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Comprehensive workflow reminder management for booking lifecycle events #6

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25 changes: 6 additions & 19 deletions packages/features/bookings/lib/handleCancelBooking.ts
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Original file line number Diff line number Diff line change
@@ -1,8 +1,6 @@
import {
BookingStatus,
MembershipRole,
Prisma,
PrismaPromise,
WebhookTriggerEvents,
WorkflowMethods,
WorkflowReminder,
Expand Down Expand Up @@ -483,29 +481,18 @@ async function handler(req: NextApiRequest & { userId?: number }) {
cancelScheduledJobs(booking);
});

//Workflows - delete all reminders for bookings
const remindersToDelete: PrismaPromise<Prisma.BatchPayload>[] = [];
//Workflows - cancel all reminders for cancelled bookings
updatedBookings.forEach((booking) => {
booking.workflowReminders.forEach((reminder) => {
if (reminder.scheduled && reminder.referenceId) {
if (reminder.method === WorkflowMethods.EMAIL) {
deleteScheduledEmailReminder(reminder.referenceId);
} else if (reminder.method === WorkflowMethods.SMS) {
deleteScheduledSMSReminder(reminder.referenceId);
}
if (reminder.method === WorkflowMethods.EMAIL) {
deleteScheduledEmailReminder(reminder.id, reminder.referenceId);
} else if (reminder.method === WorkflowMethods.SMS) {
deleteScheduledSMSReminder(reminder.id, reminder.referenceId);
}
const reminderToDelete = prisma.workflowReminder.deleteMany({
where: {
id: reminder.id,
},
});
remindersToDelete.push(reminderToDelete);
});
});

const prismaPromises: Promise<unknown>[] = [attendeeDeletes, bookingReferenceDeletes].concat(
remindersToDelete
);
const prismaPromises: Promise<unknown>[] = [attendeeDeletes, bookingReferenceDeletes];

await Promise.all(prismaPromises.concat(apiDeletes));

Expand Down
28 changes: 26 additions & 2 deletions packages/features/bookings/lib/handleNewBooking.ts
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Original file line number Diff line number Diff line change
@@ -1,5 +1,13 @@
import type { App, Credential, EventTypeCustomInput, Prisma } from "@prisma/client";
import { BookingStatus, SchedulingType, WebhookTriggerEvents } from "@prisma/client";
import {
App,
BookingStatus,
Credential,
EventTypeCustomInput,
Prisma,
SchedulingType,
WebhookTriggerEvents,
WorkflowMethods,
} from "@prisma/client";
import async from "async";
import { isValidPhoneNumber } from "libphonenumber-js";
import { cloneDeep } from "lodash";
Expand Down Expand Up @@ -28,7 +36,9 @@ import {
sendScheduledEmails,
sendScheduledSeatsEmails,
} from "@calcom/emails";
import { deleteScheduledEmailReminder } from "@calcom/features/ee/workflows/lib/reminders/emailReminderManager";
import { scheduleWorkflowReminders } from "@calcom/features/ee/workflows/lib/reminders/reminderScheduler";
import { deleteScheduledSMSReminder } from "@calcom/features/ee/workflows/lib/reminders/smsReminderManager";
import getWebhooks from "@calcom/features/webhooks/lib/getWebhooks";
import { isPrismaObjOrUndefined, parseRecurringEvent } from "@calcom/lib";
import { getVideoCallUrl } from "@calcom/lib/CalEventParser";
Expand Down Expand Up @@ -759,6 +769,7 @@ async function handler(req: NextApiRequest & { userId?: number | undefined }) {
},
},
payment: true,
workflowReminders: true,
},
});
}
Expand Down Expand Up @@ -950,6 +961,19 @@ async function handler(req: NextApiRequest & { userId?: number | undefined }) {
let videoCallUrl;

if (originalRescheduledBooking?.uid) {
try {
// cancel workflow reminders from previous rescheduled booking
originalRescheduledBooking.workflowReminders.forEach((reminder) => {
if (reminder.method === WorkflowMethods.EMAIL) {
deleteScheduledEmailReminder(reminder.id, reminder.referenceId, true);
} else if (reminder.method === WorkflowMethods.SMS) {
deleteScheduledSMSReminder(reminder.id, reminder.referenceId);
}
});
} catch (error) {
log.error("Error while canceling scheduled workflow reminders", error);
}

