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Add organization and reminder time to daily check-in emails with settings link #4694

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Merged
DonnieBLT merged 5 commits into from
Nov 2, 2025
Merged

Add organization and reminder time to daily check-in emails with settings link #4694

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ce2d230
Initial plan
Copilot Nov 1, 2025
8e01e7f
Add personalized reminder emails with organization and time info
Copilot Nov 1, 2025
7863ce1
Apply code formatting with ruff and isort
Copilot Nov 1, 2025
1aeacab
Address code review feedback: fix email handling and throttling
Copilot Nov 1, 2025
8deec0b
Merge branch 'main' into copilot/manage-reminders-in-checkins
DonnieBLT Nov 1, 2025
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115 changes: 76 additions & 39 deletions website/management/commands/cron_send_reminders.py
View file
Open in desktop
Original file line number Diff line number Diff line change
Expand Up @@ -3,7 +3,6 @@
import random
import time
from datetime import time as dt_time
from itertools import islice

from django.conf import settings
from django.core.mail import EmailMultiAlternatives
Expand All @@ -15,12 +14,6 @@
logger = logging.getLogger(__name__)


def batch(iterable, size):
"""Helper function to create batches from an iterable"""
iterator = iter(iterable)
return iter(lambda: list(islice(iterator, size)), [])


class Command(LoggedBaseCommand):
help = "Sends daily check-in reminders to users who haven't checked in today"

Expand Down Expand Up @@ -76,7 +69,7 @@ def handle(self, *args, **options):
user_ids = [rs.user_id for rs in active_settings]
profile_map = {profile.user_id: profile for profile in UserProfile.objects.filter(user_id__in=user_ids)}

users_needing_reminders = []
reminders_to_send = []

for reminder_settings in active_settings:
try:
Expand All @@ -85,7 +78,7 @@ def handle(self, *args, **options):
if profile and profile.last_check_in and profile.last_check_in == now.date():
continue

users_needing_reminders.append(reminder_settings.user)
reminders_to_send.append((reminder_settings, profile))
logger.info(
f"User {reminder_settings.user.username} added to reminder list for time {reminder_settings.reminder_time} ({reminder_settings.timezone})"
)
Expand All @@ -94,33 +87,68 @@ def handle(self, *args, **options):
logger.error(f"Error processing user {reminder_settings.user.username}: {str(e)}")
continue

if not users_needing_reminders:
if not reminders_to_send:
logger.info("No users need reminders at this time")
return

# Process users in batches of 50
batch_size = 50
successful_batches = 0
failed_batches = 0
total_users = len(users_needing_reminders)
# Process reminders individually for personalization
successful_count = 0
failed_count = 0
total_users = len(reminders_to_send)

for i, user_batch in enumerate(batch(users_needing_reminders, batch_size), 1):
for i, (reminder_settings, profile) in enumerate(reminders_to_send, 1):
try:
# Add random delay between batches (1-5 seconds) if not the first batch
# Add small delay between emails to avoid overwhelming the server
if i > 1:
delay = random.uniform(1, 5)
logger.info(f"Waiting {delay:.2f} seconds before processing batch {i}")
# Small delay between each email
delay = random.uniform(0.1, 0.3)
time.sleep(delay)
# Larger delay every 10 emails
if i % 10 == 0:
extra_delay = random.uniform(1, 2)
logger.info(f"Processed {i} emails, waiting {extra_delay:.2f} seconds")
time.sleep(extra_delay)

user = reminder_settings.user

# Get organization info
org_name = ""
org_info_html = ""
if profile and profile.team:
org_name = profile.team.name
org_info_html = f"""
<div style="background-color: #f8f9fa; padding: 15px; border-radius: 4px; margin: 20px 0; border-left: 4px solid #e74c3c;">
<p style="margin: 0; color: #666; font-size: 14px;"><strong>Organization:</strong> {org_name}</p>
</div>
"""

# Format reminder time in user's timezone
reminder_time_str = reminder_settings.reminder_time.strftime("%I:%M %p")
timezone_str = reminder_settings.timezone

# Create email message
plain_body = f"""Hello {user.username},

This is your daily check-in reminder{f" for {org_name}" if org_name else ""}.

