feat: custom OOO reason

[bandhan-majumder]

What does this PR do?

It lets user allow creating their own custom out of office reason. Users can create, delete the custom reasons. If user tries to create a new reasons which exists (let it be default or the user previously already created), it won't allow as the reason is unique. Before we were having a unique constrain on the reasons but that will limit each user's ability to create their custom reasons. So, now, userId and the reason is compositely unique. If userId is null, that means that is default (current reasons). Added test, related trpc handler and migration to support the feature.

• Fixes Feature Request: Custom Out of Office Status #27886 (GitHub issue number)
• Fixes CAL-7199 (Linear issue number - should be visible at the bottom of the GitHub issue description)

Visual Demo (For contributors especially)

A visual demonstration is strongly recommended, for both the original and new change (video / image - any one).

Video Demo (if applicable):

Screencast.From.2026-02-14.01-47-26.mp4

Image Demo (if applicable):

Error messages

Error while creating same reason as default

Error while trying to delete a reason that is already in use

Mandatory Tasks (DO NOT REMOVE)

• I have self-reviewed the code (A decent size PR without self-review might be rejected).
• I have updated the developer docs in /docs if this PR makes changes that would require a documentation change. If N/A, write N/A here and check the checkbox.
• I confirm automated tests are in place that prove my fix is effective or that my feature works.

How should this be tested?

• Are there environment variables that should be set?
• What are the minimal test data to have?
• What is expected (happy path) to have (input and output)?
• Any other important info that could help to test that PR

Checklist

• I haven't read the contributing guide
• My code doesn't follow the style guidelines of this project
• I haven't commented my code, particularly in hard-to-understand areas
• I haven't checked if my changes generate no new warnings
• My PR is too large (>500 lines or >10 files) and should be split into smaller PRs

---

Summary by cubic

Adds custom out-of-office reasons (emoji + short text) and shows them on the booking page when the user opts to show notes publicly. Meets Linear CAL-7199 by letting users create, select, and manage personal reasons.

• New Features

  • TRPC: reason list returns system defaults + user’s reasons; create blocks duplicates against user and translated system defaults; delete blocked if in use; tests added for create/delete.
  • OOO modal: “+ Custom reason” opens an inline form (emoji validated, 50-char text), auto-select on create; “My custom reasons” list with delete; form resets on close; if the selected custom reason is deleted, fall back to a default; label updated to “Show note and custom reason on public booking page.”
  • Booking page: shows “Reason: ” for custom reasons only when “Show note publicly” is enabled.

• Migration

  • Adds a composite unique index on OutOfOfficeReason (reason, userId); removes the old unique index on reason.

^{Written for commit cb6bce3. Summary will update on new commits.}

---

[bandhan-majumder]

This is imp cause when we delete, even after invalidating the list, if the deleted item was previously selected and we click on save anyway, it will throw foreign key error as the data would not be existing by then

[bandhan-majumder]

making sure if X has created custom reasons, it does not get showed in Y's list. Only defaults and the user created reasons

[bandhan-majumder]

this was important so that reasons which are created by users as custom, is avl for other users to create too. So made the combo of userId and reason as unique. When userId is null, then only the reasons will be unique and this will only happen in the global reasons (like what we had previously)

[sahitya-chandra]

@bandhan-majumder can you address the Devin comment?

[bandhan-majumder]

It covers common ranges. Thought about going with something similar to https://stackoverflow.com/a/64034562, but that required es6 or higher, was getting type issues, had to change. Current one works well.

[bandhan-majumder]

@bandhan-majumder can you address the Devin comment?

Yeah, fixed it. Also updated the description accordingly

[sahitya-chandra]

Review: feat: custom OOO reason

Summary

This PR adds custom out-of-office reasons: users can create and delete their own reasons. Uniqueness is enforced per user via a composite unique on (reason, userId); system defaults use userId: null. The booking page shows the custom reason text when "show note publicly" is on.

Verdict: Approve with requested changes. A few bugs and project-rule fixes should be addressed before merge.