// Use EventManager to conditionally use all needed integrations.
const updateManager = await eventManager.reschedule(
evt,
Expand Down
37 changes: 37 additions & 0 deletions packages/features/ee/workflows/api/scheduleEmailReminders.ts
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Original file line number Diff line number Diff line change
Expand Up @@ -7,6 +7,7 @@ import type { NextApiRequest, NextApiResponse } from "next";
import dayjs from "@calcom/dayjs";
import { defaultHandler } from "@calcom/lib/server";
import prisma from "@calcom/prisma";
import { Prisma, WorkflowReminder } from "@calcom/prisma/client";
import { bookingMetadataSchema } from "@calcom/prisma/zod-utils";

import customTemplate, { VariablesType } from "../lib/reminders/templates/customTemplate";
Expand Down Expand Up @@ -39,6 +40,42 @@ async function handler(req: NextApiRequest, res: NextApiResponse) {
},
});

//cancel reminders for cancelled/rescheduled bookings that are scheduled within the next hour
const remindersToCancel = await prisma.workflowReminder.findMany({
where: {
cancelled: true,
scheduledDate: {
lte: dayjs().add(1, "hour").toISOString(),
},
},
});

try {
const workflowRemindersToDelete: Prisma.Prisma__WorkflowReminderClient<WorkflowReminder, never>[] = [];

for (const reminder of remindersToCancel) {
await client.request({
url: "/v3/user/scheduled_sends",
method: "POST",
body: {
batch_id: reminder.referenceId,
status: "cancel",
},
});

const workflowReminderToDelete = prisma.workflowReminder.delete({
where: {
id: reminder.id,
},
});

workflowRemindersToDelete.push(workflowReminderToDelete);
}
await Promise.all(workflowRemindersToDelete);
} catch (error) {
console.log(`Error cancelling scheduled Emails: ${error}`);
}
Comment on lines +43 to +77

@coderabbitai coderabbitai Bot Jul 28, 2025

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🛠️ Refactor suggestion

Add null check for referenceId before API cancellation.

The cancellation logic is well-structured, but there's a potential issue: reminder.referenceId could be null, but it's used directly as batch_id in the SendGrid API call without validation.

Apply this diff to add proper null checking:

    for (const reminder of remindersToCancel) {
-     await client.request({
-       url: "/v3/user/scheduled_sends",
-       method: "POST",
-       body: {
-         batch_id: reminder.referenceId,
-         status: "cancel",
-       },
-     });
+     if (reminder.referenceId) {
+       await client.request({
+         url: "/v3/user/scheduled_sends",
+         method: "POST",
+         body: {
+           batch_id: reminder.referenceId,
+           status: "cancel",
+         },
+       });
+     }

This ensures we only attempt API cancellation when a referenceId exists, which aligns with the pattern used in the SMS reminder manager.

📝 Committable suggestion

‼️ IMPORTANT
Carefully review the code before committing. Ensure that it accurately replaces the highlighted code, contains no missing lines, and has no issues with indentation. Thoroughly test & benchmark the code to ensure it meets the requirements.

Suggested change
//cancel reminders for cancelled/rescheduled bookings that are scheduled within the next hour
const remindersToCancel = await prisma.workflowReminder.findMany({
where: {
cancelled: true,
scheduledDate: {
lte: dayjs().add(1, "hour").toISOString(),
},
},
});
try {
const workflowRemindersToDelete: Prisma.Prisma__WorkflowReminderClient<WorkflowReminder, never>[] = [];
for (const reminder of remindersToCancel) {
await client.request({
url: "/v3/user/scheduled_sends",
method: "POST",
body: {
batch_id: reminder.referenceId,
status: "cancel",
},
});
const workflowReminderToDelete = prisma.workflowReminder.delete({
where: {
id: reminder.id,
},
});
workflowRemindersToDelete.push(workflowReminderToDelete);
}
await Promise.all(workflowRemindersToDelete);
} catch (error) {
console.log(`Error cancelling scheduled Emails: ${error}`);
}
//cancel reminders for cancelled/rescheduled bookings that are scheduled within the next hour
const remindersToCancel = await prisma.workflowReminder.findMany({
where: {
cancelled: true,
scheduledDate: {
lte: dayjs().add(1, "hour").toISOString(),
},
},
});
try {
const workflowRemindersToDelete: Prisma.Prisma__WorkflowReminderClient<WorkflowReminder, never>[] = [];
for (const reminder of remindersToCancel) {
if (reminder.referenceId) {
await client.request({
url: "/v3/user/scheduled_sends",
method: "POST",
body: {
batch_id: reminder.referenceId,
status: "cancel",
},
});
}
const workflowReminderToDelete = prisma.workflowReminder.delete({
where: {
id: reminder.id,
},
});
workflowRemindersToDelete.push(workflowReminderToDelete);
}
await Promise.all(workflowRemindersToDelete);
} catch (error) {
console.log(`Error cancelling scheduled Emails: ${error}`);
}
🤖 Prompt for AI Agents 
In packages/features/ee/workflows/api/scheduleEmailReminders.ts between lines 43
and 77, the code uses reminder.referenceId directly in the API call without
checking if it is null. To fix this, add a null check for reminder.referenceId
before making the API request to cancel the scheduled send. Only proceed with
the cancellation API call and deletion if referenceId is not null, ensuring the
code does not attempt to cancel with an invalid batch_id.


