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▶ Watch the video: The Resource Calendar tab 2:40

Time off and the Resource Calendar

Mermix lowers a person's capacity on the days they are away, so their work is planned around it. Time off comes from a file your HR system exports, and the Resource Calendar tab shows the result for one person, day by day, for a whole year.

The Resource Calendar

Open the Resource Calendar tab, choose a person, and choose a year (the two years before this one, this year or next year). Mermix shows the twelve months of that year, each week starting on Monday. Each day is coloured by what is on it:

  • Allocated — the person has planned work that day.
  • Overloaded — the planned hours are more than the person can work that day. Work in other portfolios counts too.
  • Time Off — approved leave.
  • Pending — leave not yet approved.
  • Holiday — a public holiday in the person's country.
  • Weekend — a day the person does not work: Saturday and Sunday, and the days off in their working pattern.
  • Conflict — a small dot on a day that has planned work and is also leave or a public holiday, so you can see where work runs into someone's time away.

Hover over a day to see the date, the tasks on it, the leave (its type, dates, and whether it is approved or pending) and the name of the public holiday.

Below the months, Time off in [year] lists the person's leave in that year with its dates, type and status. Admins and Planners can Remove an entry; Mermix asks first, and the leave stops lowering the person's capacity. Nothing changes in Jira or in your HR system. A Planner can remove leave only for the people in their portfolios.

Board members can look at anyone's calendar, but cannot import or remove leave.

What approved and pending leave do

  • Approved leave lowers the person's capacity: that day counts as 0 hours. The hours of a task that runs across it move to the task's other days; a task that lies entirely inside their leave keeps its hours there and shows as overloaded.
  • Pending leave is shown, and a day with work on it gets a conflict dot, but it does not lower capacity until it is approved.

Public holidays come from the person's country, set on Portfolios → All people.

Importing time off

Admins and Planners import leave on the Resource Calendar with Import time-off. Last import: beside it shows when it was last done.

1. Choose the file

Use an Excel (.xlsx) or CSV file. The first row must hold the column names. In a CSV, commas, semicolons and tabs all work. If an Excel file has more than one sheet, Mermix asks which sheet holds the leave.

2. Match the columns

Mermix matches the columns by their names, ignoring capitals. Check each one and change it if needed:

Field Needed? Column names Mermix recognises
Email Yes email, e-mail, mail, user email, employee email, work email
Start Date Yes start date, from, begin, start, begin date, from date
End Date Yes end date, to, until, end, to date, through
Leave Type No — Holiday if left out leave type, type, category, absence type, reason, kind
Status No — approved if left out status, state, approval, approval status

A row belongs to the person in Mermix with that email. An Admin's import covers anyone in the workspace; a Planner's covers the people they plan, and the preview says how many rows are for other people and are skipped.

3. Check the preview, then import

The preview shows what each row will do before anything is saved: Added, Already in Mermix, Status changes, Removed (cancelled), Cancelled, not in Mermix, Not in your portfolios or No such person in Mermix. Click Import to save it. The message afterwards says what was added, changed, replaced, removed and skipped.

How dates are read

These are read:

  • date cells in Excel, and Excel date numbers
  • 2026-12-21, 2026/12/21 or 2026.12.21
  • 21 Dec 2026, 21 December 2026, 21-Dec-2026, Dec 21, 2026
  • numbers such as 21/12/2026 (with /, - or .)

Numbers like 05/06/2026 can mean 5 June or 6 May, so Mermix reads the whole file in one order. If any date in the start or end column only makes sense month first (12/21/2026), the file is read month first; otherwise it is read day first. The preview says which, for example Dates written as numbers are read day first (16/12/2026 is 16 Dec 2026). If a file writes some dates day first and others month first, the dates that could mean either are listed as not readable rather than guessed.

A date that does not exist — a 13th month, 30 February — is never turned into another date: the row is listed as not readable.

How the status is read

The Status column decides what happens to each row. Capitals do not matter.

  • approved, accepted, confirmed, yes, ok, granted, or an empty cell — approved.
  • cancelled, canceled, declined, rejected, denied — not added. If Mermix holds that exact leave, it is removed, so importing an updated export keeps Mermix in line with your HR system.
  • Any other word (pending, requested…) — pending.

The Leave Type is free text, shown on the calendar as written; a row without one is Holiday.

Rows Mermix can't read

A row with no email, a start or end date that cannot be read, or an end before its start is listed under Rows Mermix couldn't read, with its row number in the file and what is wrong — for example Start date not readable: 02/30/2027. These rows are skipped; the rest of the file can still be imported. Fix them in the file and import it again.

Leave that matches or clashes with leave in Mermix

  • Same dates as leave Mermix holds for that person: it is Already in Mermix, or Status changes if the file's status differs (for example pending in Mermix, approved in the file).
  • Different dates that overlap leave Mermix holds for that person — the file says 21–24 December and Mermix holds 21–23 December, or the file says 22 December — is a clash. The preview names the leave it clashes with, and you choose:
    • Replace it — the leave in Mermix is replaced by the file's row.
    • Skip this row — Mermix keeps what it holds.
    • For a cancelled row: Remove that leave or Skip this row.

There is no default: Import becomes available once every clash is decided, and Mermix never keeps two overlapping entries from an import. If your time off comes straight from an HR system, clashes are rare.