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Leave details for each person

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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.