//find all unscheduled Email reminders
const unscheduledReminders = await prisma.workflowReminder.findMany({
where: {
Expand Down
126 changes: 60 additions & 66 deletions packages/features/ee/workflows/components/WorkflowStepContainer.tsx
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Original file line number Diff line number Diff line change
Expand Up @@ -387,81 +387,75 @@ export default function WorkflowStepContainer(props: WorkflowStepProps) {
}}
/>
</div>
{(isPhoneNumberNeeded || isSenderIdNeeded) && (
{isPhoneNumberNeeded && (
<div className="mt-2 rounded-md bg-gray-50 p-4 pt-0">
{isPhoneNumberNeeded && (
<Label className="pt-4">{t("custom_phone_number")}</Label>
<div className="block sm:flex">
<PhoneInput<FormValues>
control={form.control}
name={`steps.${step.stepNumber - 1}.sendTo`}
placeholder={t("phone_number")}
id={`steps.${step.stepNumber - 1}.sendTo`}
className="min-w-fit sm:rounded-tl-md sm:rounded-bl-md sm:border-r-transparent"
required
onChange={() => {
const isAlreadyVerified = !!verifiedNumbers
?.concat([])
.find((number) => number === form.getValues(`steps.${step.stepNumber - 1}.sendTo`));
setNumberVerified(isAlreadyVerified);
}}
/>
<Button
color="secondary"
disabled={numberVerified || false}
className={classNames(
"-ml-[3px] h-[40px] min-w-fit sm:block sm:rounded-tl-none sm:rounded-bl-none ",
numberVerified ? "hidden" : "mt-3 sm:mt-0"
)}
onClick={() =>
sendVerificationCodeMutation.mutate({
phoneNumber: form.getValues(`steps.${step.stepNumber - 1}.sendTo`) || "",
})
}>
{t("send_code")}
</Button>
</div>

{form.formState.errors.steps &&
form.formState?.errors?.steps[step.stepNumber - 1]?.sendTo && (
<p className="mt-1 text-xs text-red-500">
{form.formState?.errors?.steps[step.stepNumber - 1]?.sendTo?.message || ""}
</p>
)}
{numberVerified ? (
<div className="mt-1">
<Badge variant="green">{t("number_verified")}</Badge>
</div>
) : (
<>
<Label className="pt-4">{t("custom_phone_number")}</Label>
<div className="block sm:flex">
<PhoneInput<FormValues>
control={form.control}
name={`steps.${step.stepNumber - 1}.sendTo`}
placeholder={t("phone_number")}
id={`steps.${step.stepNumber - 1}.sendTo`}
className="min-w-fit sm:rounded-tl-md sm:rounded-bl-md sm:border-r-transparent"
required
onChange={() => {
const isAlreadyVerified = !!verifiedNumbers
?.concat([])
.find(
(number) => number === form.getValues(`steps.${step.stepNumber - 1}.sendTo`)
);
setNumberVerified(isAlreadyVerified);
<div className="mt-3 flex">
<TextField
className=" border-r-transparent"
placeholder="Verification code"
value={verificationCode}
onChange={(e) => {
setVerificationCode(e.target.value);
}}
required
/>
<Button
color="secondary"
disabled={numberVerified || false}
className={classNames(
"-ml-[3px] h-[40px] min-w-fit sm:block sm:rounded-tl-none sm:rounded-bl-none ",
numberVerified ? "hidden" : "mt-3 sm:mt-0"
)}
onClick={() =>
sendVerificationCodeMutation.mutate({
className="-ml-[3px] rounded-tl-none rounded-bl-none "
disabled={verifyPhoneNumberMutation.isLoading}
onClick={() => {
verifyPhoneNumberMutation.mutate({
phoneNumber: form.getValues(`steps.${step.stepNumber - 1}.sendTo`) || "",
})
}>
{t("send_code")}
code: verificationCode,
});
}}>
Verify
</Button>
</div>

