🏔️ Milano Cortina 2026 - Shift Viewer User Guide

1. Getting Started

Loading Your Shift Data

There are two ways to load shift data into ShiftViewer:

Option 1: Upload Excel File

Steps to upload:

1. Download from SharePoint: Visit the SharePoint link above and download the latest shift schedule Excel file to your local drive
2. Open ShiftViewer: Navigate to the ShiftViewer application
3. Select File: Click the "Select Excel File" button on the landing page
4. Browse: Navigate to your downloaded Excel file (.xlsx or .xls) and select it
5. Automatic Processing: The app will automatically parse and display your shifts

Option 2: OneDrive Sync (Recommended)

For the best experience, set up OneDrive sync so your Excel file stays current automatically. See the OneDrive Sync section below for setup instructions.

OneDrive Sync: Stay on the Latest Version

How to Configure OneDrive Sync

On Windows:

1. Open the SharePoint folder: DTEC COLE MICO26 - OneDrive folder
2. In SharePoint, navigate into the GT folder
3. Click Sync (OneDrive) to sync the GT folder (recommended), or use Add shortcut to OneDrive on the published shifts file if you only want that one file
4. OneDrive will open and begin syncing the folder
5. In File Explorer, navigate to your OneDrive folder and wait for the sync to complete (look for a green checkmark ✓ on the Excel file)
6. The synced file will typically be at: OneDrive - [Organization]\DTEC_COLE_MICO26\...

On Mac:

1. Open the SharePoint folder: DTEC COLE MICO26 - OneDrive folder
2. In SharePoint, navigate into the GT folder
3. Click Sync (OneDrive) to sync the GT folder (recommended), or use Add shortcut to OneDrive on the published shifts file if you only want that one file
4. If prompted, allow OneDrive to open
5. In Finder, look for the OneDrive folder in your sidebar (or navigate to ~/Library/CloudStorage/OneDrive-[Organization]/)
6. Wait for the sync to complete - the file will show a green checkmark ✓ or cloud icon when ready

Refreshing When the File Updates

When the shift schedule is updated on SharePoint, OneDrive will sync the new file to your computer. However, ShiftViewer cannot detect file changes automatically. To load the updated data:

1. Ensure OneDrive has synced: Check that the file in your OneDrive folder shows a green checkmark (not a sync-in-progress icon)
2. Refresh your browser: Press F5 (Windows) or Cmd+R (Mac) to reload ShiftViewer
3. Select the file again: Click "Choose/Refresh Excel File" and navigate to the synced file
4. Confirm selection: The app will load the latest data from the file

2. Search Features

Basic Search

Type any text in the search box to search across all fields (name, role, venue, type).

AND Search (Multiple Terms)

Separate terms with spaces - ALL terms must match (AND logic).

OR Search NEW

Use the OR keyword between terms to match shifts containing ANY of the terms. Supports multiple ORs!

Quoted Phrase Search

Use quotes to search for exact phrases with spaces.

Field-Specific Search

Search within specific fields using field:value syntax.

Search	Description
name:John	Search only in names
role:WMR	Search only in roles
venue:RTOC	Search only in venues
date:15/11	Search by date

Date Search POWERFUL

Search by date with intelligent format detection and year inference.

Date Formats Supported:

• date:15/11 - Tries both EU (15 Nov) and US (Nov 15) formats
• date:11/15 - Same as above
• date:15/11/2025 - Specific date with 4-digit year
• date:15/11/25 - Specific date with 2-digit year

Smart Year Inference:

• November-December → Assumes 2025
• January-March → Assumes 2026
• Other months → Uses current year

Assignment Status Search NEW

Filter by whether shifts are assigned or not.

Type Search

Search by shift type (virtual or on-site).

Negative Search (Exclude Terms) NEW

Use the minus sign (-) prefix to exclude terms from results.

Combining Search Types

Mix and match different search types for powerful filtering.

3. Filters & Views

Tab Filters

Quick access to common time-based views:

Tab	Shows
📋 Upcoming	All future shifts (starting from today)
🔴 Current Shifts	Shifts happening right now
📆 Today	All shifts scheduled for today
📅 Tomorrow	All shifts scheduled for tomorrow
🔍 ALL (incl. past)	Every shift, including past ones

My Shifts Filter PERSONAL

Filter to see only your assigned shifts by name or role.

