feat: custom OOO reason

[bandhan-majumder]

What does this PR do?

• 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):

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• 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)?
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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

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Summary by cubic

Adds custom out-of-office reasons (emoji + short text) and displays them on the booking page for custom entries. Meets Linear CAL-7199 by letting users create, select, and manage personal reasons.

• New Features

  • TRPC endpoints to create/delete custom reasons with duplicate checks against user and system defaults; unit tests added.
  • OOO modal: inline custom reason form (emoji + 50-char text), auto-select on create, list and delete “My custom reasons,” reset form on close; if a selected custom reason is deleted, fall back to a default.
  • Reason list merges system defaults with the user’s reasons; booking page shows a localized “Reason: ” line for custom entries; public note behavior unchanged.

• Migration

  • Adds a composite unique index on OutOfOfficeReason (reason, userId).

^{Written for commit 230c90e. Summary will update on new commits.}

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[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)

[devin-ai-integration]

Devin Review found 1 new potential issue.

View 10 additional findings in Devin Review.

[devin-ai-integration]

🟡 System default duplicate check is ineffective because it compares user text against translation keys

The duplicate-detection query at outOfOfficeCreateReason.handler.ts:29-34 searches for a system default with reason: input.reason, where input.reason is user-typed plain text (e.g., "Vacation"). However, system default reasons are stored in the database as i18n translation keys (e.g., "ooo_reasons_vacation"), as seen in the seed migration at packages/prisma/migrations/20240305054508_default_reasons_out_of_office/migration.sql.

Root Cause

The findFirst query compares the user's plain-text input directly against the DB reason column:

const existingSystemDefault = await prisma.outOfOfficeReason.findFirst({
  where: {
    userId: null,
    reason: input.reason, // e.g. "Vacation"
  },
});

But the stored system defaults use translation keys:

INSERT INTO "OutOfOfficeReason" ... VALUES ('🏝️', 'ooo_reasons_vacation', true);
INSERT INTO "OutOfOfficeReason" ... VALUES ('🛫', 'ooo_reasons_travel', true);

"Vacation" will never match "ooo_reasons_vacation", so this check is dead code. Users can freely create custom reasons that duplicate system defaults (e.g., a custom "Vacation" reason alongside the built-in one), which is the exact scenario this code was designed to prevent.

The unit test at outOfOfficeCreateReason.handler.test.ts:88-111 masks this by mocking the system default's reason field as "Vacation" instead of the real value "ooo_reasons_vacation".

Impact: The intended guard against duplicate system-default reasons never fires. Users see both a translated system "Vacation" and their custom "Vacation" in the reason dropdown.

Prompt for agents

In packages/trpc/server/routers/viewer/ooo/outOfOfficeCreateReason.handler.ts, the system default duplicate check at lines 29-41 compares user-typed plain text (e.g. "Vacation") against DB-stored translation keys (e.g. "ooo_reasons_vacation"). To fix this, either: (1) Fetch all system defaults (userId: null), translate their reason keys server-side, and compare the translated text against input.reason (case-insensitive). Or (2) Store a mapping of known system default display names and check input against that list. Also update the test at outOfOfficeCreateReason.handler.test.ts lines 88-111 to use real translation keys like "ooo_reasons_vacation" for the mocked system default's reason field.

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[sahitya-chandra]

@bandhan-majumder can you address the Devin comment?