---

Critical / Bugs

1. Syntax error in CreateOrEditOutOfOfficeModal – emoji Input onChange

The emoji <Input> is missing the onChange prop opening. The diff shows:

<Input
  value={customEmoji}
    const value = e.target.value;
    if (value !== "" && !emojiPattern.test(value)) return;
    setCustomEmoji(value);
  }}

There should be an onChange handler. It should look like:

onChange={(e) => {
  const value = e.target.value;
  if (value !== "" && !emojiPattern.test(value)) return;
  setCustomEmoji(value);
}}

Without this, the file will not parse. Please fix.

2. Delete handler: Prisma delete where clause

In outOfOfficeDeleteReason.handler.ts you use:

await prisma.outOfOfficeReason.delete({
  where: {
    id: input.id,
    userId: ctx.user.id,
  },
});

Prisma’s delete requires a where that matches a unique constraint. The schema has @@unique([reason, userId]), not @@unique([id, userId]), so where: { id, userId } is not a valid unique selector. Prisma may reject this at runtime.

Recommendation: Ensure ownership first, then delete by id only:

const reason = await prisma.outOfOfficeReason.findFirst({
  where: { id: input.id, userId: ctx.user.id },
});
if (!reason) {
  throw new TRPCError({ code: "NOT_FOUND", message: "Custom reason not found" });
}
// ... existing "in use" check ...
await prisma.outOfOfficeReason.delete({ where: { id: input.id } });

---

3. Avoid as any in tests

• outOfOfficeDeleteReason.handler.test.ts: mockResolvedValueOnce({} as any) and mockResolvedValueOnce([...] as any).
• Prefer a minimal typed shape, e.g. mockResolvedValueOnce({ id: 5, userId: 4 } as OutOfOfficeReason) or a small test fixture type, instead of any.

4. Delete handler: error handling and codes

• Catching a generic Error and rethrowing with message: error.message can leak internal messages. Prefer mapping known cases (e.g. "Record not found") to user-facing messages and using a generic message for unexpected errors.
• Use NOT_FOUND (or similar) when the reason doesn’t exist or doesn’t belong to the user, and reserve BAD_REQUEST for validation / "already in use" cases. That keeps the API clearer for the client.

---

Minor / Suggestions

5. Formatting in delete handler

• Use a space after if and before (: if (existingOutOfOfficeEntryWithCustomReason.length > 0).
• Add a newline at end of file (common lint rule).

6. Create handler: translation locale

outOfOfficeCreateReason.handler.ts uses t(defaultReason.reason) to compare against system defaults. Confirm that getTranslation() (or equivalent) is called with the request/session locale so the "already exists as system default" check works for all languages (e.g. "Vacation" vs "Vacaciones"). If server-side i18n is not request-scoped, consider comparing by translation key (defaultReason.reason) instead of translated string where appropriate.

7. OutOfOfficeInSlots: trailing whitespace

The diff adds a blank line with trailing spaces. Remove trailing whitespace on that line.

8. Modal: outOfOfficeReasonList and ctx

Router correctly passes { ctx } to outOfOfficeReasonList; handler correctly accepts GetOptions and filters by userId: null and ctx.user.id. Looks good.

9. Migration

Composite unique on (reason, userId) and migration SQL (drop old unique, create new index) look correct. Note: in PostgreSQL, NULLs are considered distinct in unique indexes, so multiple rows with the same reason and userId = null would still be disallowed; your system defaults have distinct reason values, so this is correct.

[cubic-dev-ai]

1 issue found across 4 files (changes from recent commits).

Prompt for AI agents (unresolved issues)

Check if these issues are valid — if so, understand the root cause of each and fix them. If appropriate, use sub-agents to investigate and fix each issue separately.


<file name="packages/trpc/server/routers/viewer/ooo/outOfOfficeDeleteReason.handler.ts">

<violation number="1" location="packages/trpc/server/routers/viewer/ooo/outOfOfficeDeleteReason.handler.ts:17">
P2: Delete in-use validation is scoped to current user only, but cross-user references to the same reasonId are possible via create/update path.</violation>
</file>

_{Reply with feedback, questions, or to request a fix. Tag @cubic-dev-ai to re-run a review.}

[bandhan-majumder]

@sahitya-chandra applied the suggestions.

[github-actions]

This PR has been marked as stale due to inactivity. If you're still working on it or need any help, please let us know or update the PR to keep it active.

[github-actions]

This PR has been marked as stale due to inactivity. If you're still working on it or need any help, please let us know or update the PR to keep it active.