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# Email Notification Preferences PRD
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## Purpose
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Let people control which emails ClassroomIO sends them. Today every email is
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**fire-and-forget per event** — there is no preference table, no opt-out, and no
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settings UI anywhere in the product. This PRD adds notification preferences in
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**Settings**, at two scopes:
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1. **Personal** — each user enables/disables the notification emails *they*
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receive, from their own settings.
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2. **Organization** — admins set org-wide defaults for the notification emails
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the org sends to its members.
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An email sends only when **both** the org default and the recipient's personal
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preference allow it. Transactional emails (auth, invites, payment steps, account
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lifecycle) are always sent and never appear as toggles.
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## Confirmed decisions
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1. **Two scopes:** org-level defaults (admin) **and** personal per-user overrides.
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2. **Opt-out defaults:** every toggle ships **on**. Nothing changes for existing
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orgs until someone turns an email off — behavior is identical to today until
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a user acts.
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3. **Personal preferences are profile-global** (one setting per user, not per
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org) for v1. Per-org personal preferences are a possible future extension
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(see Out of Scope).
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4. **Storage reuses `jsonb` settings columns** — `organization.settings`
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(exists) and a new `profile.settings` column. No new tables.
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5. **Enforcement at a single chokepoint:** the preference check lives in the
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email enqueue layer so individual call sites stay unchanged.
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6. **Transactional emails are never toggleable.**
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## The governing rule
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> Emails the recipient is **expecting** or **must act on** stay mandatory.
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> Ambient "FYI" emails become opt-out.
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## Current state audit
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| Capability | Status | Location |
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| --- | --- | --- |
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| Email templates | 24 templates | `packages/email/src/emails/` |
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| Email dispatch (API) | queued | `enqueueTransactionalEmail()` in `apps/api/src/services/jobs/email-jobs.ts` → `apps/jobs/src/processors/emails/send.ts` |
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| Email dispatch (auth) | direct | `sendEmail()` in `packages/db/src/auth/*` |
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| Email preferences (any) | **not implemented** | — |
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| Unsubscribe / opt-out | **not implemented** | — |
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| `organization.settings` jsonb | exists, deep-merged on update | `packages/db/src/schema.ts:2007`; merge in `updateOrganization()` `packages/db/src/queries/organization/organization.ts:1065` |
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| `profile.settings` jsonb | **does not exist** (profile has only untyped `metadata`) | `packages/db/src/schema.ts:392` |
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| Personal settings UI | exists | settings index renders `ProfilePage` — `apps/dashboard/src/lib/features/settings/pages/profile.svelte`, route `apps/dashboard/src/routes/(app)/org/[slug]/settings/+page.svelte` |
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| Org settings UI + tabs | exists | tabs in `apps/dashboard/src/lib/features/settings/components/org-settings-inline-tabs.svelte`; sub-routes under `apps/dashboard/src/routes/(app)/org/[slug]/settings/` |
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| Profile update endpoint | exists | `PUT /account/profile` (`ZUpdateProfile`) → `updateUser()` |
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| Org update endpoint | exists (admin) | `PUT /organization/` (`ZUpdateOrganization`, `orgAdminMiddleware`) |
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## Email classification
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Recipient legend: 🎓 student · 🧑🏫 tutor/admin · 👤 account owner.
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### Never toggleable (mandatory)
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| Email id | Recipient | Trigger | Why mandatory |
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|---|---|---|---|
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| `verifyEmail` | 👤 | Signup / email-change verification | Security |
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| `forgotPassword` | 👤 | Password reset requested | Security |
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| `onPasswordReset` | 👤 | Password changed | Security |
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| `welcome` | 👤 | Account created | Account lifecycle |
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| `studentLimitReached` | 🧑🏫 admin | Free-plan student cap hit | Must know students are turned away |
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| `inviteTeacher` | 🧑🏫 | Invited to org as staff | The invite *is* the email |
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| `studentOrgInvite` | 🎓 | Invited to the org | The invite *is* the email |
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| `studentCourseInvite` | 🎓 | Invited to a course | The invite *is* the email |
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| `studentProvePayment` | 🎓 | Must send proof of payment | Required next step |
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| `teacherStudentBuyRequest` | 🧑🏫 | Student requests to buy a paid course | Requires admin action |
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### Toggleable
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Each toggle maps to one or more template ids. `key` is the stable identifier
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stored in the settings JSON.
