update checkin

1 files changed, 116 insertions, 59 deletions

diff --git a/2022/organizers-notebook/index.org b/2022/organizers-notebook/index.org
index 406b80d2..d267cd17 100644
--- a/2022/organizers-notebook/index.org
+++ b/2022/organizers-notebook/index.org
@@ -198,12 +198,13 @@ list.reduce(async(prev, elem) => {
 });
 #+end_src
 
-*** STARTED Update checkin instructions
+*** DONE Update checkin instructions
+CLOSED: [2022-11-20 Sun 10:58]
 :PROPERTIES:
 :Effort:   0:30
 :END:
 :LOGBOOK:
-CLOCK: [2022-11-20 Sun 10:12]
+CLOCK: [2022-11-20 Sun 10:12]--[2022-11-20 Sun 10:58] =>  0:46
 :END:
 *** Templates
 :PROPERTIES:
@@ -226,80 +227,136 @@ Goals:
 Slightly more complex because of the conditionals
 
 #+begin_src emacs-lisp :lexical t
-(defun emacsconf-mail-checkin-instructions ()
-  (interactive)
-  (seq-map
-   (lambda (list)
-     (let ((template (with-current-buffer (find-file-noselect emacsconf-org-file)
-                       (emacsconf-mail-merge-get-template (car list)))))
-       (seq-map
-        (lambda (email-list)
-          (let* ((email (car email-list))
-                 (talks (cdr email-list))
-                 (combined-info (emacsconf-combine-plist talks " , "))
-                 (for-mail
-                  (list
-                   :name (or (car (plist-get combined-info :speakers)) "???")
-                   :url (or (string-join (plist-get combined-info :url) " , ") "???")
-                   :email (car (plist-get combined-info :email))))
-                 (body (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :body))))
-                 (subject (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :subject)))))
-            (when (plist-get for-mail :email)
-              (compose-mail
-               (plist-get for-mail :email)
-               subject
-               `(("Reply-To" . ,(plist-get template :reply-to))
-                 ("Mail-Followup-To" . ,(plist-get template :mail-followup-to))
-                 ("Cc" . ,(plist-get template :cc))))
-              (message-goto-body)
-              (save-excursion 
-                (insert body)))))
-        (cdr list))))
-   ;; Group by e-mail
-   (seq-map
-    (lambda (list)
-      (cons (car list) (seq-group-by (lambda (o) (plist-get o :email)) (cdr list))))
-    ;; Group by q-and-a pref
-    (seq-group-by
-     (lambda (o)
-       (pcase (plist-get o :q-and-a)
-         ('nil "checkin-unknown")
-         ((pred (string-match "after")) "checkin-after")
-         ((pred (string-match "live\\|irc\\|pad")) "checkin-at-conf")
-         (_ "checkin-unknown")))
-     (emacsconf-filter-talks (emacsconf-get-talk-info))))))
+(defun emacsconf-mail-checkin-instructions (group &optional template)
+  "Send checkin instructions.
+GROUP is (email . (talk talk))"
+  (interactive (list (emacsconf-mail-complete-email-group
+                      (seq-filter
+                       (lambda (o)
+                         (or
+                          (string= (plist-get o :status) "CANCELLED")
+                          (null (plist-get o :email))
+                          (string-match "after" (or (plist-get o :q-and-a) ""))))
+                       (emacsconf-get-talk-info)))))
+  (let* ((talks (seq-remove
+                (lambda (o)
+                  (or
+                   (string= (plist-get o :status) "CANCELLED")
+                   (null (plist-get o :email))
+                   (string-match "after" (or (plist-get o :q-and-a) ""))
+                   (save-window-excursion
+                     (emacsconf-with-talk-heading o
+                       (re-search-forward "checkin instructions" (save-excursion (org-end-of-subtree)) t)))))
+                (cdr group)))
+         (waiting-talks (seq-find (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) talks)))
+    (when talks 
+      (emacsconf-mail-prepare
+       (or template (emacsconf-mail-merge-get-template "checkin-at-conf"))
+       (car group)
+       (list
+        :year emacsconf-year
+        :base-url emacsconf-base-url
+        :conf-name emacsconf-name
+        :email (plist-get (car talks) :email)
+        :emergency emacsconf-emergency-contact
+        :plural (if (> (length (cdr group)) 1) "s" "")
+        :speakers-short (plist-get (car talks) :speakers-short)
+        :url (mapconcat (lambda (o) (concat emacsconf-base-url (plist-get o :url)))
+                        talks" , ")
+        :waiting
+        (cond
+         ((> (length waiting-talks) 1)
+          " If you can upload your talk videos before the conference, I think that might be much less stressful for everyone than doing it live. =) Please note that we will turn off the web-based upload on Dec 1 to free up memory on the server, so please upload them as early as you can.${wrap}")
+         ((= (length waiting-talks) 1)
+          " If you can upload your talk video before the conference, I think that might be much less stressful for everyone than doing it live. =) Please note that we will turn off the web-based upload on Dec 1 to free up memory on the server, so please upload it as early as you can.${wrap}")
+         (t ""))
+        :checkin-info
+        (mapconcat
+         (lambda (o)
+           (let ((base-checkin (format-time-string "%b %-d %-l:%M %p" (plist-get o :checkin-time) emacsconf-timezone))
+                 (speaker-checkin (format-time-string "%b %-d %-l:%M %p" (plist-get o :checkin-time) (plist-get o :timezone))))
+             (emacsconf-replace-plist-in-string
+              (append (list :base-url emacsconf-base-url
+                            :check-in
+                            (concat
+                             "Before " 
+                             base-checkin " in " emacsconf-timezone
+                             (if (string= base-checkin speaker-checkin)
+                                 ""
+                               (concat
+                                ", which is the same as " speaker-checkin " in " (plist-get o :timezone))) "\n"
+                             "  (this is " (plist-get o :checkin-label) ")")
+                            :qa-info-speakers
+                            (cond
+                             ;; aaaaah, no prerec yet
+                             ((string= (plist-get o :status) "WAITING_FOR_PREREC")
+                              (concat "Talk and Q&A BigBlueButton room: " (plist-get o :bbb-room)))
+                             ((null (plist-get o :q-and-a)) "")
+                             ((string-match "live" (plist-get o :q-and-a)) (concat "Q&A BigBlueButton room: " (plist-get o :bbb-room)))
+                             ((string-match "irc" (plist-get o :q-and-a)) (concat "Q&A: " (plist-get o :channel) " (" (plist-get o :webchat-url) ")"))
+                             ((string-match "pad" (plist-get o :q-and-a)) "Q&A: On the pad")
+                             (t "Q&A: After the event")))
+                      o)
+              "- ${title}
+  Info and sched: ${base-url}${url}
+  Check-in: ${check-in}
+  Pad: ${pad-url}
+  ${qa-info-speakers}")))
+         talks "\n\n")))
+      (mapc (lambda (o)
+              (emacsconf-mail-log-message-when-sent o "Sent checkin instructions"))
+            talks))))
 #+end_src
 