How to Use:

1. Enter your name or role in the "Name or role" text box
2. Click "👤 My Shifts" button
3. Button turns purple - filter is active
4. Click again to turn off filter

Behavior:

• ✅ Works with tab filters (e.g., "Upcoming" + "My Shifts" = your upcoming shifts)
• ✅ Clears search boxes when activated
• ✅ Your name is saved for future sessions
• ✅ Input text is gray when inactive, black when active

Sort Order

Shifts are automatically sorted in a logical order for easy viewing:

1. Date - Earliest dates first
2. Start Time - Earlier start times first (for same date)
3. Role - Alphabetically by role name (for same date and time)
4. Venue - Alphabetically by venue (for same date, time, and role)

This makes it easy to see shift handovers and find related shifts grouped together.

Saved Search

Save and quickly execute frequently used searches.

How to Use:

1. Type your search in "This search will be saved" box
2. Search is automatically saved to your browser
3. Click "Execute Saved Search" to apply it
4. Button turns purple when active
5. Click again to clear the search

Features:

• ✅ Automatically saved across sessions
• ✅ Button disabled when search box is empty
• ✅ Uses same powerful search syntax
• ✅ Toggle on/off easily

4. Calendar View NEW

View your filtered shifts in a visual calendar format, color-coded by person with shift handover visibility.

How to Use

1. Filter shifts using "My Shifts" with a name or role
2. The "📅 View Calendar" button becomes active in the stats bar
3. Click the button to open the calendar popup
4. View your shifts organized by month and day

Calendar Features

Color-Coded by Person

• Each person is assigned a unique color
• A legend at the top shows the color mapping
• Quickly identify who is working each shift

Shift Time Indicators

• Yellow border: Morning shifts
• Orange border: Afternoon shifts
• Dark blue border: Night shifts

Overnight Shifts

Shifts that span midnight are automatically split across two days:

• First day shows the start portion (e.g., 23:45-00:00)
• Next day shows the continuation (e.g., 00:00-07:15)
• This creates visual continuity - the last person on day N appears first on day N+1

Short Shifts

Shifts of 1 hour or less display with diagonal hatched shading to indicate partial coverage.

OFF Days

When viewing a role, people who are not scheduled on a particular day (but appear elsewhere in the schedule) are shown as "OFF" in gray. This helps identify gaps in coverage.

5. Export Features

Export your shifts to various formats for use in other applications.

Export to Outlook/Calendar (ICS)

Export shifts to an ICS calendar file for import into Outlook, Google Calendar, or other calendar applications.

How to Export to Calendar

1. Filter your shifts using search or "My Shifts"
2. Click the "📤 Export Shifts" button in the stats bar
3. In the export dialog, choose whether to show shifts as Busy (default) or Free
4. Click "📅 Export" to download the ICS file

Export to Excel

Export the currently displayed shifts to an Excel spreadsheet for reporting or analysis.

How to Export to Excel

1. Filter your shifts using search, tabs, or "My Shifts"
2. Click the "📤 Export Shifts" button in the stats bar
3. In the export dialog, click "📊 Excel"
4. The spreadsheet downloads with columns: Date, Time, Venue, Location, Role, Type, and Name

Importing into Outlook

1. Double-click the downloaded .ics file, or
2. In Outlook: File → Open & Export → Import/Export → Import an iCalendar file
3. Choose to add to your calendar

Updating Your Calendar RECOMMENDED

All imported shifts are tagged with the category "ShiftViewer". This makes it easy to find and manage them:

To Update Your Calendar with New Shifts:

1. In Outlook, search for category:ShiftViewer
2. Select all results (Ctrl+A or Cmd+A)
3. Delete the selected events
4. Export fresh shifts from ShiftViewer
5. Import the new ICS file

Color-Coding Your Shifts in Outlook RECOMMENDED

Make your shifts stand out by assigning a color category in Outlook:

One-Time Setup:

1. After importing, right-click any shift event in your calendar
2. Select "Categorize" → "All Categories..."
3. Click "New" to create a category
4. Name it something like "CO26 Shifts" or "Olympics"
5. Choose a distinctive color (e.g., Olympic Blue, Gold)
6. Click OK

Applying the Category:

1. In Outlook Calendar, switch to List View (View → Change View → List)
2. Sort or filter by the "Categories" column to find "ShiftViewer" events
3. Select all your shift events (Ctrl+Click or Shift+Click)
4. Right-click → "Categorize" → Select your custom category
5. All selected events will now display in your chosen color

Quick Category Assignment:

For faster categorization of future imports:

• Create a Quick Step in Outlook to apply your category with one click
• Or use keyboard shortcut: Select events → Press the category shortcut key (if assigned)

6. Understanding the Interface

Shift Cards

Each shift is displayed as a compact card with all relevant information.

