fix: daily ux + calendar + user.fm

[deardarlingoose]

User description

user report: user.fm would pull duplicate events from Cal.com and google calendar - normal workflow causes duped meetings

also, people kicked from expired meetings with unhelpful error

LLM DESCRIPTION PROOFRED:

Summary

• Better error messages when users get disconnected from Daily.co meetings — instead of generic "Failed to join meeting", shows specific reasons (connection lost, meeting ended, ejected) with actionable buttons
• Prevent duplicate meetings from aggregated ICS calendar feeds — when the same event appears with different UIDs (Cal.com + Google Calendar), only one meeting is created

Context

Feb 2 incident: user kicked from Max's room, saw "Failed to join meeting" with no way to recover. Investigation found two issues: (1) no error context shown to users on disconnect, (2) duplicate meetings created from aggregated calendar feed containing both Cal.com
and Google Calendar copies of each event.

Changes

Daily.co error UX (DailyRoom.tsx)

• Listen to Daily.co error event (previously only left-meeting was handled)
• Show specific error messages per DailyFatalErrorType: connection-error, exp-room, ejected, with appropriate recovery actions
• Join failure now surfaces actual API error detail ("Meeting has ended" etc.) instead of generic message
• "Back to Room" and "Try Rejoining" buttons on error screens

ICS meeting dedup (meetings.py, ics_sync.py)

• Before creating a meeting for a calendar event, check if a meeting already exists for the same room with identical (start_date, end_date)
• Prevents duplicate meetings when aggregated feeds contain the same event with different ics_uid values
• Duplicate calendar_event rows are left intact (they are technically different records)

Test plan

• ICS dedup: 2 new tests pass (test_ics_dedup.py)
• ICS dedup: existing ICS + meeting tests pass (no regressions)
• Lint/format passes
• Manual: verify Daily.co error screens render correctly in a live meeting
• Manual: verify duplicate meetings no longer appear in Max's MeetingSelection

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PR Type

Bug fix, Enhancement

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Description

• Fix duplicate meetings from aggregated calendar feeds

• Improve Daily.co error handling with specific messages

• Add time-window deduplication for calendar events

• Create user-friendly error screens with recovery options

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Changes walkthrough 📝

	Relevant files
Enhancement	meetings.py Add method to detect duplicate meetings by time window      server/reflector/db/meetings.py Added new method get_by_room_and_time_window to check if a meeting already exists for a room with the same time window Method takes room, start_date, and end_date parameters to find potential duplicates Returns Meeting object or None if no duplicate exists +21/-0    DailyRoom.tsx Enhance Daily.co error handling and UI                                      www/app/[roomName]/components/DailyRoom.tsx Added error handling for Daily.co fatal errors with specific user messages Created FatalErrorScreen component to display appropriate error messages Added error event listener to Daily.co frame Implemented different UI actions based on error type (rejoinable vs non-rejoinable) Improved join failure error display to show actual API error details +94/-3
Bug fix	ics_sync.py Implement calendar event deduplication logic                          server/reflector/worker/ics_sync.py Modified create_upcoming_meetings_for_event to check for existing meetings with same time window Added deduplication logic to prevent duplicate meetings from aggregated calendar feeds Improved type hints and removed fallback to default duration Added logging for skipped duplicate events +19/-7
Tests	test_ics_dedup.py Add tests for calendar event deduplication                              server/tests/test_ics_dedup.py Added new test file with two test cases for calendar event deduplication First test verifies same event with different UIDs creates only one meeting Second test confirms different time windows still create separate meetings Tests use mocks to simulate platform client behavior +190/-0
Documentation	apiHooks.ts Add reference marker for ApiError type issue                          www/app/lib/apiHooks.ts Added reference marker for ApiError type casting issue No functional changes, just documentation for future reference +1/-0

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[pr-agent-monadical]

PR Reviewer Guide 🔍

Here are some key observations to aid the review process:

⏱️ Estimated effort to review: 3 🔵🔵🔵⚪⚪

🧪 PR contains tests

🔒 No security concerns identified

⚡ Recommended focus areas for review Error Handling The error handling implementation shows specific error messages but doesn't log errors for monitoring/debugging. Consider adding error logging to track frequency and types of errors users encounter. const handleError = useCallback((ev: DailyEventObjectFatalError) => { const error: FatalError = { type: ev.error?.type ?? "unknown", message: ev.errorMsg, }; setFatalError(error); }, []); Potential Race Condition The deduplication logic checks for existing meetings by time window, but there's no transaction or lock mechanism. If two calendar events with the same time window are processed concurrently, duplicate meetings could still be created. # Prevent duplicate meetings from aggregated calendar feeds # (e.g. same event appears with different UIDs from Cal.com and Google Calendar) end_date = event.end_time existing_by_time = await meetings_controller.get_by_room_and_time_window( room, event.start_time, end_date ) if existing_by_time: logger.info( "Skipping duplicate calendar event - meeting already exists for this time window", room_id=room.id, event_id=event.id, existing_meeting_id=existing_by_time.id, ) return

[pr-agent-monadical]

Suggestion: The error handler should log the error to the console for debugging purposes, especially since it's handling fatal errors that could impact user experience. [general, importance: 5]

Suggested change

	const handleError = useCallback((ev: DailyEventObjectFatalError) => {
	const error: FatalError = {
	type: ev.error?.type ?? "unknown",
	message: ev.errorMsg,
	};
	setFatalError(error);
	}, []);
	const handleError = useCallback((ev: DailyEventObjectFatalError) => {
	console.error("Daily fatal error:", ev.errorMsg, ev.error);
	const error: FatalError = {
	type: ev.error?.type ?? "unknown",
	message: ev.errorMsg,
	};
	setFatalError(error);
	}, []);