prefer to watch? Here's a quick walkthrough:

${frame}[SuperPath and Deputy Integration](https://www.loom.com/embed/927160e308534aea977d9d9f9d3801ef?sid=753c35a8-9fd0-44de-a243-a9aed5fa3cde)

## What you need before you start
* You must be an Owner or Admin in SuperPath.
* You must be an Admin in Deputy.
* **Company Domain**: the company domain you use to access Deputy. If you access Deputy at https://{customer}.{geo}.deputy.com, the company domain is `customer`.
* **Company Region**: the company region you use to access Deputy. If you access Deputy at https://{customer}.{geo}.deputy.com, the company region is `geo`. This will be au, eu, uk or us.

## What the Deputy integration can do
The Deputy integration can perform the actions below. Each one can be turned on or off in **Settings → Integrations → Deputy**, depending on how you would like to configure your integration.

### Keep your people record in sync
Keep employee records in sync. When you update an employee in Deputy, their details are updated in SuperPath. This includes name, Team and Manager.

### User creation options
SuperPath offers seven options for how to create users when connecting a HRIS platform:
* **Manual**: users will NOT be created and have to be created or invited manually. Once added, the user records are kept in sync through updates from Deputy.
* **Invite Users**: users are invited to the platform when triggered from Deputy. Users only appear in SuperPath once they have accepted their invite. This is the option to use when you want to use the Google or Microsoft SSO options.
* **Create with Password**: the user is created in SuperPath with a password. The user is not notified. You can send a welcome email using the **Send Welcome** button in the People list, which sends them their password. Alternatively they can use the forgotten password flow.
* **Create with Magic Link**: the user is created in SuperPath with a magic link. The user is not notified unless **Send Welcome Email** is activated. You can also send a welcome email using the **Send Welcome** button in the People list. This user can access SuperPath using a magic link. See [How to login using Magic Link](https://help.superpath.io/en/article/how-to-login-using-magic-link-1ghozvh/).
* **Create with Google**: the user is created in SuperPath and marked to authenticate with Google. The user MUST authenticate to SuperPath with the Google account matching that email. The user is not notified unless **Send Welcome Email** is activated. You can also send a welcome email using the **Send Welcome** button in the People list.
* **Create with Microsoft**: the user is created in SuperPath and marked to authenticate with Microsoft. The user MUST authenticate to SuperPath with the Microsoft account matching that email. The user is not notified unless **Send Welcome Email** is activated. You can also send a welcome email using the **Send Welcome** button in the People list.
* **Create with SAML**: the user is created in SuperPath and marked to authenticate with SAML. The user MUST authenticate to SuperPath with the SAML configuration that has been set up within SuperPath. See [How to connect SAML SSO](https://help.superpath.io/en/article/how-to-connect-saml-sso-1nf8n4q/).

### Company user creation
If your workforce is a mix of office staff on a company email address and contractors or casuals on personal addresses, you can set a second authentication type that applies only to your company email domain. Set **Company user creation** to the method you want for your company staff, enter your domain in **Company email domain**, and everyone else keeps the option you chose above. A company domain match takes priority over every other option, including Manual and Invite Users. See [How to Set a Second Authentication Type for Company Staff](https://help.superpath.io/en/article/how-to-set-a-second-authentication-type-for-company-staff-hp1o58/).

### Only sync primary workplace
You also have the option to ONLY sync the primary workplace. If not selected, SuperPath adds the user to a Team for each workplace they are allocated to in Deputy.

### Use preferred name
This option overrides the person's first name in SuperPath with their preferred name in Deputy.

### Employee ID custom field (F01 to F128)
In some cases you may be using another unique identifier for your employees. This is normally stored in a Deputy custom field. This option lets you use your own custom identifier for the employee record.

### Teams sync
* **Use Deputy companies and locations as teams**: the company name and location are used as the employee's Team(s) in SuperPath.

### Add completed learnings to the employee record
* **Add completed learning pathways to the employee training record**: when a person completes a learning Pathway, it is added to the employee training record in Deputy.
* **Add completed content to the employee training record**: when a person completes assigned learning content, it is added to the employee training record in Deputy.
* **Add certificates to the employee training record**: when a person earns a Certificate, it is added to the employee training record in Deputy.

## Sync assigned learnings to Deputy tasks
Turn on **Sync Assigned Learnings to Tasks** to put each person's assigned learning into their task list in Deputy. This option is off until an Owner or Admin turns it on.

