HackDavis · michelleyeoh · Mar 3, 2026 · Feb 26, 2026 · Feb 26, 2026 · Feb 26, 2026
diff --git a/app/(api)/_actions/emails/emailTemplates/2026JudgeHubInviteTemplate.ts b/app/(api)/_actions/emails/emailTemplates/2026JudgeHubInviteTemplate.ts
@@ -0,0 +1,79 @@
+export default function judgeHubInviteTemplate(
+  fname: string,
+  inviteLink: string
+) {
+  const EMAIL_SUBJECT = '[ACTION REQUIRED] HackDavis 2026 Judging App Invite';
+  const HEADER_IMAGE_URL = `${process.env.BASE_URL}/email/2025_email_header.png`;
+  const FOOTER_IMAGE_URL = `${process.env.BASE_URL}/email/2025_email_footer.png`;
+  const MEETING_RECORDING_URL =
+    'https://drive.google.com/file/d/1Lit5fvhev2q8mkv2QyDgTgeh3cfLeX9l/view?usp=sharing';
+  const JUDGING_GUIDE_URL =
+    'https://www.notion.so/hackdavis/HackDavis-2025-Judging-Guide-1c32d37fcae880b1ba3aeb0a9a7841b7?pvs=4';
+  const INVITATION_TO_REGISTER_GUIDE_URL =
+    'https://www.notion.so/hackdavis/HackDavis-2025-Judging-Guide-1c32d37fcae880b1ba3aeb0a9a7841b7?pvs=4#1cb2d37fcae880b6a5f4e3d793349bf6';
+  const DISCORD_SERVER_URL = 'https://discord.gg/wc6QQEc';
+
+  return `<!DOCTYPE html>
+<html lang="en">
+<head>
+    <meta charset="UTF-8">
+    <meta name="viewport" content="width=device-width, initial-scale=1.0">
+    <title>${EMAIL_SUBJECT}</title>
+    <style>
+        body { margin: 0; padding: 0; font-family: -apple-system, BlinkMacSystemFont, 'Segoe UI', Roboto, 'Helvetica Neue', Arial, sans-serif; background-color: #ffffff; }
+        .container { max-width: 600px; margin: 0 auto; background-color: #ffffff; }
+        .header-image { width: 100%; height: auto; display: block; }
+        .title { text-align: center; font-size: 32px; font-weight: bold; margin: 30px 0; color: #000000; }
+        .content-box { background-color: #EDEDED; padding: 40px; margin: 20px 0; }
+        .content-box p { font-size: 16px; line-height: 1.5; color: #222222; margin: 0 0 16px 0; }
+        .content-box a { color: #0061FE; text-decoration: none; }
+        .content-box a:hover { text-decoration: underline; }
+        .content-box ul { margin: 16px 0; padding-left: 20px; }
+        .content-box li { font-size: 16px; line-height: 1.6; color: #222222; margin-bottom: 12px; }
+        .content-box ul ul { margin-top: 8px; }
+        .bold { font-weight: bold; }
+        .button { display: inline-block; background-color: #FFC53D; color: #173a52; font-weight: 600; font-size: 16px; padding: 14px 32px; border-radius: 6px; text-decoration: none; margin: 8px 0 16px; }
+        .divider { height: 2px; background-color: #000000; margin: 40px 0; }
+        .footer-image { width: 100%; height: auto; display: block; margin-top: 20px; }
+        @media only screen and (max-width: 600px) {
+            .content-box { padding: 24px; margin: 10px; }
+            .title { font-size: 24px; margin: 20px 0; }
+        }
+    </style>
+</head>
+<body>
+    <div class="container">
+        <img src="${HEADER_IMAGE_URL}" alt="HackDavis 2026 header" class="header-image">
+        <h1 class="title">Welcome to HackDavis 2026! 🎉</h1>
+        <div class="content-box">
+            <p>Hi ${fname},</p>
+            <br/>
+            <p>Thank you again for joining us as a judge, we’re thrilled to have you on board! Here are some key resources from our virtual orientation:</p>
+            <p>🔹 Meeting Recording: <a href="${MEETING_RECORDING_URL}">${MEETING_RECORDING_URL}</a></p>
+            <p>🔹 Judging Guide: <a href="${JUDGING_GUIDE_URL}">${JUDGING_GUIDE_URL}</a></p>
+            <p>You are requested to carefully review the judging guide and familiarize yourself with its content before the event for a smooth judging experience. Kindly do not share the Judging Guide with anyone outside the judging team.</p>
+            <br/>
+            <p class="bold">IMPORTANT NEXT STEP: Create an account on our Judging Application</p>
+            <p>⚠️ The Judging Application is a key prerequisite for the day of the event! Please carefully review the <a href="${INVITATION_TO_REGISTER_GUIDE_URL}">Invitation to Register</a> section of the Judging Guide before proceeding to create your account.</p>
+            <p>Please use the following unique invite link below to create your judge account. Do NOT share it with anyone else.</p>
+            <p>👉 Invite Link: <a href="${inviteLink}">${inviteLink}</a></p>
+            <br/>
+            <p class="bold">OPTIONAL: Join our Discord</p>
