feat: allow participants to ask for email transcript (#923)

* feat: allow participants to ask for email transcript

* fix: set email update in a transaction

CLAUDE.md

@@ -192,3 +192,8 @@ Modal.com integration for scalable ML processing:
 ## Pipeline/worker related info
 
 If you need to do any worker/pipeline related work, search for "Pipeline" classes and their "create" or "build" methods to find the main processor sequence. Look for task orchestration patterns (like "chord", "group", or "chain") to identify the post-processing flow with parallel execution chains. This will give you abstract vision on how processing pipeling is organized.
+
+## Code Style
+
+- Always put imports at the top of the file. Let ruff/pre-commit handle sorting and formatting of imports.
+- Exception: In Hatchet pipeline task functions, DB controller imports (e.g., `transcripts_controller`, `meetings_controller`) stay as deferred/inline imports inside `fresh_db_connection()` blocks — this is intentional to avoid sharing DB connections across forked processes. Non-DB imports (utilities, services) should still go at the top of the file.

docker-compose.selfhosted.yml

@@ -308,6 +308,24 @@ services:
       - web
       - server
 
+  # ===========================================================
+  # Mailpit — local SMTP sink for testing email transcript notifications
+  # Start with: --profile mailpit
+  # Web UI at http://localhost:8025
+  # ===========================================================
+
+  mailpit:
+    image: axllent/mailpit:latest
+    profiles: [mailpit]
+    restart: unless-stopped
+    ports:
+      - "127.0.0.1:8025:8025"   # Web UI
+    healthcheck:
+      test: ["CMD", "wget", "-q", "--spider", "http://localhost:8025/api/v1/messages"]
+      interval: 10s
+      timeout: 3s
+      retries: 5
+
   # ===========================================================
   # Hatchet workflow engine + workers
   # Required for all processing pipelines (file, live, Daily.co multitrack).

scripts/run-integration-tests.sh

@@ -13,14 +13,25 @@
 # Optional:
 #   LLM_MODEL    — Model name (default: qwen2.5:14b)
 #
+# Flags:
+#   --build      — Rebuild backend Docker images (server, workers, test-runner)
+#
 # Usage:
 #   export LLM_URL="https://api.openai.com/v1"
 #   export LLM_API_KEY="sk-..."
 #   export HF_TOKEN="hf_..."
 #   ./scripts/run-integration-tests.sh
+#   ./scripts/run-integration-tests.sh --build   # rebuild backend images
 #
 set -euo pipefail
 
+BUILD_FLAG=""
+for arg in "$@"; do
+    case "$arg" in
+        --build) BUILD_FLAG="--build" ;;
+    esac
+done
+
 SCRIPT_DIR="$(cd "$(dirname "${BASH_SOURCE[0]}")" && pwd)"
 REPO_ROOT="$(cd "$SCRIPT_DIR/.." && pwd)"
 COMPOSE_DIR="$REPO_ROOT/server/tests"
@@ -66,7 +77,7 @@ trap cleanup EXIT
 
 # ── Step 1: Build and start infrastructure ──────────────────────────────────
 info "Building and starting infrastructure services..."
-$COMPOSE up -d --build postgres redis garage hatchet mock-daily
+$COMPOSE up -d --build postgres redis garage hatchet mock-daily mailpit
 
 # ── Step 2: Set up Garage (S3 bucket + keys) ───────────────────────────────
 wait_for "Garage" "$COMPOSE exec -T garage /garage stats" 60
@@ -116,7 +127,7 @@ ok "Hatchet token generated"
 
 # ── Step 4: Start backend services ──────────────────────────────────────────
 info "Starting backend services..."
-$COMPOSE up -d server worker hatchet-worker-cpu hatchet-worker-llm test-runner
+$COMPOSE up -d $BUILD_FLAG server worker hatchet-worker-cpu hatchet-worker-llm test-runner
 