-
 **** E-mail for speakers who are planning to be at the conference
 :PROPERTIES:
-:EMAIL_ID: checkin-at-conf
-:SUBJECT: EmacsConf ${year}: Check-in instructions
+:EMAIL_ID: checkin-instructions
+:SUBJECT: ${conf-name} ${year}: Check-in instructions
+:REPLY_TO: emacsconf-submit@gnu.org, ${email}
+:MAIL_FOLLOWUP_TO: emacsconf-submit@gnu.org, ${email}
+:CC: emacsconf-submit@gnu.org
+:FUNCTION: emacsconf-mail-checkin-instructions
 :END:
 
-Hello, ${name}!
+Hello, ${speakers-short}!
 
 We're looking forward to having you join us at EmacsConf!
 
-We'll probably keep updating the schedule even on the day of the
-conference. You can get a rough idea of when your talk is scheduled at
-${url}. You might want to check it some time next week to get a rough
-sense of where it is, and then check it again on the day of your talk.
+We've updated the schedule based on the submissions and cancellations,
+and we'll probably update the schedule even on the day of the
+conference. You can get a rough idea of your schedule at the talk
+pages with the URL${plural} below. You might want to check your talk
+page${plural} some time next week to get a rough sense of where it is,
+and then check it again on the day of your talk${plural}. Please let
+me know if the times don't work for you.
+
+We'll try our best to keep your talk in the same general timeslot (ex:
+Saturday morning, Saturday afternoon, Sunday morning, Sunday
+afternoon). We've done some dry-runs, but just in case it turns out
+that running two tracks at the same time leaves us too frazzled, we
+may drop back to one track with Q&A on an alternate stream, like last
+year. If there are big changes to your schedule on the day of your
+talk${plural}, you'll get an e-mail from us with a subject like
+"URGENT: EmacsConf 2022: ...".${wrap}
+
+Here's your checkin info:
 
-Please check in at least 30 minutes before the scheduled start of your
-prerecorded talk so that we can deal with small scheduling changes or
+${checkin-info}
+
+Please check in early so that we can deal with scheduling changes or
 technical issues. You can find the check-in process at
-https://emacsconf.org/${year}/speakers/ .
+${base-url}${year}/speakers/ .${waiting}
 
 If something comes up, please let us know as soon as you can. Here's
-our emergency contact information:
+my emergency contact information: ${emergency}
 
-${emergency}
-
-Looking forward to seeing you soon!
+Thank you for sharing your time and energy with the EmacsConf community!
 
 Sacha
 
+p.s. If you need to cancel, that's okay too, life happens. Let me know
+as soon as you can and I'll try to shuffle things around. Thank you!
+
 **** E-mail for speakers who are not planning to be around, but who have sent us their prerecs
 :PROPERTIES:
 :EMAIL_ID: checkin-after