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| Toggle key | UI label | Email id(s) | Recipient | Org default | Personal |
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|---|---|---|---|---|---|
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| `newStudent` | New student joins | `teacherStudentJoined` | 🧑🏫 | ✅ | ✅ |
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| `newSubmission` | New submissions to grade | `submissionReceived` | 🧑🏫 | ✅ | ✅ |
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| `gradingResult` | Grading results | `submissionGraded` | 🎓 | ✅ | ✅ |
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| `newsfeed` | Course announcements & comments | `newsfeedPost`, `newsfeedComment` | 🎓/🧑🏫 | ✅ | ✅ |
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| `quizAssigned` | Quiz / exercise assigned | `quizAssigned` | 🎓 | ✅ | ✅ |
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| `cohortReminder` | Cohort goal reminders | `cohortGoalReminder` | 🎓 | ✅ | ✅ |
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| `session` | Live session reminders & updates | `sessionReminder`, `sessionUpdated` | 🎓 | ✅ | ✅ |
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| `enrollmentWelcome` | Enrollment welcome emails | `studentCourseWelcome`, `studentCohortWelcome`, `teacherCourseWelcome` | 🎓/🧑🏫 | ✅ | — (org only) |
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| `courseCompletion` | Course completion / certificate | `studentCourseCompletion` | 🎓 | ✅ | ✅ |
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Notes:
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- **`enrollmentWelcome` is org-scoped only.** It fires when *staff* add/enroll
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someone, so the org owns the choice, not the recipient.
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- **`session` groups reminder + update.** Muting it also stops "the time
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changed" alerts. Intentional grouping for v1; split later if needed.
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## Architecture
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```mermaid
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flowchart TB
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subgraph ui [Settings UI]
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PersonalPage["Personal → Notifications section\n(profile settings page)"]
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OrgPage["Org → Notifications tab\n(admin only)"]
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end
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subgraph api [apps/api]
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AccountRoute["PUT /account/profile\n(ZUpdateProfile + emailNotifications)"]
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OrgRoute["PUT /organization/\n(ZUpdateOrganization + settings.emailNotifications)"]
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Enqueue["enqueueTransactionalEmail()\n+ preference guard"]
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Resolver["resolveEmailDelivery(emailId, orgId, recipient)"]
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end
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subgraph db [packages/db]
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Profile[(profile.settings jsonb)]
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Org[(organization.settings jsonb)]
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end
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PersonalPage --> AccountRoute --> Profile
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OrgPage --> OrgRoute --> Org
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Enqueue --> Resolver
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Resolver --> Org
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Resolver --> Profile
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```
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Send decision:
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```
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send(emailId, orgId, recipient) =
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isMandatory(emailId)
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OR ( orgAllows(toggleFor(emailId), orgId)
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AND personalAllows(toggleFor(emailId), recipient) )
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```
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Absent keys resolve to `true` (opt-out default).
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## Data model
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### `profile.settings` (new column)
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Add a typed `settings` jsonb column to `profile`
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(`packages/db/src/schema.ts:392`), mirroring `organization.settings`:
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```ts
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settings: jsonb().default({}).$type<{
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emailNotifications?: {
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newStudent?: boolean;
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newSubmission?: boolean;
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gradingResult?: boolean;
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newsfeed?: boolean;
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quizAssigned?: boolean;
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cohortReminder?: boolean;
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session?: boolean;
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courseCompletion?: boolean;
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};
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}>(),
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```
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> Migrations are handled outside this workflow — the schema edit stops at a
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> passing `@cio/db` build (no hand-authored migration).
