Hacker admissions emails and Tito duplicate check fix by ReehalS · Pull Request #516 · HackDavis/hackdavis-hub

ReehalS · 2026-05-01T10:42:41Z

…o admin UI

When a pre-fetched existingInvitationsMap is provided (email→url): - If the email is already in the map, return the cached URL immediately without hitting the Tito API at all. - Otherwise, create normally.

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Pull request overview

Adds hacker admissions emailing (single + bulk) into the admin invites workflow while also reducing Tito duplicate-check latency during bulk sends.

Changes:

Introduces hacker admission invite types (accept/waitlist_accept/waitlist/reject) and corresponding single/bulk invite responses.
Consolidates the admin invites UI into a unified InvitePanel (single + bulk) shared across hackers/judges/mentors/volunteers.
Optimizes Tito duplicate handling by prefetching existing RSVP invitations into an email→URL map and reusing URLs when possible.

Reviewed changes

Copilot reviewed 24 out of 24 changed files in this pull request and generated 6 comments.

Show a summary per file

File	Description
app/_types/emails.ts	Adds hacker admission types, labels, and response/result types used across UI + server actions.
app/(pages)/admin/invites/page.tsx	Updates invites page to include Hackers tab and use the consolidated `InvitePanel`.
app/(pages)/admin/_components/InvitePanel/InvitePanel.tsx	New shared panel for single/bulk invite flows across roles (with Tito config fetching).
app/(pages)/admin/_components/InvitePanel/SingleInviteForm.tsx	New unified single-invite form including hacker admission decision handling.
app/(pages)/admin/_components/InvitePanel/BulkInviteForm.tsx	New unified bulk-invite form including hacker CSV Type column + result downloads.
app/(pages)/admin/_utils/generateInviteResultsCSV.ts	Adds optional admission Type column support for results export.
app/(pages)/admin/_utils/generateInviteFailuresCSV.ts	Adds optional Type column in failures export to enable re-upload for retries.
app/(api)/_actions/emails/sendSingleHackerInvite.ts	Implements server action for single hacker admissions emails (email-only vs Tito+Hub).
app/(api)/_actions/emails/sendBulkHackerInvites.ts	Implements server action for bulk hacker admissions emails using custom CSV parser.
app/(api)/_actions/emails/parseHackerAdmissionsCSV.ts	Adds CSV parsing/validation for hacker admissions (Type column).
app/(api)/_actions/emails/processBulkInvites.ts	Allows swapping the default CSV parser with a custom parser per bulk flow.
app/(api)/api/admissions/hackers/route.ts	Adds an authenticated admissions API endpoint for batch sending hacker emails.
app/(api)/_actions/tito/getAllRsvpInvitations.ts	New helper to prefetch all RSVP invitations for duplicate short-circuiting.
app/(api)/_actions/tito/getOrCreateTitoInvitation.ts	Extends Tito invite creation to accept a prefetched invitation map for faster duplicate handling.
app/(api)/_actions/emails/sendBulkMentorOrVolunteerInvites.ts	Uses prefetched Tito invitations map to reduce duplicate-check latency.
app/(api)/_actions/emails/transporter.ts	Makes Nodemailer transporter lazily initialized and exports `DEFAULT_SENDER` for guards.
app/(api)/_actions/emails/emailTemplates/2026HackerInviteTemplate.ts	Adds 2026 hacker acceptance email template.
app/(api)/_actions/emails/emailTemplates/2026HackerWaitlistAcceptTemplate.ts	Adds 2026 hacker waitlist-accept template.
app/(api)/_actions/emails/emailTemplates/2026HackerWaitlistTemplate.ts	Adds 2026 hacker waitlist template.
app/(api)/_actions/emails/emailTemplates/2026HackerRejectionTemplate.ts	Adds 2026 hacker rejection template.
Deleted legacy judge/mentor/volunteer invite form components	Removes now-redundant per-role invite forms replaced by `InvitePanel`.

Comments suppressed due to low confidence (2)

app/(pages)/admin/_components/InvitePanel/InvitePanel.tsx:59

When role changes to a Tito-required role, the effect starts fetching RSVP lists/releases but loading isn't set back to true. This can render SingleInviteForm/BulkInviteForm with empty rsvpLists/releases briefly and allow interaction before data is loaded. Consider setting setLoading(true) at the start of the effect (when needsTito(role)), and optionally clearing loadError/data when switching roles.
app/(api)/_actions/tito/getOrCreateTitoInvitation.ts:56
The comment says duplicate recovery is only for the single-invite path (no pre-fetched map), but the recovery logic runs even when existingInvitationsMap is provided (it triggers on any duplicate error). Either update the comment to match the behavior, or gate the recovery behind !existingInvitationsMap if the intent is to avoid per-email lookups in bulk sends.

