docs: request leave (day-off)

docs/CONTRIBUTING.md

@@ -116,9 +116,8 @@
 Avoid simply pasting the URL inline.
 
 ```md
-Check this out: <issue_or_pr_url>
-Related: <issue_or_pr_url>
-See <issue_or_pr_url> for details
+Check this out: <issue_or_pr_url> Related: <issue_or_pr_url> See
+<issue_or_pr_url> for details
 ```
 
 > [!NOTE]
@@ -136,8 +135,9 @@
 
 For the security and integrity of our project, we require all contributors to
 sign their commits.  
 For detailed instructions on why and how to sign your commits refer to
-[GitHub's documentation on commit signature verification](https://docs.github.com/en/authentication/managing-commit-signature-verification/about-commit-signature-verification).
+[GitHub's documentation on commit signature
+verification](https://docs.github.com/en/authentication/managing-commit-signature-verification/about-commit-signature-verification).
 
 > [!Note]
 > We recommend signing commits using an [SSH key](https://docs.github.com/en/authentication/managing-commit-signature-verification/about-commit-signature-verification#ssh-commit-signature-verification). Ensure your Git version supports SSH signature verification (Git 2.34 or later).
@@ -147,9 +147,10 @@
 > [!NOTE]
 > Here's a [good resource](https://youtu.be/bmSAYlu0NcY?si=2lLQeY1PGCY9tcvX) on software design philosophy.
 
 When planning the scope of work, make sure you
-[keep PRs small](https://artsy.github.io/blog/2021/03/09/strategies-for-small-focused-pull-requests/).
+[keep PRs
+small](https://artsy.github.io/blog/2021/03/09/strategies-for-small-focused-pull-requests/).
 You must be able to complete your PR within 3-4 hours.  
 If the solution requires more time, then decompose it into smaller independent
 PRs. In case your smaller PRs can't be used on production, use feature flags.
 
@@ -182,7 +183,8 @@
    [draft PR](https://docs.github.com/en/pull-requests/collaborating-with-pull-requests/proposing-changes-to-your-work-with-pull-requests/about-pull-requests#draft-pull-requests)
    right away. Do not mark PR as "ready to review" unless you are confident it
    is ready.
-1. [Link opened PR](https://docs.github.com/en/issues/tracking-your-work-with-issues/linking-a-pull-request-to-an-issue#linking-a-pull-request-to-an-issue-using-a-keyword) to the corresponding Problem (issue).
+1. [Link opened PR](https://docs.github.com/en/issues/tracking-your-work-with-issues/linking-a-pull-request-to-an-issue#linking-a-pull-request-to-an-issue-using-a-keyword)
+   to the corresponding Problem (issue).
 1. Before marking your PR as ready for review, assign **at least one reviewer**
    (team or individual). Do not merge without approved review.
 

docs/LEAVE_POLICY.md

@@ -21,16 +21,68 @@ public holidays.
 
 Your personal leave year = **365 days from the date you signed your agreement**.
 
-## How to Ask for Leave?
+## How to Request Leave?
 
-[Create Leave Request (GitHub form)](https://github.com/holdex/developers/issues/new?template=leave_request.yml).
+1. **Go to your HR repository** (e.g., `holdex/hr-member-yourname`)
+1. **Create a new branch** for your leave request
+1. **Edit the `leave.yaml` file** and add your leave dates:
+   - For future leave: add under `daysOff.scheduled`
+   - For past days: add under `daysOff.taken`
 
-## What Happens After You Submit?
+   Example:
 
-| Result     | What HR does                                     |
-|------------|---------------------------------------------------|
-| Approved   | HR merges a PR and writes “Approved” in your request |
-| Rejected   | HR closes the request and explains why            |
+   ```yaml
+   daysOff:
+     taken:
+       - date: 2025-12-25
+         type: holiday
+     scheduled:
+       - date: 2026-01-15
+         type: vacation
+         notes: Family trip
+   ```
+
+1. **Create a Pull Request** with your changes
+1. **Wait for approval** - HR will review and merge your PR if approved
+1. **After merge** - your leave is recorded and will appear in the automated
+   summary
+
+### Valid Leave Types
+
+- `vacation` - Planned time off
+- `sick` - Sick leave
+- `personal` - Personal days
+- `holiday` - Public/company holidays
+- `unpaid` - Unpaid leave (deducted from salary)
+
+### Date Ranges
+
+You can use ranges for multi-day leave:
+
+```yaml
+- date: 2026-02-10 to 2026-02-15
+  type: vacation
+```
+
+or for multi-day but separated, you can simply add more items on 1 PR:
+
+```yaml
+- date: 2026-02-10
+  type: vacation
+- date: 2026-02-12
+  type: personal
+- date: 2026-02-15 to 2026-02-17
+  type: personal
+```
+
+## Automated Leave Summary
+
+Every day at midnight UTC, the system automatically:
+
+- Calculates your leave balance (days remaining/committed)
+- Shows carry-over from previous year (max 3 days)
+- Updates your HR issue with a detailed leave summary
+- Calculates unpaid leave deductions per month
 
 ## Money Rules – Super Simple