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### `organization.settings.emailNotifications` (extend existing type)
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Extend the existing `organization.settings` `$type<>()` at
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`packages/db/src/schema.ts:2007` (which already carries `signup`,
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`internalEnrollmentOnly`, and `studentLimitNotified` — this addition is purely
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additive):
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```ts
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emailNotifications?: {
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newStudent?: boolean;
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newSubmission?: boolean;
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gradingResult?: boolean;
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newsfeed?: boolean;
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quizAssigned?: boolean;
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cohortReminder?: boolean;
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session?: boolean;
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enrollmentWelcome?: boolean;
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courseCompletion?: boolean;
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};
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```
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`updateOrganization()` already deep-merges `settings`, so partial updates work
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without clobbering other keys.
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## Phase 1 — Preference resolution (backend core)
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### 1a. Toggle map
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New `packages/utils/src/notifications/email-toggles.ts` (or colocated in
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`@cio/email`): a static, exhaustive map from template id → toggle key, plus the
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set of mandatory ids. This is the single source of truth for "which toggle
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governs which email".
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```ts
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export const EMAIL_TOGGLE_MAP: Partial<Record<EmailId, EmailToggleKey>> = {
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teacherStudentJoined: 'newStudent',
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submissionReceived: 'newSubmission',
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submissionGraded: 'gradingResult',
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newsfeedPost: 'newsfeed',
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newsfeedComment: 'newsfeed',
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quizAssigned: 'quizAssigned',
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cohortGoalReminder: 'cohortReminder',
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sessionReminder: 'session',
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sessionUpdated: 'session',
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studentCourseWelcome: 'enrollmentWelcome',
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studentCohortWelcome: 'enrollmentWelcome',
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teacherCourseWelcome: 'enrollmentWelcome',
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studentCourseCompletion: 'courseCompletion'
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};
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// ids absent from the map are mandatory → always send.
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// 'enrollmentWelcome' is org-only (skip the personal check).
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```
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### 1b. Queries
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- `getOrganizationEmailNotificationSettings(orgId)` in
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`packages/db/src/queries/organization/` — returns the org's
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`settings.emailNotifications` object.
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- `getProfileEmailNotificationSettingsByEmail(email)` (and/or `...ById`) in
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`packages/db/src/queries/auth/profile.ts` — returns a profile's
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`settings.emailNotifications`.
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### 1c. Resolver service
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`apps/api/src/services/notification/email-preferences.ts`:
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```ts
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export async function shouldSendEmail(input: {
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emailId: EmailId;
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organizationId?: string;
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recipientEmail?: string;
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recipientProfileId?: string;
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}): Promise<boolean>
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```
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- Mandatory id (not in map) → `true`.
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- Look up the org toggle; `false` (explicitly disabled) → `false`.
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- If the toggle is personal-capable and a recipient is known, look up the
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personal toggle; explicitly `false` → `false`.
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- Missing settings / unknown recipient → `true` (opt-out default; never
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silently drop mail we can't reason about).
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### 1d. Enqueue guard
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Extend `EnqueueTemplateEmailInput` in
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`apps/api/src/services/jobs/email-jobs.ts` with an optional preference context:
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```ts
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preference?: {
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organizationId?: string;
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recipientProfileId?: string; // recipient resolved from `to` when omitted
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};
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```
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In `enqueueTransactionalEmail()`, before enqueueing each recipient, call
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`shouldSendEmail()` and skip recipients whose preference is off. When
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`preference` is omitted the email is treated as mandatory and always sends
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(backward-compatible). Toggleable call sites (§Phase 3) pass the context.