Card Header:

• Name: Large, bold text (or "🔴 Unassigned")
• Role: Purple text below name
• Status Badge: Green "✓ Assigned" or Orange "⚠️ Unassigned"

Shift Details (Grid Layout):

• 📅 Date (day, month, year)
• 📍 Venue
• 🌍 Location
• 🕐 Time (CET)
• 🕐 Time (IST)
• 📋 Type (Virtual/On Site)

Contact Information:

Displayed in a horizontal line at the bottom of each card:

• 💬 Teams: Click to open chat in desktop Teams app
• Email: Shown in gray text
• 📱 Individual: Personal phone number (hover for tooltip)
• 🔄 Role: Shared phone passed between shifts (hover for tooltip)

Statistics Bar

Shows at the top of the shift list:

• Total: Number of shifts in current view
• Assigned: Count of assigned shifts
• Unassigned: Count of unassigned shifts

Button States

Filter Buttons (My Shifts, Execute Saved Search):

State	Appearance
Inactive	Gray background, 100% opacity
Active	Purple background, 100% opacity
Disabled	Gray background, 50% opacity, cursor not-allowed

7. Tips & Tricks

Search Efficiency

• Use field-specific search when you know exactly what you're looking for
• Combine multiple criteria for precise results
• Use quotes for multi-word phrases
• Remember: spaces = AND logic (all terms must match)

Finding Unassigned Shifts

Personal Workflow

1. Enter your name in "My name" box (saved automatically)
2. Click "Upcoming" tab
3. Click "My Shifts" to see your upcoming shifts
4. Click "My Shifts" again to see all upcoming shifts

Keyboard Shortcuts

• Type in search box - results update after 200ms pause
• Press Escape in "My name" box to clear filter

Data Management

• Data is saved to your browser automatically
• Use "Load Saved Data" to avoid re-uploading
• Check the "Last update" timestamp to know data freshness
• Upload a new file to replace saved data

Combining Filters

All filters work together:

8. Troubleshooting

No Shifts Showing

• Check if you're on the correct tab (try "ALL" to see everything)
• Clear search box and filters
• Verify your Excel file uploaded successfully
• Check browser console for errors (F12)

Search Not Working

• Wait 200ms after typing (debounced search)
• Check search syntax (use field:value format)
• Verify spelling and case (searches are case-insensitive)
• Try simpler search terms first

Date Search Issues

• Use date: prefix: date:15/11
• Try both EU and US formats (app tries both)
• Include year if ambiguous: date:15/11/2025
• Check console logs for date parsing details

Teams Link Not Working

• Ensure Microsoft Teams desktop app is installed
• Link uses msteams:// protocol for desktop app
• Falls back to web version if desktop not available
• Check browser allows protocol handlers

Saved Data Not Loading

• Check if browser allows localStorage
• Try clearing browser cache and re-uploading
• Verify you're using the same browser
• Private/Incognito mode may not persist data

Button Not Responding

• Check if button is disabled (50% opacity)
• Ensure text box has content (for filter buttons)
• Try refreshing the page
• Clear browser cache if persistent

Quick Reference

Search Syntax Cheat Sheet

Syntax	Example	Result
General	john	Searches all fields
AND	wmr olena	Both terms must match
Quoted	"duty manager"	Exact phrase
Field	role:WMR	Search specific field
Date	date:15/11	Search by date
Status	unassigned	Filter by assignment
Type	virtual	Filter by shift type
Exclude	-RTOC	Exclude matching terms
Combined	role:WMR date:15/11 virtual	All criteria must match
Combined w/ Exclude	venue:TOC -RTOC unassigned	Include TOC, exclude RTOC, unassigned only