{form.formState.errors.steps &&
form.formState?.errors?.steps[step.stepNumber - 1]?.sendTo && (
<p className="mt-1 text-xs text-red-500">
{form.formState?.errors?.steps[step.stepNumber - 1]?.sendTo?.message || ""}
</p>
)}
{numberVerified ? (
<div className="mt-1">
<Badge variant="green">{t("number_verified")}</Badge>
</div>
) : (
<>
<div className="mt-3 flex">
<TextField
className=" border-r-transparent"
placeholder="Verification code"
value={verificationCode}
onChange={(e) => {
setVerificationCode(e.target.value);
}}
required
/>
<Button
color="secondary"
className="-ml-[3px] rounded-tl-none rounded-bl-none "
disabled={verifyPhoneNumberMutation.isLoading}
onClick={() => {
verifyPhoneNumberMutation.mutate({
phoneNumber: form.getValues(`steps.${step.stepNumber - 1}.sendTo`) || "",
code: verificationCode,
});
}}>
Verify
</Button>
</div>
</>
)}
</>
)}
</div>
Expand Down
45 changes: 33 additions & 12 deletions packages/features/ee/workflows/lib/reminders/emailReminderManager.ts
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Original file line number Diff line number Diff line change
Expand Up @@ -194,20 +194,41 @@ export const scheduleEmailReminder = async (
}
};

export const deleteScheduledEmailReminder = async (referenceId: string) => {
export const deleteScheduledEmailReminder = async (
reminderId: number,
referenceId: string | null,
immediateDelete?: boolean
) => {
try {
await client.request({
url: "/v3/user/scheduled_sends",
method: "POST",
body: {
batch_id: referenceId,
status: "cancel",
},
});
if (!referenceId) {
await prisma.workflowReminder.delete({
where: {
id: reminderId,
},
});

return;
}

await client.request({
url: `/v3/user/scheduled_sends/${referenceId}`,
method: "DELETE",
if (immediateDelete) {
await client.request({
url: "/v3/user/scheduled_sends",
method: "POST",
body: {
batch_id: referenceId,
status: "cancel",
},
});
return;
}

await prisma.workflowReminder.update({
where: {
id: reminderId,
},
data: {
cancelled: true,
},
});
} catch (error) {
console.log(`Error canceling reminder with error ${error}`);
Expand Down
11 changes: 9 additions & 2 deletions packages/features/ee/workflows/lib/reminders/smsReminderManager.ts
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Original file line number Diff line number Diff line change
Expand Up @@ -174,9 +174,16 @@ export const scheduleSMSReminder = async (
}
};

export const deleteScheduledSMSReminder = async (referenceId: string) => {
export const deleteScheduledSMSReminder = async (reminderId: number, referenceId: string | null) => {
try {
await twilio.cancelSMS(referenceId);
if (referenceId) {
await twilio.cancelSMS(referenceId);
}
await prisma.workflowReminder.delete({
where: {
id: reminderId,
},
});
} catch (error) {
console.log(`Error canceling reminder with error ${error}`);
}
Expand Down
2 changes: 2 additions & 0 deletions packages/prisma/migrations/20230217230604_add_cancelled_to_workflow_reminder/migration.sql
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Original file line number Diff line number Diff line change
@@ -0,0 +1,2 @@
-- AlterTable
ALTER TABLE "WorkflowReminder" ADD COLUMN "cancelled" BOOLEAN;
1 change: 1 addition & 0 deletions packages/prisma/schema.prisma
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Original file line number Diff line number Diff line change
Expand Up @@ -641,6 +641,7 @@ model WorkflowReminder {
scheduled Boolean
workflowStepId Int
workflowStep WorkflowStep @relation(fields: [workflowStepId], references: [id], onDelete: Cascade)
cancelled Boolean?
}

enum WorkflowTemplates {
Expand Down
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