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Merged
michelleyeoh merged 15 commits into from
May 5, 2026
Merged

Hacker admissions emails and Tito duplicate check fix #516

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ad971ad
#515: Add support for hacker emails in server actions
ReehalS May 1, 2026
bcc8d8d
#515: Update MentorVolunteer forms to be role agnostic, add hackers t…
ReehalS May 1, 2026
9619b49
#515 / #502 : Fix tito duplicate check latency
ReehalS May 1, 2026
ca8ce10
#515: Rename files to be role agnostic
ReehalS May 1, 2026
ed1c5d8
#515: Fix build (no constant condition)
ReehalS May 1, 2026
4cca71f
#515 : Add waitlist, waitlist_accept, reject emails
ReehalS May 1, 2026
cfe9045
#515: Add API route
ReehalS May 1, 2026
c151087
#515: Add role to failed hacker email csv
ReehalS May 1, 2026
3a012d0
#515: lint
ReehalS May 1, 2026
375aaa5
Merge branch 'main' into 515-hacker-admissions-emails
ReehalS May 1, 2026
7b9a02a
#515: Build fix apparently
ReehalS May 1, 2026
fe7da57
updated all email templates
michelleyeoh May 3, 2026
c238bab
Merge branch 'main' into 515-hacker-admissions-emails
michelleyeoh May 3, 2026
7926176
#515: Address copilot comments
ReehalS May 4, 2026
ca4e462
Merge branch 'main' into 515-hacker-admissions-emails
ReehalS May 4, 2026
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85 changes: 85 additions & 0 deletions app/(api)/_actions/emails/emailTemplates/2026HackerInviteTemplate.ts
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export const HACKER_EMAIL_SUBJECT =
'[ACTION REQUIRED] Your Ticket to HackDavis 2026!';

export default function hackerInviteTemplate(
fname: string,
titoUrl: string,
hubInviteUrl: string
) {
const HEADER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_header.png`;
const FOOTER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_footer.png`;
const DISCORD_SERVER_URL = 'https://discord.gg/wc6QQEc';
const CLAIM_TITO_TICKET_DEADLINE = 'May 6th, 11:59pm PDT';
const DOE_DATE = 'May 9th, 2026';
const DOE = 'May 9 - 10, 2026';
const DOE_LOCATION = 'University Credit Union Center, UC Davis';