+            <p>We’ll be using Discord server as our main space for announcements and support during the event. Joining is totally optional for judges, but it’s a great way to:</p>
+            <p>🔹 Get quick answers from the team</p>
+            <p>🔹 Stay in the loop on event updates</p>
+            <p>🔹 Connect with other judges & participants</p>
+            <p>👉 Discord Server: <a href="${DISCORD_SERVER_URL}">${DISCORD_SERVER_URL}</a></p>
+            <br/>
+            <p>Lastly, we are grateful for your thoughtful feedback during the orientation. As suggested, we will be sharing more details soon about the prize tracks and their eligibility criteria and rubrics to help you get a sense of the tracks ahead of time.</p>
+            <p>Please feel free to reach out if you have any questions or concerns. Looking forward to seeing you at the event!</p>
+            <br/>
+            <p>Thank you,</p>
+            <p style="margin-bottom: 0;">The HackDavis Team</p>
+        </div>
+        <div class="divider"></div>
+        <img src="${FOOTER_IMAGE_URL}" alt="HackDavis 2026 footer" class="footer-image">
+    </div>
+</body>
+</html>`;
+}
diff --git a/app/(api)/_actions/emails/parseInviteCSV.ts b/app/(api)/_actions/emails/parseInviteCSV.ts
@@ -0,0 +1,88 @@
+import { parse } from 'csv-parse/sync';
+import { z } from 'zod';
+import { JudgeInviteData } from '@typeDefs/emails';
+
+const emailSchema = z.string().email();
+
+interface ParseResult {
+  ok: true;
+  body: JudgeInviteData[];
+}
+
+interface ParseError {
+  ok: false;
+  error: string;
+}
+
+export default function parseInviteCSV(
+  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.' };
+    }
+
+    // Detect and skip header row
+    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: JudgeInviteData[] = [];
+    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 < 3) {
+        errors.push(
+          `Row ${rowNum}: expected 3 columns (First Name, Last Name, Email), got ${row.length}.`
+        );
+        continue;
+      }
+
+      const [firstName, lastName, email] = 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;
+      }
+
+      results.push({ firstName, lastName, email });
+    }
+
+    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}` };
+  }
+}
diff --git a/app/(api)/_actions/emails/sendBulkJudgeHubInvites.ts b/app/(api)/_actions/emails/sendBulkJudgeHubInvites.ts
@@ -0,0 +1,96 @@
+'use server';
+
+import { GetManyUsers } from '@datalib/users/getUser';
+import parseInviteCSV from './parseInviteCSV';
+import sendSingleJudgeHubInvite from './sendSingleJudgeHubInvite';
+import {
+  BulkJudgeInviteResponse,
+  JudgeInviteData,
+  JudgeInviteResult,
+} from '@typeDefs/emails';
+
+const CONCURRENCY = 10;
+
+export default async function sendBulkJudgeHubInvites(
+  csvText: string
+): Promise<BulkJudgeInviteResponse> {
+  // Parse and validate CSV
+  const parsed = parseInviteCSV(csvText);
+  if (!parsed.ok) {
+    return {
+      ok: false,
+      results: [],
+      successCount: 0,
+      failureCount: 0,
+      error: parsed.error,
+    };
+  }
+
+  const allJudges = parsed.body;
+  const results: JudgeInviteResult[] = [];
+  let successCount = 0;
+  let failureCount = 0;
+
+  // Single upfront duplicate check for all emails at once
+  const allEmails = allJudges.map((j) => j.email);
+  const existingUsers = await GetManyUsers({ email: { $in: allEmails } });
+  const existingEmailSet = new Set<string>(
+    existingUsers.ok
+      ? existingUsers.body.map((u: { email: string }) => u.email)
+      : []
+  );
+
+  // Partition judges into duplicates (immediate failure) and new (to send)
+  const judges: JudgeInviteData[] = [];
+  for (const judge of allJudges) {
+    if (existingEmailSet.has(judge.email)) {
+      results.push({
+        email: judge.email,
+        success: false,
+        error: 'User already exists.',
+      });
+      failureCount++;
+    } else {
+      judges.push(judge);
+    }
+  }
+
+  for (let i = 0; i < judges.length; i += CONCURRENCY) {
+    const batch: JudgeInviteData[] = judges.slice(i, i + CONCURRENCY);
+
+    const batchResults = await Promise.allSettled(
+      batch.map((judge) => sendSingleJudgeHubInvite(judge, true))
+    );
+
+    for (let j = 0; j < batchResults.length; j++) {
+      const result = batchResults[j];
+      const email = batch[j].email;
+
+      if (result.status === 'fulfilled' && result.value.ok) {