Reminder Time: {reminder_time_str} ({timezone_str})

Click here to check in: https://{settings.PRODUCTION_DOMAIN}/add-sizzle-checkin/

You can manage your reminder settings at: https://{settings.PRODUCTION_DOMAIN}/reminder-settings/

Regular check-ins help keep your team informed about your progress and any challenges you might be facing.

Thank you for keeping your team updated!

Best regards,
The BLT Team"""

email = EmailMultiAlternatives(
subject="Daily Check-in Reminder",
body="It's time for your daily check-in! Please log in to update your status.\n\nClick here to check in: https://"
+ settings.PRODUCTION_DOMAIN
+ "/add-sizzle-checkin/",
body=plain_body,
from_email=settings.DEFAULT_FROM_EMAIL,
to=[settings.DEFAULT_FROM_EMAIL], # Send to a single recipient
bcc=[user.email for user in user_batch], # BCC all users in batch
to=[user.email],
)

# Add HTML content
Expand All @@ -129,15 +157,26 @@ def handle(self, *args, **options):
<body style="font-family: Arial, sans-serif; line-height: 1.6; margin: 0; padding: 20px; color: #333;">
<div style="max-width: 600px; margin: 0 auto; background-color: #ffffff; padding: 20px; border-radius: 5px; box-shadow: 0 0 10px rgba(0,0,0,0.1);">
<h2 style="color: #333; margin-bottom: 20px;">Daily Check-in Reminder</h2>
<p>It's time for your daily check-in! Please log in to update your status.</p>
<div style="margin: 30px 0;">
<p>Hello <strong>{user.username}</strong>,</p>
<p>It's time for your daily check-in{f" for <strong>{org_name}</strong>" if org_name else ""}! Please log in to update your status.</p>
{org_info_html}
<div style="background-color: #f8f9fa; padding: 15px; border-radius: 4px; margin: 20px 0;">
<p style="margin: 0; color: #666; font-size: 14px;"><strong>Your Reminder Time:</strong> {reminder_time_str} ({timezone_str})</p>
</div>
<div style="margin: 30px 0; text-align: center;">
<a href="https://{settings.PRODUCTION_DOMAIN}/add-sizzle-checkin/"
style="display: inline-block; background-color: #e74c3c; color: white; padding: 12px 24px; text-decoration: none; border-radius: 4px; font-weight: bold; text-align: center; min-width: 200px;">
Check In Now
</a>
</div>
<p>Regular check-ins help keep your team informed about your progress and any challenges you might be facing.</p>
<p>Thank you for keeping your team updated!</p>
<div style="margin-top: 30px; padding-top: 20px; border-top: 1px solid #e0e0e0; text-align: center;">
<p style="font-size: 13px; color: #666;">
<a href="https://{settings.PRODUCTION_DOMAIN}/reminder-settings/" style="color: #e74c3c; text-decoration: none;">Manage your reminder settings</a>
</p>
</div>
<p style="margin-top: 20px;">Thank you for keeping your team updated!</p>
<p style="color: #666; font-size: 14px;">Best regards,<br>The BLT Team</p>
</div>
</body>
</html>
Expand All @@ -147,30 +186,28 @@ def handle(self, *args, **options):
# Send email
email.send()

