--- title: People description: Set up leave for a legal entity, add employees, start their employment, and request, approve and cancel time off. url: https://salexhub.com/docs/modules/people type: how-to area: hr section: Modules last_updated: 2026-11-14 prerequisites: [] related: - https://salexhub.com/docs/platform/modules - https://salexhub.com/docs/control/approval-rules - https://salexhub.com/docs/control/roles - https://salexhub.com/docs/agent/autonomy - https://salexhub.com/product/hr tools: - hr.setup - leave.balances - employee.me - employment.start - leave_request.submit who: Owners and Admins set it up; they and the HR of a legal entity keep its people. Employees ask for leave, and their manager, then HR, decide. --- # People Set up leave for a legal entity, add employees, start their employment, and request, approve and cancel time off. > **Who can do this**: Owners and Admins set it up; they and the HR of a legal entity keep its people. Employees ask for leave, and their manager, then HR, decide. **People** keeps your employees, their departments and positions, and their time off. Leave is counted on a working calendar and decided by the manager, then by HR. ## Turn it on Switch it on in **Explore modules**: see [Modules](https://salexhub.com/docs/platform/modules). ## Set up leave ### Open Setup Go to **Settings > People > Setup**. With no legal entity yet, the page says **Add a legal entity first**; choose **Open Legal entities**. ### Run it Pick the **Legal entity** and choose **Set up People**. It creates the leave types its country's labor law names, a working calendar and a default leave policy. **Last run** lists what was created and what was already there. For a country with no data, it creates a default set and says so. ### Adjust the rules Under **The rules**, open **Leave types**, **Leave policies**, **Calendars** or **Positions** and change what your organization grants. Run Setup again later and what exists is kept. Renaming a leave type's **Code** does not make it add a second one. ## Add an employee ### Create the employee Open **Employees** and choose **New record**. Enter the **Name**, and the **Employee number**, **Work email** and phone if you have them. Set **Linked user** to the person's member account, so they see their own balances and can ask for leave. One member links to one employee. Add the structure under **Departments**, each with a **Parent unit** and a **Manager**. ### Create the employment Employment is a record of its own, kept on the employee's page under **Employment**. Give it the **Employer** (a legal entity), the **Start date**, the **Type**, and a first term under **Terms**: **Effective from**, **Position**, **Department**, **Manager**, **Calendar** and **Leave policy**. ### Start it Choose **Start employment**. The employee now shows their job title, department, manager and employer, and the year's leave is posted under the term's policy. It is refused without a term, without a live legal entity as employer, or while the person already has an active employment. Later changes are acts on the same employment. **Amend terms** adds a new term from a day (Owners and Admins). **Give notice** and **End employment** close it. **Withdraw** drops a draft for someone who never started. ## Request and approve leave ### Check the balance Open **Leave balances**. You see your own balances and those of the people who report to you, and admins see everyone's. Each leave type shows **Allowance**, **Used** and **Available**. ### Ask for leave Open **Leave requests** and choose **New record**: the **Leave type**, **First day**, **Last day**, and **Half day** or a **Reason** if needed. Choose **Submit**. The working days are counted on the calendar of the employee's term, holidays left out, and written to **Days**. ### Approve it A leave type with **Requires approval** on holds the request. The confirm button reads **Send for approval**, and the request waits for the employee's manager, then for the HR of the employing legal entity, in **Approvals**. It is never the requester or the employee the leave is for, whoever filed it. With **Requires approval** off, the leave is granted on submit. ### Cancel it Choose **Cancel leave** on approved leave. The employee can until the leave's first day. After that, the HR of the employing legal entity, an Owner or an Admin. The days return to the balance and the people who approved it are told. ![The Leave requests list](/docs/screens/modules/people-light.png "Leave requests: a request waiting for approval shows its step beside the summary.") > [!NOTE] > The platform rule **Leave** decides these requests, and it cannot be switched off. You can tighten it: see [Approval rules](https://salexhub.com/docs/control/approval-rules). ## Settings | Setting | Where | What it does | | --- | --- | --- | | **Setup** | **Settings > People > Setup** | Creates leave types, a calendar and a default policy for one legal entity. | | **What line managers read** | **Settings > People > Setup** | Personal details stay hidden from line managers unless you turn a property on here. | | **Leave types** | **Settings > People > Leave types** | Per type: **Paid**, **Allowance** (**Accrues into a balance**, **Up to a cap per year**, **Up to a cap per occasion** or **No cap**), **Requires approval**, **Cap (days)**, **Waiting months** and **Only after probation**. | | **Leave policies** | **Settings > People > Leave policies** | Per legal entity, the **Entitlements**: **Leave type**, **Days per year**, **Accrual** (**Monthly** or **Annually, upfront**) and **Waiting months**. **Default for the entity** is the one an employment falls back to. | | **Positions** | **Settings > People > Positions** | The jobs a term names. The employee shows it as their job title. | | **Calendars** | **Settings > Organization > Calendars** | The **Working days**, **Hours per day** and **Holidays** that leave is counted against. | | **HR** | **Settings > Organization > Legal entities** | Open the entity and choose **Add a person** under **HR**. They read the entity's employee files and answer approval steps that ask its HR. With nobody added, only Owners and Admins see those files. | ## Who sees what A person's file is as visible as their employment: the person, their managers, the HR of the legal entity, and Owners and Admins. A manager reads a report's work fields, not the personal ones, until you turn them on under **What line managers read**. A person's **Name**, **Employee number** and **Linked user** are written only by HR of the employer and by Owners and Admins. ## The Agent - It reads **Leave balances** and the linked employee record without a card, within what the person asking may open. - Setting up People, starting an employment and submitting a leave request each ask for a card, unless the mode is Full autonomy: see [Autonomy](https://salexhub.com/docs/agent/autonomy). - Its leave requests meet the same **Leave** rule as anyone's. ## Limits - A request is refused, with the numbers, when the balance or cap is short, when it overlaps another of the person's requests, or when the person has no active employment. - Unused days stay in the balance. There is no year-end carry-over cap. --- The same page for people: https://salexhub.com/docs/modules/people. Index of this site for agents: https://salexhub.com/llms.txt