 # ── Step 5: Wait for server + run migrations ────────────────────────────────
 wait_for "Server" "$COMPOSE exec -T test-runner curl -sf http://server:1250/health" 60

server/migrations/versions/a2b3c4d5e6f7_add_email_recipients_to_meeting.py

@@ -0,0 +1,29 @@
+"""add email_recipients to meeting
+
+Revision ID: a2b3c4d5e6f7
+Revises: 501c73a6b0d5
+Create Date: 2026-03-20 00:00:00.000000
+
+"""
+
+from typing import Sequence, Union
+
+import sqlalchemy as sa
+from alembic import op
+from sqlalchemy.dialects.postgresql import JSONB
+
+revision: str = "a2b3c4d5e6f7"
+down_revision: Union[str, None] = "501c73a6b0d5"
+branch_labels: Union[str, Sequence[str], None] = None
+depends_on: Union[str, Sequence[str], None] = None
+
+
+def upgrade() -> None:
+    op.add_column(
+        "meeting",
+        sa.Column("email_recipients", JSONB, nullable=True),
+    )
+
+
+def downgrade() -> None:
+    op.drop_column("meeting", "email_recipients")

server/pyproject.toml

@@ -40,6 +40,8 @@ dependencies = [
     "icalendar>=6.0.0",
     "hatchet-sdk==1.22.16",
     "pydantic>=2.12.5",
+    "aiosmtplib>=3.0.0",
+    "email-validator>=2.0.0",
 ]
 
 [dependency-groups]

server/reflector/db/meetings.py

@@ -1,3 +1,4 @@
+from contextlib import asynccontextmanager
 from datetime import datetime, timedelta
 from typing import Any, Literal
 
@@ -66,6 +67,8 @@ meetings = sa.Table(
     # Daily.co composed video (Brady Bunch grid layout) - Daily.co only, not Whereby
     sa.Column("daily_composed_video_s3_key", sa.String, nullable=True),
     sa.Column("daily_composed_video_duration", sa.Integer, nullable=True),
+    # Email recipients for transcript notification
+    sa.Column("email_recipients", JSONB, nullable=True),
     sa.Index("idx_meeting_room_id", "room_id"),
     sa.Index("idx_meeting_calendar_event", "calendar_event_id"),
 )
@@ -116,6 +119,8 @@ class Meeting(BaseModel):
     # Daily.co composed video (Brady Bunch grid) - Daily.co only
     daily_composed_video_s3_key: str | None = None
     daily_composed_video_duration: int | None = None
+    # Email recipients for transcript notification
+    email_recipients: list[str] | None = None
 
 
 class MeetingController:
@@ -388,6 +393,24 @@ class MeetingController:
         # If was_null=False, the WHERE clause prevented the update
         return was_null
 
+    @asynccontextmanager
+    async def transaction(self):
+        """A context manager for database transaction."""
+        async with get_database().transaction(isolation="serializable"):
+            yield
+
+    async def add_email_recipient(self, meeting_id: str, email: str) -> list[str]:
+        """Add an email to the meeting's email_recipients list (no duplicates)."""
+        async with self.transaction():
+            meeting = await self.get_by_id(meeting_id)
+            if not meeting:
+                raise ValueError(f"Meeting {meeting_id} not found")
+            current = meeting.email_recipients or []
+            if email not in current:
+                current.append(email)
+                await self.update_meeting(meeting_id, email_recipients=current)
+        return current
+
     async def increment_num_clients(self, meeting_id: str) -> None:
         """Atomically increment participant count."""
         query = (