+        results.push({
+          email,
+          success: true,
+          inviteUrl: result.value.inviteUrl,
+        });
+        successCount++;
+      } else {
+        const errorMsg =
+          result.status === 'rejected'
+            ? result.reason?.message ?? 'Unknown error'
+            : result.value.error ?? 'Unknown error';
+        console.error(`[Bulk Judge Invites] ✗ Failed: ${email}`, errorMsg);
+        results.push({ email, success: false, error: errorMsg });
+        failureCount++;
+      }
+    }
+  }
+
+  return {
+    ok: failureCount === 0,
+    results,
+    successCount,
+    failureCount,
+    error:
+      failureCount > 0 ? `${failureCount} invite(s) failed to send.` : null,
+  };
+}
diff --git a/app/(api)/_actions/emails/sendSingleJudgeHubInvite.ts b/app/(api)/_actions/emails/sendSingleJudgeHubInvite.ts
@@ -0,0 +1,66 @@
+'use server';
+
+import GenerateInvite from '@datalib/invite/generateInvite';
+import { GetManyUsers } from '@datalib/users/getUser';
+import { DuplicateError, HttpError } from '@utils/response/Errors';
+import judgeHubInviteTemplate from './emailTemplates/2026JudgeHubInviteTemplate';
+import { DEFAULT_SENDER, transporter } from './transporter';
+import { JudgeInviteData, SingleJudgeInviteResponse } from '@typeDefs/emails';
+
+const EMAIL_SUBJECT = '[ACTION REQUIRED] HackDavis 2025 Judging App Invite';
+
+export default async function sendSingleJudgeHubInvite(
+  options: JudgeInviteData,
+  skipDuplicateCheck = false
+): Promise<SingleJudgeInviteResponse> {
+  const totalStart = Date.now();
+  const { firstName, lastName, email } = options;
+
+  try {
+    // Step 1: duplicate check (skipped in bulk flow — checked upfront there)
+    if (!skipDuplicateCheck) {
+      const users = await GetManyUsers({ email });
+      if (users.ok && users.body.length > 0) {
+        throw new DuplicateError(`User with email ${email} already exists.`);
+      }
+    }
+
+    // Step 2: generate HMAC-signed invite link
+    const invite = await GenerateInvite(
+      { email, name: `${firstName} ${lastName}`, role: 'judge' },
+      'invite'
+    );
+    if (!invite.ok || !invite.body) {
+      throw new HttpError(invite.error ?? 'Failed to generate invite link.');
+    }
+
+    if (!DEFAULT_SENDER) {
+      throw new Error('Email configuration missing: SENDER_EMAIL is not set.');
+    }
+
+    const htmlContent = judgeHubInviteTemplate(firstName, invite.body);
+
+    // Step 3: send email
+    await transporter.sendMail({
+      from: DEFAULT_SENDER,
+      to: email,
+      subject: EMAIL_SUBJECT,
+      html: htmlContent,
+    });
+    return { ok: true, inviteUrl: invite.body, error: null };
+  } catch (e) {
+    const errorMessage =
+      e instanceof Error
+        ? e.message
+        : typeof e === 'string'
+        ? e
+        : 'Unknown error';
+    console.error(
+      `[Judge Hub Invite] ✗ Failed (${email}) after ${
+        Date.now() - totalStart
+      }ms:`,
+      errorMessage
+    );
+    return { ok: false, error: errorMessage };
+  }
+}
diff --git a/app/(api)/_actions/emails/transporter.ts b/app/(api)/_actions/emails/transporter.ts
@@ -0,0 +1,28 @@
+import nodemailer from 'nodemailer';
+
+const SENDER_EMAIL = process.env.SENDER_EMAIL;
+const SENDER_PWD = process.env.SENDER_PWD;
+
+const missingVars: string[] = [];
+if (!SENDER_EMAIL) missingVars.push('SENDER_EMAIL');
+if (!SENDER_PWD) missingVars.push('SENDER_PWD');
+if (missingVars.length > 0) {
+  throw new Error(
+    `Email transporter: missing environment variable(s): ${missingVars.join(
+      ', '
+    )}`
+  );
+}
+
+export const transporter = nodemailer.createTransport({
+  service: 'gmail',
+  pool: true,
+  maxConnections: 10,
+  maxMessages: Infinity, // don't recycle connections mid-batch
+  auth: {
+    user: SENDER_EMAIL,
+    pass: SENDER_PWD,
+  },
+});
+
+export const DEFAULT_SENDER = SENDER_EMAIL;
diff --git a/app/(pages)/admin/_components/InviteLinkForm/InviteLinkForm.tsx b/app/(pages)/admin/_components/InviteLinkForm/InviteLinkForm.tsx
@@ -47,7 +47,7 @@ export default function InviteLinkForm() {
   return (
     <>
       <form onSubmit={handleInvite} className={styles.form}>
-        <h3>Invite a User</h3>
+        <h3>Invite a User [to be deprecated & replaced]</h3>
         <div className={styles.fields}>
           <p className={styles.error_msg}>{error}</p>
           <div>