return `<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<title>${HACKER_EMAIL_SUBJECT}</title>
<style>
body { margin: 0; padding: 0; font-family: 'DM Mono', -apple-system, BlinkMacSystemFont, 'Segoe UI', Roboto, 'Helvetica Neue', Arial, sans-serif; background-color: #ffffff; }
.container { max-width: 600px; margin: 0 auto; background-color: #ffffff; }
.header-image { width: 100%; height: auto; display: block; }
.title { text-align: center; font-size: 28px; font-weight: bold; margin: 30px 0; color: #000000; }
.content-box { background-color: #ffffff; margin: 20px 0; }
.content-box p { font-size: 16px; line-height: 1.6; color: #222222; margin: 0 0 16px 0; }
.content-box a { color: #0061FE; text-decoration: none; }
.content-box a:hover { text-decoration: underline; }
.content-box ul { margin: 16px 0; padding-left: 20px; }
.content-box li { font-size: 16px; line-height: 1.6; color: #222222; margin-bottom: 12px; }
.content-box p.special-note { font-size: 14px; color: #8d9ca2; }
.bordered-section { border-width: 2px; border-style: solid; border-color: #e5e5e5; border-radius: 5px; padding: 12px 24px; margin: 16px 0; }
.bold { font-weight: bold; }
.divider { height: 2px; background-color: #F2F2F2; margin: 40px 0; }
.footer-image { width: 100%; height: auto; display: block; margin-top: 20px; }
@media only screen and (max-width: 600px) {
.content-box { padding: 24px; margin: 10px; }
.title { font-size: 24px; margin: 20px 0; }
}
</style>
</head>
<body>
<div class="container">
<img src="${HEADER_IMAGE_URL}" alt="HackDavis 2026 header" class="header-image">
<h1 class="title">
<span style="color: #173a52;">Welcome to </span>
<span style="color: #57dade;">HackDavis 2026!</span>
</h1>
<p style="color: #173a52; text-align: center; font-size: 14px;">✦ ${DOE} ✦ ${DOE_LOCATION}</p>
<div class="divider"></div>
<div class="content-box">
<p>Hi ${fname}, you're in!</p>
<br/>
<p>We can't wait to see the amazing ideas you’ll bring. Before you arrive, there are a few things you’ll need to complete. 💕</p>
<p class="bold" style="color: #57dade;">COMPLETE BEFORE THE EVENT</p>
<div class="bordered-section">
<p class="bold">1️⃣ Claim your Ticket by ${CLAIM_TITO_TICKET_DEADLINE}</p>
<p>You must claim a ticket to attend — no ticket, no entry. Check in on your friends too and make sure everyone has theirs. </p>
<p>👉 Tito Ticket: <a href="${titoUrl}">${titoUrl}</a></p>
<p class="special-note">Do NOT share your unique link with anyone else.</p>
</div>
<div class="bordered-section">
<p class="bold">2️⃣ Create a HackDavis Hub Account by ${DOE_DATE}</p>
<p>HackDavis Hub is where you'll find exciting information like prizes, workshops, starter kit, demo tips, live judging info and more!</p>
<p>👉 Hub Invite: <a href="${hubInviteUrl}">${hubInviteUrl}</a></p>
<p class="special-note">Use this unique link to create your account. Do NOT share it with anyone else.</p>
</div>
<div class="bordered-section">
<p class="bold">3️⃣ Join our Discord server</p>
<p>All event communication happens here. After joining, follow <span class="bold">#read-me-first</span> to get your Hacker role and unlock day-of channels.</p>
<p>👉 Discord Server: <a href="${DISCORD_SERVER_URL}">${DISCORD_SERVER_URL}</a></p>
</div>
<p>Please feel free to reach out if you have any questions or concerns. We can't wait to see what you build!</p>
<br/>
<p style="margin-bottom: 0;">Thank you,<br/>The HackDavis Team</p>
</div>
<div class="divider"></div>
<img src="${FOOTER_IMAGE_URL}" alt="HackDavis 2026 footer" class="footer-image">
</div>
</body>
</html>`;
}
54 changes: 54 additions & 0 deletions app/(api)/_actions/emails/emailTemplates/2026HackerRejectionTemplate.ts
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export const HACKER_REJECTION_EMAIL_SUBJECT =
'Update to Your Status for HackDavis 2026';

export default function hackerRejectionTemplate(fname: string) {
const HEADER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_header.png`;
const FOOTER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_footer.png`;