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## Phase 2 — Settings API
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### 2a. Personal
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Extend `ZUpdateProfile` (`packages/utils/src/validation/account/account.ts`)
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with an optional `emailNotifications` object (all keys optional booleans). The
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existing `PUT /account/profile` route and `updateUser()` service carry it
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through to a `profile.settings` merge in the profile update query.
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- The profile update query must **deep-merge** `settings.emailNotifications`
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(like `updateOrganization` does) so a partial toggle update doesn't wipe
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other keys.
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- Extend the `GET /account/profile` response to include
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`settings.emailNotifications` so the UI can hydrate current values.
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### 2b. Org
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Extend `ZUpdateOrganization.settings`
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(`packages/utils/src/validation/organization/organization.ts:110`) with
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`emailNotifications`. No route changes — `PUT /organization/` already validates
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`settings` and deep-merges. Admin-only via `orgAdminMiddleware` (already
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applied).
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## Phase 3 — Wire preference context into toggleable sends
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For each toggleable send call site, pass `preference: { organizationId,
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recipientProfileId? }`. These are the only call sites that change:
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| File | Email id(s) |
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| `apps/api/src/services/course/people.ts` | `teacherStudentJoined`, `teacherCourseWelcome`, `studentCourseWelcome` |
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| `apps/api/src/services/course/invite.ts` | `teacherStudentJoined`, `studentCourseWelcome` |
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| `apps/api/src/services/organization/audience.ts` | `studentCourseWelcome`, `studentCohortWelcome` |
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| `apps/api/src/services/submission/submission.ts` | `submissionReceived`, `submissionGraded` |
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| `apps/api/src/services/newsfeed/newsfeed.ts` | `newsfeedPost`, `newsfeedComment` |
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| `apps/api/src/services/cohort/goal.ts` | `cohortGoalReminder` |
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| `apps/api/src/utils/course-completion.ts` | `studentCourseCompletion` |
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| `apps/jobs/src/processors/notifications/notify-course-exercise.ts` | `quizAssigned` |
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| `apps/jobs/src/processors/notifications/session-reminder-scan.ts` | `sessionReminder` |
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| `apps/jobs/src/processors/notifications/notify-session-update.ts` | `sessionUpdated` |
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`apps/jobs` scans already load org + member context, so they can resolve
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preferences directly (or call `shouldSendEmail()` before enqueuing).
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Mandatory-email call sites (onboarding, invites, payment-request, org invite,
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student-limit) are **not** touched.
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## Phase 4 — Frontend
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### 4a. Personal — Notifications section on the settings page
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Add a **Notifications** section to the personal settings page
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(`apps/dashboard/src/lib/features/settings/pages/profile.svelte`, rendered by the
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`/org/[slug]/settings` index) — or a sibling personal page if the profile page
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is too crowded. Use the `Field.Group` / `Field.Set` + `Switch` pattern from
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CLAUDE.md ("Form Structure"). Each personal toggle is a horizontal switch row.
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Reuse the profile API flow: the toggles bind to a `$state` object and save
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through the existing profile-update API class
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(`apps/dashboard/src/lib/features/auth/api/profile.svelte.ts` → `updateProfile()`
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→ `classroomio.account.profile.$put`), sending `emailNotifications` in the
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payload. Server side, `PUT /account/profile` → `updateUser()`
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(`apps/api/src/services/account/profile.ts`) → `updateProfile()` query.
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**UI precedent:** `apps/dashboard/src/lib/features/settings/components/auth-general.svelte`
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is the closest existing panel — multiple `Switch` toggles in
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`Field.Group` / `Field.Set` / `Field.Field orientation="horizontal"` that
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read from and merge-write a `settings` jsonb. Mirror its client-side
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merge-then-save convention.
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### 4b. Org — Notifications tab (admin)
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Add a `notifications` tab to `org-settings-inline-tabs.svelte` and a route
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`apps/dashboard/src/routes/(app)/org/[slug]/settings/notifications/+page.svelte`
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rendering a new `features/settings/pages/notifications.svelte`. Admin-only
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(match how other org tabs are gated). Toggles save via the org API class
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(`apps/dashboard/src/lib/features/org/api/org.svelte.ts`) using the existing
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`PUT /organization/` update with `settings.emailNotifications`.