# Update last_reminder_sent for successful batch
ReminderSettings.objects.filter(user_id__in=[user.id for user in user_batch]).update(
last_reminder_sent=now
)
# Update last_reminder_sent
reminder_settings.last_reminder_sent = now
reminder_settings.save(update_fields=["last_reminder_sent"])

successful_batches += 1
logger.info(f"Successfully sent batch {i} to {len(user_batch)} users")
successful_count += 1
logger.info(f"Successfully sent reminder to {user.username} ({user.email})")

except Exception as e:
failed_batches += 1
logger.error(f"Error sending batch {i}: {str(e)}")
failed_count += 1
logger.error(f"Error sending reminder to {reminder_settings.user.username}: {str(e)}")

# Log summary
logger.info(
f"""
Reminder Summary:
- Total users processed: {total_users}
- Successful batches: {successful_batches}
- Failed batches: {failed_batches}
- Batch size: {batch_size}
- Successfully sent: {successful_count}
- Failed: {failed_count}
"""
)

return f"Processed {total_users} users, {successful_batches} successful batches, {failed_batches} failed batches"
return f"Processed {total_users} users, {successful_count} sent successfully, {failed_count} failed"
except Exception as e:
logger.error(f"Critical error in reminder process: {str(e)}")
raise
Expand Down
17 changes: 16 additions & 1 deletion website/templates/website/reminder_settings.html
View file
Open in desktop
Original file line number Diff line number Diff line change
Expand Up @@ -120,7 +120,7 @@ <h3 class="font-medium text-gray-800">Daily Reminders</h3>
</div>
</div>
<!-- Submit Button -->
<div class="pt-6">
<div class="pt-6 space-y-3">
<button type="submit"
class="w-full flex justify-center items-center py-3 px-4 border border-transparent rounded-lg shadow-sm text-base font-medium text-white bg-[#e74c3c] hover:bg-[#c0392b] focus:outline-none transition-colors duration-200">
<svg class="w-5 h-5 mr-2"
Expand All @@ -134,6 +134,21 @@ <h3 class="font-medium text-gray-800">Daily Reminders</h3>
</button>
</div>
</form>
<!-- Test Reminder Button -->
<form method="post" action="{% url 'send_test_reminder' %}" class="mt-3">
{% csrf_token %}
<button type="submit"
class="w-full flex justify-center items-center py-3 px-4 border-2 border-[#e74c3c] rounded-lg shadow-sm text-base font-medium text-[#e74c3c] bg-white hover:bg-[#e74c3c] hover:text-white focus:outline-none transition-colors duration-200">
<svg class="w-5 h-5 mr-2"
fill="currentColor"
viewBox="0 0 20 20"
xmlns="http://www.w3.org/2000/svg">
<path d="M2.003 5.884L10 9.882l7.997-3.998A2 2 0 0016 4H4a2 2 0 00-1.997 1.884z"></path>
<path d="M18 8.118l-8 4-8-4V14a2 2 0 002 2h12a2 2 0 002-2V8.118z"></path>
</svg>
Send Test Reminder
</button>
</form>
</div>
</div>
</div>
Expand Down
87 changes: 79 additions & 8 deletions website/views/daily_reminders.py
View file
Open in desktop
Original file line number Diff line number Diff line change
Expand Up @@ -4,7 +4,7 @@
from django.conf import settings
from django.contrib import messages
from django.contrib.auth.decorators import login_required
from django.core.mail import EmailMessage
from django.core.mail import EmailMultiAlternatives
from django.shortcuts import redirect, render
from django.utils import timezone

Expand Down Expand Up @@ -70,20 +70,91 @@ def send_test_reminder(request):
"""Send a test reminder email to the user."""
if request.method == "POST":
try:
# Create email message with the correct daily check-in link
email = EmailMessage(
subject="Test Daily Check-in Reminder",
body=f"""Hello {request.user.username},
# Get user's reminder settings
reminder_settings = ReminderSettings.objects.filter(user=request.user).first()