return `<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<title>${HACKER_REJECTION_EMAIL_SUBJECT}</title>
<style>
body { margin: 0; padding: 0; font-family: 'DM Mono', -apple-system, BlinkMacSystemFont, 'Segoe UI', Roboto, 'Helvetica Neue', Arial, sans-serif; background-color: #ffffff; }
.container { max-width: 600px; margin: 0 auto; background-color: #ffffff; }
.header-image { width: 100%; height: auto; display: block; }
.title { text-align: center; font-size: 28px; font-weight: bold; margin: 30px 0; color: #000000; }
.content-box { background-color: #ffffff; margin: 20px 0; }
.content-box p { font-size: 16px; line-height: 1.6; color: #222222; margin: 0 0 16px 0; }
.content-box a { color: #0061FE; text-decoration: none; }
.content-box a:hover { text-decoration: underline; }
.bold { font-weight: bold; }
.divider { height: 2px; background-color: #F2F2F2; margin: 40px 0; }
.footer-image { width: 100%; height: auto; display: block; margin-top: 20px; }
@media only screen and (max-width: 600px) {
.content-box { padding: 24px; margin: 10px; }
.title { font-size: 24px; margin: 20px 0; }
}
</style>
</head>
<body>
<div class="container">
<img src="${HEADER_IMAGE_URL}" alt="HackDavis 2026 header" class="header-image">
<h1 class="title">
<span style="color: #173a52;">Update from </span>
<span style="color: #57dade;">HackDavis 2026</span>
</h1>
<div class="divider"></div>
<div class="content-box">
<p>Hi ${fname},</p>
<br/>
<p>Thank you so much for your interest in HackDavis 2026. We appreciate your enthusiasm and patience throughout this process.</p>
<p>Unfortunately, due to overwhelming interest and limited capacity, <span class="bold">we’re no longer able to accommodate hackers currently on the waitlist.</span> We know this is disappointing, and we’re just as bummed out as you are.</p>
<p>If you have any questions, concerns, or comments, please reach out to <a href="mailto:hello@hackdavis.io">hello@hackdavis.io</a>.</p>
<br/>
<p style="margin-bottom: 0;">Warmly,<br/>The HackDavis Team</p>
</div>
<div class="divider"></div>
<img src="${FOOTER_IMAGE_URL}" alt="HackDavis 2026 footer" class="footer-image">
</div>
</body>
</html>`;
}
85 changes: 85 additions & 0 deletions app/(api)/_actions/emails/emailTemplates/2026HackerWaitlistAcceptTemplate.ts
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export const HACKER_WAITLIST_ACCEPT_EMAIL_SUBJECT =
"[ACTION REQUIRED] You're Off The HackDavis 2026 Waitlist";

export default function hackerWaitlistAcceptTemplate(
fname: string,
titoUrl: string,
hubInviteUrl: string
) {
const HEADER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_header.png`;
const FOOTER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_footer.png`;
const DISCORD_SERVER_URL = 'https://discord.gg/wc6QQEc';
const CLAIM_TITO_TICKET_DEADLINE = '11:59pm on May 4th';
const DOE_DATE = 'May 9th, 2026';
const DOE = 'May 9 - 10, 2026';
const DOE_LOCATION = 'University Credit Union Center, UC Davis';