What happens while it is on:
* When content, an Event, a Form or a Pathway is assigned to a person, a task is created in their Deputy task list. A Pathway is one task. Its individual steps do not get tasks of their own. Learning a person assigns to themselves from the Library counts too.
* When they complete the learning in SuperPath, the task is ticked in Deputy.
* If the due date of an open learning is changed in SuperPath, the due date on the task moves with it.
* If the learning is deleted or unassigned, the task is removed from Deputy.

What the person sees in Deputy:
* A bell notification telling them they have been tasked with the learning.
* A task under **Tasks → My Tasks** with the learning title and due date.
* A comment on the task with a link that opens their own copy of the learning in SuperPath, through login if needed. If the Admin added a note when assigning the learning, the note is included in the comment.
* When they complete the learning in SuperPath, the task is ticked with them as the person who completed it.
* If the learning is deleted, the task disappears from their list.

> **Note:** The task and the notification come from the Deputy login that connected the integration. If you want a neutral name on the tasks, connect the integration using a shared Learning and Development Deputy login.

Ticking the task in Deputy does not complete the learning in SuperPath. The learning stays open and reminders keep going until the person completes it in SuperPath.

Turning this option on does not create tasks for learnings that were already assigned. To create tasks for open learnings that do not have one, run **Learning Resync** under Additional actions. Running it again creates nothing new. If SuperPath lost track of a task it created earlier, Learning Resync links the existing task instead of creating a second one.

People who do not have a matching Deputy employee do not get a task. The integration log shows why. Every task that is created, ticked, moved or removed is also written to the integration log under the Deputy integration, with the learning title and the person's name, so you can see what reached Deputy. A problem reaching Deputy never blocks the assignment, completion or deletion in SuperPath.

## Additional actions
You can also perform these additional actions:
* **Sync Teams**: sync all company locations from Deputy into SuperPath Teams.
* **Trigger Full Sync**: sync all employee records from Deputy into SuperPath. This process invites new Deputy employees to SuperPath and updates existing users in SuperPath.
* **Learning Resync**: add completed learnings that have not yet synced to the employee training record in Deputy. When **Sync Assigned Learnings to Tasks** is on, it also creates Deputy tasks for open learnings that do not have one. Running it again creates nothing new.

## Things to keep in mind
* The due date on a Deputy task is the day the assigner picked in SuperPath. Deputy stores due dates as midnight in your Deputy company's timezone and shows them in the viewer's timezone, so a person viewing Deputy from a timezone west of your company's may see the day before. This is how Deputy displays dates, not a different date sent by SuperPath.
* Turning **Sync Assigned Learnings to Tasks** off stops new tasks, ticks and due date changes straight away. Tasks already in Deputy are left as they are, but they are still removed when their learning is deleted in SuperPath.
* Renaming content or a Pathway does not rename its Deputy task. The link in the task comment still opens the learning.
* If a completed learning is reset or reopened in SuperPath, its Deputy task stays ticked.
* Tasks are not created for individual Pathway steps, Certificates, Skills or Roadmap levels.
* A learning gets a task whether or not its **Sync with HRIS** setting is on. That setting only controls what goes on the employee training record.

## FAQs
**Does ticking the task in Deputy complete the learning in SuperPath?**
No. The sync is one way. The learning stays open in SuperPath until the person completes it there, and the task is ticked at that point.

**Why do the tasks and notifications come from one person's name?**
Deputy attributes them to the Deputy login that connected the integration. Connect the integration with a shared Learning and Development Deputy login if you would prefer a neutral name.

**I turned the option on but nobody has tasks yet. Why?**
Tasks are only created for learnings assigned after the option is turned on. Run **Learning Resync** under Additional actions to create tasks for open learnings that do not have one.

**Someone did not get a task. Where do I look?**
Open the integration log for the Deputy integration. If the person has no matching Deputy employee, or Deputy could not be reached, the log entry for that learning says so.

## Who can do this
**Owners** and **Admins** can connect and configure the Deputy integration, including the **Sync Assigned Learnings to Tasks** option and the additional actions. **Managers**, **Content Managers**, **People Managers**, **Instructors**, **Employees** and **Restricted** users cannot, and the Integrations tab is not shown to them. You also need to be an Admin in Deputy to connect it.