How to Use the Sticky Option When Importing Employee Data

In some situations, a manager might need access to more than one Declaree administration—usually to approve expense reports for teams that operate across different countries or legal entities.

If you’re using automatic employee data imports (like from Personio or via sFTP), each user is typically linked to a single legal entity. In this article, you’ll learn how to give a user access to multiple administrations using the Sticky option, so they can for example approve reports across teams without losing their original user assignment.

When Do You Need This Setup?

This setup is typically needed when:

You manage employee data through automatic imports (e.g., via Personio or sFTP).
Each employee is assigned to only one legal entity, and therefore only one Declaree administration.
A manager needs approval rights in a second administration, even if they don’t belong to that legal entity.

Why Use the Sticky Option?

When users are imported automatically, they can be removed from any administration they don’t belong to during the next data sync.

To prevent this, Declaree offers a Sticky option. This ensures the user profile remains in a specific administration—even after future synchronizations.

Example:
A company operates across multiple countries. Each country has its own Declaree administration:

Office Germany (for employees based in Germany)
Office Netherlands (for employees based in the Netherlands)

One of the employee works in Germany, so their data is imported into Office Germany. But they also manage a team in the Netherlands and need access to approve their team’s reports in Office Netherlands.

How to Give Cross-Administration Access

Follow these steps to grant access to a second administration:

In Office Germany, open the employee’s user profile.
Go to Advanced → Administrations.
Type the name of the other administration (e.g., Office Netherlands).
Click +, then Save.

Switch to Office Netherlands.
Open the same user profile.
Enable the Sticky option.

✅ This keeps the manager assigned to the second administration, even if future data imports no longer include them. They can now work across both Declaree administrations while keeping their original employee profile intact.

Things to Keep in Mind

This setup is essential when using integrations like Personio, where employees are tied to a single legal entity.
Without the Sticky option, automated syncs may remove the user from the second administration.
When using sFTP import, the Sticky option works the same way - “gluing” the user to the assigned environment even if they aren’t included in the next data batch.