return `<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<title>${HACKER_WAITLIST_ACCEPT_EMAIL_SUBJECT}</title>
<style>
body { margin: 0; padding: 0; font-family: 'DM Mono', -apple-system, BlinkMacSystemFont, 'Segoe UI', Roboto, 'Helvetica Neue', Arial, sans-serif; background-color: #ffffff; }
.container { max-width: 600px; margin: 0 auto; background-color: #ffffff; }
.header-image { width: 100%; height: auto; display: block; }
.title { text-align: center; font-size: 28px; font-weight: bold; margin: 30px 0; color: #000000; }
.content-box { background-color: #ffffff; margin: 20px 0; }
.content-box p { font-size: 16px; line-height: 1.6; color: #222222; margin: 0 0 16px 0; }
.content-box a { color: #0061FE; text-decoration: none; }
.content-box a:hover { text-decoration: underline; }
.content-box ul { margin: 16px 0; padding-left: 20px; }
.content-box li { font-size: 16px; line-height: 1.6; color: #222222; margin-bottom: 12px; }
.content-box p.special-note { font-size: 14px; color: #8d9ca2; }
.bordered-section { border-width: 2px; border-style: solid; border-color: #e5e5e5; border-radius: 5px; padding: 12px 24px; margin: 16px 0; }
.bold { font-weight: bold; }
.divider { height: 2px; background-color: #F2F2F2; margin: 40px 0; }
.footer-image { width: 100%; height: auto; display: block; margin-top: 20px; }
@media only screen and (max-width: 600px) {
.content-box { padding: 24px; margin: 10px; }
.title { font-size: 24px; margin: 20px 0; }
}
</style>
</head>
<body>
<div class="container">
<img src="${HEADER_IMAGE_URL}" alt="HackDavis 2026 header" class="header-image">
<h1 class="title">
<span style="color: #173a52;">Welcome to </span>
<span style="color: #57dade;">HackDavis 2026!</span>
</h1>
<p style="color: #173a52; text-align: center; font-size: 14px;">✦ ${DOE} ✦ ${DOE_LOCATION}</p>
<div class="divider"></div>
<div class="content-box">
<p>Hi ${fname}, you're in!</p>
<br/>
<p><span class="bold">Congrats — you’re off the waitlist!</span> We can't wait to see the amazing ideas you’ll bring. Before you arrive, there are a few things you’ll need to complete. 💕</p>
<p class="bold" style="color: #57dade;">COMPLETE BEFORE THE EVENT</p>
<div class="bordered-section">
<p class="bold">1️⃣ Claim your Ticket by ${CLAIM_TITO_TICKET_DEADLINE}</p>
<p>You must claim a ticket to attend — no ticket, no entry. Check in on your friends too and make sure everyone has theirs. </p>
<p>👉 Tito Ticket: <a href="${titoUrl}">${titoUrl}</a></p>
<p class="special-note">Do NOT share your unique link with anyone else.</p>
</div>
<div class="bordered-section">
<p class="bold">2️⃣ Create a HackDavis Hub Account by ${DOE_DATE}</p>
<p>HackDavis Hub is where you'll find exciting information like prizes, workshops, starter kit, demo tips, live judging info and more!</p>
<p>👉 Hub Invite: <a href="${hubInviteUrl}">${hubInviteUrl}</a></p>
<p class="special-note">Use this unique link to create your account. Do NOT share it with anyone else.</p>
</div>
<div class="bordered-section">
<p class="bold">3️⃣ Join our Discord server</p>
<p>All event communication happens here. After joining, follow <span class="bold">#read-me-first</span> to get your Hacker role and unlock day-of channels.</p>
<p>👉 Discord Server: <a href="${DISCORD_SERVER_URL}">${DISCORD_SERVER_URL}</a></p>
</div>
<p>Please feel free to reach out if you have any questions or concerns. We can't wait to see what you build!</p>
<br/>
<p style="margin-bottom: 0;">Thank you,<br/>The HackDavis Team</p>
</div>
<div class="divider"></div>
<img src="${FOOTER_IMAGE_URL}" alt="HackDavis 2026 footer" class="footer-image">
</div>
</body>
</html>`;
}
54 changes: 54 additions & 0 deletions app/(api)/_actions/emails/emailTemplates/2026HackerWaitlistTemplate.ts
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export const HACKER_WAITLIST_EMAIL_SUBJECT =
'[IMPORTANT] HackDavis 2026 Application Update';

export default function hackerWaitlistTemplate(fname: string) {
const HEADER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_header.png`;
const FOOTER_IMAGE_URL = `${process.env.BASE_URL}/email/2026_footer.png`;

return `<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<title>${HACKER_WAITLIST_EMAIL_SUBJECT}</title>
<style>
body { margin: 0; padding: 0; font-family: 'DM Mono', -apple-system, BlinkMacSystemFont, 'Segoe UI', Roboto, 'Helvetica Neue', Arial, sans-serif; background-color: #ffffff; }
.container { max-width: 600px; margin: 0 auto; background-color: #ffffff; }
.header-image { width: 100%; height: auto; display: block; }
.title { text-align: center; font-size: 28px; font-weight: bold; margin: 30px 0; color: #000000; }
.content-box { background-color: #ffffff; margin: 20px 0; }
.content-box p { font-size: 16px; line-height: 1.6; color: #222222; margin: 0 0 16px 0; }
.content-box a { color: #0061FE; text-decoration: none; }
.content-box a:hover { text-decoration: underline; }
.bold { font-weight: bold; }
.divider { height: 2px; background-color: #F2F2F2; margin: 40px 0; }
.footer-image { width: 100%; height: auto; display: block; margin-top: 20px; }
@media only screen and (max-width: 600px) {
.content-box { padding: 24px; margin: 10px; }
.title { font-size: 24px; margin: 20px 0; }
}
</style>
</head>
<body>
<div class="container">
<img src="${HEADER_IMAGE_URL}" alt="HackDavis 2026 header" class="header-image">
<h1 class="title">
<span style="color: #173a52;">Update from </span>
<span style="color: #57dade;">HackDavis 2026</span>
</h1>
<div class="divider"></div>
<div class="content-box">
<p>Hi ${fname},</p>
<br/>
<p>Thank you for applying! Unfortunately, due to a high volume of applications, you have been <span class="bold">waitlisted</span> for HackDavis 2026.</p>
<p>We are unable to offer you admission currently, but spots may open up later! Just hang in there, we will get back to you about a change in your status as soon as possible.</p>
<p>If you have any questions, concerns, or comments, please reach out to <a href="mailto:hello@hackdavis.io">hello@hackdavis.io</a>.</p>
<br/>
<p style="margin-bottom: 0;">Warmly,<br/>The HackDavis Team</p>
</div>
<div class="divider"></div>
<img src="${FOOTER_IMAGE_URL}" alt="HackDavis 2026 footer" class="footer-image">
</div>
</body>
</html>`;
}
116 changes: 116 additions & 0 deletions app/(api)/_actions/emails/parseHackerAdmissionsCSV.ts
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import { parse } from 'csv-parse/sync';
import { z } from 'zod';
import {
HackerInviteData,
HackerAdmissionType,
HACKER_ADMISSION_TYPES,
} from '@typeDefs/emails';