# Get organization info
org_name = ""
org_info_html = ""
if hasattr(request.user, "userprofile") and request.user.userprofile.team:
org_name = request.user.userprofile.team.name
org_info_html = f"""
<div style="background-color: #f8f9fa; padding: 15px; border-radius: 4px; margin: 20px 0; border-left: 4px solid #e74c3c;">
<p style="margin: 0; color: #666; font-size: 14px;"><strong>Organization:</strong> {org_name}</p>
</div>
"""

# Format reminder time if settings exist
reminder_time_str = ""
timezone_str = ""
time_info_html = ""
if reminder_settings:
reminder_time_str = reminder_settings.reminder_time.strftime("%I:%M %p")
timezone_str = reminder_settings.timezone
time_info_html = f"""
<div style="background-color: #f8f9fa; padding: 15px; border-radius: 4px; margin: 20px 0;">
<p style="margin: 0; color: #666; font-size: 14px;"><strong>Your Reminder Time:</strong> {reminder_time_str} ({timezone_str})</p>
</div>
"""

# Plain text body
plain_body = f"""Hello {request.user.username},

This is a test reminder for your daily check-in{f" for {org_name}" if org_name else ""}.

This is a test reminder for your daily check-in. Please click the link below to complete your daily check-in:
{f"Reminder Time: {reminder_time_str} ({timezone_str})" if reminder_time_str else ""}

{request.build_absolute_uri('/add-sizzle-checkin/')}
Click here to check in: {request.build_absolute_uri("/add-sizzle-checkin/")}

You can manage your reminder settings at: {request.build_absolute_uri("/reminder-settings/")}

Regular check-ins help keep your team informed about your progress and any challenges you might be facing.

Thank you for keeping your team updated!

Best regards,
The BLT Team""",
The BLT Team"""

# Add HTML content
html_content = f"""
<html>
<body style="font-family: Arial, sans-serif; line-height: 1.6; margin: 0; padding: 20px; color: #333;">
<div style="max-width: 600px; margin: 0 auto; background-color: #ffffff; padding: 20px; border-radius: 5px; box-shadow: 0 0 10px rgba(0,0,0,0.1);">
<div style="background-color: #fff3cd; padding: 10px; border-radius: 4px; margin-bottom: 20px; border-left: 4px solid #ffc107;">
<p style="margin: 0; color: #856404; font-size: 14px;"><strong>⚠️ This is a test reminder</strong></p>
</div>
<h2 style="color: #333; margin-bottom: 20px;">Daily Check-in Reminder</h2>
<p>Hello <strong>{request.user.username}</strong>,</p>
<p>This is a test reminder for your daily check-in{f" for <strong>{org_name}</strong>" if org_name else ""}! Please log in to update your status.</p>
{org_info_html}
{time_info_html}
<div style="margin: 30px 0; text-align: center;">
<a href="{request.build_absolute_uri("/add-sizzle-checkin/")}"
style="display: inline-block; background-color: #e74c3c; color: white; padding: 12px 24px; text-decoration: none; border-radius: 4px; font-weight: bold; text-align: center; min-width: 200px;">
Check In Now
</a>
</div>
<p>Regular check-ins help keep your team informed about your progress and any challenges you might be facing.</p>
<div style="margin-top: 30px; padding-top: 20px; border-top: 1px solid #e0e0e0; text-align: center;">
<p style="font-size: 13px; color: #666;">
<a href="{request.build_absolute_uri("/reminder-settings/")}" style="color: #e74c3c; text-decoration: none;">Manage your reminder settings</a>
</p>
</div>
<p style="margin-top: 20px;">Thank you for keeping your team updated!</p>
<p style="color: #666; font-size: 14px;">Best regards,<br>The BLT Team</p>
</div>
</body>
</html>
"""

# Create email with plain text body and HTML alternative
email = EmailMultiAlternatives(
subject="Test Daily Check-in Reminder",
body=plain_body,
from_email=settings.DEFAULT_FROM_EMAIL,
to=[request.user.email],
)
email.attach_alternative(html_content, "text/html")

# Send the email
email.send()
Expand Down
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