  // Duplicate recovery for single-invite path (no pre-fetched map)
  if (!titoResponse.ok && isDuplicateTicketError(titoResponse.error)) {
    console.warn(`[Tito] Duplicate detected for ${email}, attempting recovery`);

    const existingRes = await getRsvpInvitationByEmail(rsvpListSlug, email);

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+  // Pre-fetch all existing Tito invitations for rows that need them
+  const existingInvitationsMap = await getAllRsvpInvitations(rsvpListSlug);
+


+export default async function getAllRsvpInvitations(
+  rsvpListSlug: string
+): Promise<Map<string, string>> {
+  const map = new Map<string, string>();
+  const pageSize = 1000;
+  let page = 1;
+
+  let hasMore = true;
+  while (hasMore) {
+    try {
+      const data = await TitoRequest<{
+        release_invitations: ReleaseInvitation[];
+      }>(
+        `/rsvp_lists/${rsvpListSlug}/release_invitations?page[size]=${pageSize}&page[number]=${page}`


+
+const TAB_DESCRIPTIONS: Record<Tab, string> = {
+  hackers:
+    'Send a Tito e-ticket and HackDavis Hub registration invite to hackers.',


+  judges:
+    'Send HackDavis Hub invites to judges. Navigate to emergency-invites for one-time links.',
+  mentors: 'Send Tito e-ticket invites to mentors.',


 /**
 * Generates a CSV string from bulk invite results.
- * @param rows     Merged invite result rows (one per person).
- * @param includeHub  Set true for hacker invites that include a Hub URL column.
+ * @param rows       Merged invite result rows (one per person).
+ * @param includeHub Set true for hacker invites that include a Hub URL column.
 */


  email: string;
+  admissionType?: HackerAdmissionType;
  titoUrl?: string;
  hubUrl?: string; // populated for hacker invites; omitted for mentor-only


ReehalS added 5 commits May 1, 2026 03:08

#515: Add support for hacker emails in server actions

ad971ad

#515: Update MentorVolunteer forms to be role agnostic, add hackers t…

bcc8d8d

…o admin UI

#515 / #502 : Fix tito duplicate check latency

9619b49

When a pre-fetched existingInvitationsMap is provided (email→url): - If the email is already in the map, return the cached URL immediately without hitting the Tito API at all. - Otherwise, create normally.

#515: Rename files to be role agnostic

ca8ce10

#515: Fix build (no constant condition)

ed1c5d8

ReehalS temporarily deployed to development May 1, 2026 10:42 — with GitHub Actions Inactive

ReehalS changed the title ~~515 hacker admissions emails~~ Hacker admissions emails and Tito duplicate check fix May 1, 2026

ReehalS linked an issue May 1, 2026 that may be closed by this pull request

Fix tito duplicate check latency #502

Open

ReehalS added 3 commits May 1, 2026 13:39

#515 : Add waitlist, waitlist_accept, reject emails

4cca71f

#515: Add API route

cfe9045

#515: Add role to failed hacker email csv

c151087

ReehalS had a problem deploying to development May 1, 2026 21:07 — with GitHub Actions Failure

#515: lint

3a012d0

ReehalS had a problem deploying to development May 1, 2026 21:26 — with GitHub Actions Failure

Merge branch 'main' into 515-hacker-admissions-emails

375aaa5

ReehalS had a problem deploying to development May 1, 2026 22:13 — with GitHub Actions Failure

#515: Build fix apparently

7b9a02a

ReehalS temporarily deployed to development May 1, 2026 22:13 — with GitHub Actions Inactive

michelleyeoh requested a review from Copilot May 3, 2026 22:45

Copilot started reviewing on behalf of michelleyeoh May 3, 2026 22:45 View session

Copilot AI reviewed May 3, 2026

View reviewed changes

updated all email templates

fe7da57

michelleyeoh temporarily deployed to development May 3, 2026 23:14 — with GitHub Actions Inactive

Merge branch 'main' into 515-hacker-admissions-emails

c238bab

michelleyeoh temporarily deployed to development May 3, 2026 23:14 — with GitHub Actions Inactive

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Hacker admissions emails and Tito duplicate check fix#516

Hacker admissions emails and Tito duplicate check fix#516
ReehalS wants to merge 13 commits intomainfrom
515-hacker-admissions-emails

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		// Pre-fetch all existing Tito invitations for rows that need them
		const existingInvitationsMap = await getAllRsvpInvitations(rsvpListSlug);

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ReehalS commented May 1, 2026

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