const emailSchema = z.string().email();

const VALID_TYPES = new Set<string>(HACKER_ADMISSION_TYPES);

function normalizeType(raw: string): HackerAdmissionType | null {
const normalized = raw.trim().toLowerCase().replace(/[- ]/g, '_');
return VALID_TYPES.has(normalized)
? (normalized as HackerAdmissionType)
: null;
}

interface ParseResult {
ok: true;
body: HackerInviteData[];
}

interface ParseError {
ok: false;
error: string;
}

/**
* Parses a hacker admissions CSV with columns:
* First Name, Last Name, Email, Type
*
* Type must be one of: accept, waitlist_accept, waitlist, reject
*/
export default function parseHackerAdmissionsCSV(
csvText: string
): ParseResult | ParseError {
try {
if (!csvText.trim()) {
return { ok: false, error: 'CSV file is empty.' };
}

const rows: string[][] = parse(csvText, {
trim: true,
skip_empty_lines: true,
});

if (rows.length === 0) {
return { ok: false, error: 'CSV file has no rows.' };
}

const firstRow = rows[0].map((cell) => cell.toLowerCase());
const hasHeader =
firstRow.some((cell) => cell.includes('first')) ||
firstRow.some((cell) => cell.includes('email'));
const dataRows = hasHeader ? rows.slice(1) : rows;

if (dataRows.length === 0) {
return { ok: false, error: 'CSV has a header but no data rows.' };
}

const results: HackerInviteData[] = [];
const errors: string[] = [];

for (let i = 0; i < dataRows.length; i++) {
const row = dataRows[i];
const rowNum = hasHeader ? i + 2 : i + 1;

if (row.length < 4) {
errors.push(
`Row ${rowNum}: expected 4 columns (First Name, Last Name, Email, Type), got ${row.length}.`
);
continue;
}

const [firstName, lastName, email, typeRaw] = row;

if (!firstName) {
errors.push(`Row ${rowNum}: First Name is empty.`);
continue;
}
if (!lastName) {
errors.push(`Row ${rowNum}: Last Name is empty.`);
continue;
}

const emailResult = emailSchema.safeParse(email);
if (!emailResult.success) {
errors.push(`Row ${rowNum}: "${email}" is not a valid email address.`);
continue;
}

const admissionType = normalizeType(typeRaw ?? '');
if (!admissionType) {
errors.push(
`Row ${rowNum}: "${typeRaw}" is not a valid type. Must be one of: ${HACKER_ADMISSION_TYPES.join(
', '
)}.`
);
continue;
}

results.push({ firstName, lastName, email, admissionType });
}

if (errors.length > 0) {
return { ok: false, error: errors.join('\n') };
}

return { ok: true, body: results };
} catch (e) {
const error = e as Error;
return { ok: false, error: `Failed to parse CSV: ${error.message}` };
}
}
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