When a leave or vacation request is approved, Humand can automatically generate a PDF certificate with the employee’s information and request details. You can set up the content and design of the certificate for each policy type, and the document will be available in the employee’s Personal Documents, with the option to require their signature.

• Go to the settings for the policy type (for example, Vacation or Sick Leave) and look for the certificate section. When you enable it, a 3-step setup wizard will open to help you configure the document.

  To enable sending the certificate to Personal Documents, the Personal Documents miniapp must be active and you must have access to it based on your role.

  

• Set up the text content for the certificate:

  • Internal name (required): used to create the PDF file name: {certificate name} - {policy type} - {request ID}.pdf.
  • Title (optional).
  • Subtitle (optional).
  • Description (optional, supports line breaks).

  The subtitle and description fields support dynamic variables that are automatically filled in with each request’s data:

  Variable	What it inserts
  Name	Employee’s first name
  Last name	Employee’s last name
  Employee ID	Employee ID number
  Position	Employee’s position
  Department	Employee’s department
  Leave type	Name of the policy type
  Start date	First date of the request
  End date	Last date of the request
  Days requested	Number of days
  Approval date	Date it was approved
  Colombia field	Additional field specific to Colombia

  You’ll see a real-time preview of the certificate as you fill out the fields.

  

• Set up the look and destination of the document:

  • Logo: use the community logo (default), upload a different one, or leave the certificate without a logo.
  • Content alignment: left, center (default), or right.
  • Send to Personal Documents: enable this option to automatically save the certificate in the folder you choose. The folder where certificates are saved cannot be deleted.
  • Requires employee signature: this option only appears if you enabled sending to Personal Documents. If you turn it on, the document will be generated in a pending signature state.

  This step also shows a real-time preview.

  
• You’ll see an expanded preview of the certificate with sample data. Confirm your setup by clicking the Save certificate button.

• When a request for a policy type with the certificate enabled is approved, Humand automatically generates the PDF and links it to that request. You can download it directly from the request. If sending to Personal Documents is enabled, it will also appear in the employee’s corresponding folder.

  A certificate that’s already been generated won’t change if you edit the template later. Each document reflects the settings in place at the time it was generated.

• If you enabled "Requires signature," the document will be generated as pending, and the employee can sign it from Personal Documents. If the employee signs indicating they do not agree, that does not affect the status of the request.

  From the Vacation and Leave request, there’s no direct link to Personal Documents or notification that the certificate is pending signature. The employee must go to Personal Documents to sign it.

• Keep in mind how the system reacts to changes in the original request:
  • Cancellation: If a request with an associated certificate is canceled, the document is deleted. When canceling, Humand will show a warning that the certificate will be deleted.
  • Edit dates: If you change the dates of a request that already has a generated certificate, the document will be regenerated with the updated dates. If it required a signature, the employee will need to sign it again.

If the Personal Documents module is not active, or you don’t have access to it based on your role, you won’t be able to enable sending the certificate to Personal Documents when setting up the policy type.