From 26239f05a34af07ebba764d669343c32e40e63bf Mon Sep 17 00:00:00 2001
From: =?UTF-8?q?Juan=20Diego=20Garc=C3=ADa?= <juandgoc@gmail.com>
Date: Tue, 7 Apr 2026 17:18:11 -0500
Subject: [PATCH] fix: deactivate meeting button and better deactivation
 heuristics (#950)

---
 server/reflector/worker/process.py            | 29 ++++++-----
 www/app/(app)/rooms/_components/RoomTable.tsx | 52 ++++++++++++++++---
 2 files changed, 59 insertions(+), 22 deletions(-)

diff --git a/server/reflector/worker/process.py b/server/reflector/worker/process.py
index a9d31c74..432a701c 100644
--- a/server/reflector/worker/process.py
+++ b/server/reflector/worker/process.py
@@ -869,29 +869,30 @@ async def process_meetings():
                 elif has_had_sessions:
                     should_deactivate = True
                     logger_.info("Meeting ended - all participants left")
-                elif current_time > end_date:
-                    should_deactivate = True
-                    logger_.info(
-                        "Meeting deactivated - scheduled time ended with no participants",
-                    )
-                elif meeting.platform == "livekit" and not has_had_sessions:
-                    # LiveKit rooms are destroyed after empty_timeout. Once gone,
-                    # list_participants returns [] — indistinguishable from "never used".
-                    # Check if meeting was created >10 min ago; if so, assume room is gone.
+                elif not has_had_sessions:
+                    # No sessions recorded — either no one joined, or webhooks
+                    # didn't arrive (e.g. local dev without tunnel).
                     meeting_start = meeting.start_date
                     if meeting_start.tzinfo is None:
                         meeting_start = meeting_start.replace(tzinfo=timezone.utc)
                     age_minutes = (current_time - meeting_start).total_seconds() / 60
-                    if age_minutes > 10:
+                    is_scheduled = bool(meeting.calendar_event_id)
+
+                    if is_scheduled and current_time > end_date:
+                        # Scheduled meeting past its end time with no participants
                         should_deactivate = True
                         logger_.info(
-                            "LiveKit meeting deactivated - room likely destroyed (no sessions after 10 min)",
+                            "Meeting deactivated - scheduled time ended with no participants",
+                        )
+                    elif not is_scheduled and age_minutes > 30:
+                        # On-the-fly meeting with no sessions after 30 min
+                        should_deactivate = True
+                        logger_.info(
+                            "Meeting deactivated - no sessions after 30 min",
                             age_minutes=round(age_minutes, 1),
                         )
                     else:
-                        logger_.debug("LiveKit meeting still young, keep it")
-                else:
-                    logger_.debug("Meeting not yet started, keep it")
+                        logger_.debug("Meeting not yet started, keep it")
 
                 if should_deactivate:
                     await meetings_controller.update_meeting(
diff --git a/www/app/(app)/rooms/_components/RoomTable.tsx b/www/app/(app)/rooms/_components/RoomTable.tsx
index 4b31d6b3..e14281b8 100644
--- a/www/app/(app)/rooms/_components/RoomTable.tsx
+++ b/www/app/(app)/rooms/_components/RoomTable.tsx
@@ -10,14 +10,17 @@ import {
   Badge,
   VStack,
   Icon,
+  Tooltip,
 } from "@chakra-ui/react";
 import { LuLink, LuRefreshCw } from "react-icons/lu";
+import { FaStop } from "react-icons/fa";
 import { FaCalendarAlt } from "react-icons/fa";
 import type { components } from "../../../reflector-api";
 import {
   useRoomActiveMeetings,
   useRoomUpcomingMeetings,
   useRoomIcsSync,
+  useMeetingDeactivate,
 } from "../../../lib/apiHooks";
 
 type Room = components["schemas"]["Room"];
@@ -107,6 +110,7 @@ const getZulipDisplay = (
 function MeetingStatus({ roomName }: { roomName: string }) {
   const activeMeetingsQuery = useRoomActiveMeetings(roomName);
   const upcomingMeetingsQuery = useRoomUpcomingMeetings(roomName);
+  const deactivateMutation = useMeetingDeactivate();
 
   const activeMeetings = activeMeetingsQuery.data || [];
   const upcomingMeetings = upcomingMeetingsQuery.data || [];
@@ -121,14 +125,46 @@ function MeetingStatus({ roomName }: { roomName: string }) {
       meeting.calendar_metadata?.["title"] || "Active Meeting",
     );
     return (
-      <VStack gap={1} alignItems="start">
-        <Text fontSize="xs" color="gray.600" lineHeight={1}>
-          {title}
-        </Text>
-        <Text fontSize="xs" color="gray.500" lineHeight={1}>
-          {meeting.num_clients} participants
-        </Text>
-      </VStack>
+      <Flex alignItems="center" gap={2}>
+        <VStack gap={1} alignItems="start">
+          <Text fontSize="xs" color="gray.600" lineHeight={1}>
+            {title}
+          </Text>
+          <Text fontSize="xs" color="gray.500" lineHeight={1}>
+            {meeting.num_clients} participants
+          </Text>
+        </VStack>
+        {activeMeetings.length === 1 && (meeting.num_clients ?? 0) < 2 && (
+          <Tooltip.Root openDelay={100}>
+            <Tooltip.Trigger asChild>
+              <IconButton
+                aria-label="End meeting"
+                size="xs"
+                variant="ghost"
+                color="red.500"
+                _hover={{ bg: "transparent", color: "red.600" }}
+                onClick={() =>
+                  deactivateMutation.mutate({
+                    params: { path: { meeting_id: meeting.id } },
+                  })
+                }
+                disabled={deactivateMutation.isPending}
+              >
+                {deactivateMutation.isPending ? (
+                  <Spinner size="xs" />
+                ) : (
+                  <FaStop />
+                )}
+              </IconButton>
+            </Tooltip.Trigger>
+            <Tooltip.Positioner>
+              <Tooltip.Content>
+                End this meeting and stop any active recordings
+              </Tooltip.Content>
+            </Tooltip.Positioner>
+          </Tooltip.Root>
+        )}
+      </Flex>
     );
   }