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### 4c. Types & translations
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- Request/response types inferred in
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`apps/dashboard/src/lib/features/settings/utils/types.ts` (never import from
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`@cio/db/queries`).
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- All labels/descriptions in
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`apps/dashboard/src/lib/utils/translations/en.json` under a
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`settings.notifications.*` namespace; run `pnpm --filter @cio/dashboard translate`
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(via `cd apps/dashboard && pnpm translate`) and verify `{}` placeholders.
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## Relationship to `prd/notification-system`
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The unbuilt `prd/notification-system` PRD introduces in-app notifications and a
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`notify()` service. This preferences layer is complementary: when that lands,
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`shouldSendEmail()` / the toggle map should also gate whether an in-app
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notification is created, so users control both channels from one setting. Build
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the resolver so `notify()` can reuse it.
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## Files to create
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| File | Purpose |
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|---|---|
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| `packages/utils/src/notifications/email-toggles.ts` | Template id → toggle key map + mandatory set |
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| `packages/db/src/queries/organization/*` (fn) | `getOrganizationEmailNotificationSettings()` |
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| `packages/db/src/queries/auth/profile.ts` (fn) | `getProfileEmailNotificationSettingsByEmail()` / `...ById` |
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| `apps/api/src/services/notification/email-preferences.ts` | `shouldSendEmail()` resolver |
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| `apps/dashboard/src/lib/features/settings/pages/notifications.svelte` | Org notifications tab UI |
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| `apps/dashboard/src/routes/(app)/org/[slug]/settings/notifications/+page.svelte` | Org tab route |
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## Files to modify
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| File | Change |
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|---|---|
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| `packages/db/src/schema.ts` | Add typed `profile.settings` jsonb; extend `organization.settings` type with `emailNotifications` |
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| `packages/db/src/queries/auth/profile.ts` | Deep-merge `settings.emailNotifications` in profile update |
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| `packages/utils/src/validation/account/account.ts` | Add `emailNotifications` to `ZUpdateProfile` |
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| `packages/utils/src/validation/organization/organization.ts` | Add `emailNotifications` to `ZUpdateOrganization.settings` |
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| `apps/api/src/services/jobs/email-jobs.ts` | Add `preference` context + guard in `enqueueTransactionalEmail()` |
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| `apps/api/src/routes/account/account.ts` | Include `settings.emailNotifications` in `GET /account/profile` response |
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| Phase 3 send call sites (table above) | Pass `preference` context |
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| `apps/dashboard/src/lib/features/settings/pages/profile.svelte` | Add personal Notifications section |
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| `apps/dashboard/src/lib/features/settings/components/org-settings-inline-tabs.svelte` | Add `notifications` tab |
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| `apps/dashboard/src/lib/features/auth/api/profile.svelte.ts` | Send `emailNotifications` on save |
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| `apps/dashboard/src/lib/features/org/api/org.svelte.ts` | Send `settings.emailNotifications` on save |
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| `apps/dashboard/src/lib/features/settings/utils/types.ts` | Inferred request/response types |
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| `apps/dashboard/src/lib/utils/translations/en.json` | `settings.notifications.*` strings (+ translate) |
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## Out of scope (v1)
|
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- **Per-org personal preferences** — v1 personal prefs are profile-global. If a
|
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user is staff in one org and a student in another, one setting governs both.
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|
- **One-click unsubscribe** links in email footers (CAN-SPAM / RFC 8058) —
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|
would later map an unsubscribe token to the personal toggle.
|
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|
- **Digest / batching** (one daily summary instead of per-event emails).
|
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- **Per-course granularity** — toggles are org-wide and account-wide.
|
Rotimi Best