# Leave details for each person

> Leave seniority, previous employment, children and could not take leave, the answers HR records on a person's Time off tab

Leave details is a card on a person's **Time off** tab, after **Entitlements**. It holds
answers some leave types need beyond the start date, schedule and country.

## What the card holds

A row shows only when one of the person's leave types reads it, with a "Used by" line
naming those types; a value no current type reads shows **Not used now**. **To check**
marks the one blank that gives less than the law, Leave seniority. Only admins edit the
card. The person sees it read-only under **My profile → Time off**; managers never see
it.

The Overview's Record setup lists what is still open: **Leave seniority not checked**,
**Contract type not recorded** (filled in under **Edit profile → Employment**), and
during the hire year the questions First job, previous employer and children. Saving a
policy that needs one of them names it in the toast.

## The four rows

- **Leave seniority** (Polish annual leave): total service (earlier employers, documented
  B2B and civil-law periods, the education credit), for the step from 20 to 26 days.
  Choose **No earlier service**, or **Earlier service** in years and months or a date.
  Until checked, the step counts from the start date, and the Overview's Record setup
  shows **Leave seniority not checked**, due 7 days after the first day (Labour Code
  art. 29 §3).
- **Previous employment** (Polish and German annual leave, hire year only): **First job**
  (Poland: first calendar year of employment, abroad included) and the previous
  employer. Choose **No other employer**, which saves at once, or **Enter świadectwo
  pracy** with the last month, first month, working time and annual leave used there.
  SquadBear works out Polish annual leave from them, and both jobs together never give
  more than a full year's annual leave. The certificate's on-demand, force
  majeure, carer's leave and art. 188 figures go in with **Adjust balance**. In Germany,
  **Enter Urlaubsbescheinigung** asks only the last month, and leave granted or paid out
  there goes in with Adjust balance. After the hire year, corrections are Adjust balance
  lines. If the start date moves to another year while you answer, nothing is saved:
  answer again for the new year.
- **Children** (Singapore childcare and infant care leave): each child's date of birth
  and, where asked, Singapore citizen Yes or No. Until a child is recorded, a leave type
  that counts per child says **Counts per child: no child recorded yet** on its
  Entitlements row, with **Add a child**. A child with leave recorded against them stays
  on the record: correct the date of birth instead of removing the child, or cancel that
  leave first.
- **Could not take leave** (German and Dutch annual leave): leave years in which the
  person could not reasonably take leave. Their days do not lapse on the usual date. Do
  not record the reason.

In the EU minimum and German presets, carried-over days lapse only if the person was
told in writing at least 30 days before. Use **Record notice** on **Entitlements**.

## How

1. Open **People → People**, choose the person, then **Time off**.
2. In **Leave details**, choose **Check**, **Record** or **Edit** on a row, then
   **Save**. The toast names any balance change.
3. For a certificate's capped figures, choose **Adjust balance** on Previous
   employment.

## Worked example

Anna Kowalska joins Northlake on 16 March 2026. Record setup shows **Leave seniority
not checked**, due 23 March 2026, and Urlop wypoczynkowy reads 17 days. Marta, the
admin, chooses **Check**, then **Earlier service**: 11 years and 6 months. Urlop
wypoczynkowy moves to 22 days.

Marta records First job **No**, then chooses **Enter świadectwo pracy**: last month
there March 2026, first month **Before 2026**, **Full time**, 3 days used, one of them on
demand. Urlop wypoczynkowy drops to 19: March counts at that employer, whose share of the
year is 7 days, and the two jobs together never give more than the full 26 (Labour Code
art. 155³ §2). Marta deducts the on-demand day from the on-demand limit with **Adjust
balance**.

## For agents

An admin's agent gets the open questions, without values, as `leaveIntake` from
`get_employee_profile` or `create_employee`, and records answers with `update_employee`.
A certificate's figures wait for your review in SquadBear. Children and Could not take
leave are recorded in the app.

> [!AGENT]
> Tell me what Anna Kowalska's leave setup still needs from HR, ask me each question once, and record my answers. If her previous employer's certificate needs my review, give me the link.

## Related

- [The people model in SquadBear](/docs/admin/people/)
- [How leave works in SquadBear](/docs/leave/concepts/)
- [Review assistant changes](/docs/agents/review-assistant-changes/)