server/reflector/email.py

@@ -0,0 +1,84 @@
+from email.mime.multipart import MIMEMultipart
+from email.mime.text import MIMEText
+
+import aiosmtplib
+import structlog
+
+from reflector.db.transcripts import Transcript
+from reflector.settings import settings
+
+logger = structlog.get_logger(__name__)
+
+
+def is_email_configured() -> bool:
+    return bool(settings.SMTP_HOST and settings.SMTP_FROM_EMAIL)
+
+
+def get_transcript_url(transcript: Transcript) -> str:
+    return f"{settings.UI_BASE_URL}/transcripts/{transcript.id}"
+
+
+def _build_plain_text(transcript: Transcript, url: str) -> str:
+    title = transcript.title or "Unnamed recording"
+    lines = [
+        f"Your transcript is ready: {title}",
+        "",
+        f"View it here: {url}",
+    ]
+    if transcript.short_summary:
+        lines.extend(["", "Summary:", transcript.short_summary])
+    return "\n".join(lines)
+
+
+def _build_html(transcript: Transcript, url: str) -> str:
+    title = transcript.title or "Unnamed recording"
+    summary_html = ""
+    if transcript.short_summary:
+        summary_html = f"<p style='color:#555;'>{transcript.short_summary}</p>"
+
+    return f"""\
+<div style="font-family:sans-serif;max-width:600px;margin:0 auto;">
+  <h2>Your transcript is ready</h2>
+  <p><strong>{title}</strong></p>
+  {summary_html}
+  <p><a href="{url}" style="display:inline-block;padding:10px 20px;background:#4A90D9;color:#fff;text-decoration:none;border-radius:4px;">View Transcript</a></p>
+  <p style="color:#999;font-size:12px;">This email was sent because you requested to receive the transcript from a meeting.</p>
+</div>"""
+
+
+async def send_transcript_email(to_emails: list[str], transcript: Transcript) -> int:
+    """Send transcript notification to all emails. Returns count sent."""
+    if not is_email_configured() or not to_emails:
+        return 0
+
+    url = get_transcript_url(transcript)
+    title = transcript.title or "Unnamed recording"
+    sent = 0
+
+    for email_addr in to_emails:
+        msg = MIMEMultipart("alternative")
+        msg["Subject"] = f"Transcript Ready: {title}"
+        msg["From"] = settings.SMTP_FROM_EMAIL
+        msg["To"] = email_addr
+
+        msg.attach(MIMEText(_build_plain_text(transcript, url), "plain"))
+        msg.attach(MIMEText(_build_html(transcript, url), "html"))
+
+        try:
+            await aiosmtplib.send(
+                msg,
+                hostname=settings.SMTP_HOST,
+                port=settings.SMTP_PORT,
+                username=settings.SMTP_USERNAME,
+                password=settings.SMTP_PASSWORD,
+                start_tls=settings.SMTP_USE_TLS,
+            )
+            sent += 1
+        except Exception:
+            logger.exception(
+                "Failed to send transcript email",
+                to=email_addr,
+                transcript_id=transcript.id,
+            )
+
+    return sent

server/reflector/hatchet/constants.py

@@ -21,6 +21,7 @@ class TaskName(StrEnum):
     CLEANUP_CONSENT = "cleanup_consent"
     POST_ZULIP = "post_zulip"
     SEND_WEBHOOK = "send_webhook"
+    SEND_EMAIL = "send_email"
     PAD_TRACK = "pad_track"
     TRANSCRIBE_TRACK = "transcribe_track"
     DETECT_CHUNK_TOPIC = "detect_chunk_topic"
@@ -59,7 +60,7 @@ TIMEOUT_AUDIO = 720  # Audio processing: padding, mixdown (Hatchet execution_tim
 TIMEOUT_AUDIO_HTTP = (
     660  # httpx timeout for pad_track — below 720 so Hatchet doesn't race
 )
-TIMEOUT_HEAVY = 600  # Transcription, fan-out LLM tasks (Hatchet execution_timeout)
+TIMEOUT_HEAVY = 1200  # Transcription, fan-out LLM tasks (Hatchet execution_timeout)
 TIMEOUT_HEAVY_HTTP = (
-    540  # httpx timeout for transcribe_track — below 600 so Hatchet doesn't race
+    1150  # httpx timeout for transcribe_track — below 1200 so Hatchet doesn't race
 )

server/reflector/hatchet/workflows/daily_multitrack_pipeline.py

@@ -33,6 +33,7 @@ from hatchet_sdk.labels import DesiredWorkerLabel
 from pydantic import BaseModel
 
 from reflector.dailyco_api.client import DailyApiClient
+from reflector.email import is_email_configured, send_transcript_email
 from reflector.hatchet.broadcast import (
     append_event_and_broadcast,
     set_status_and_broadcast,
@@ -51,6 +52,7 @@ from reflector.hatchet.error_classification import is_non_retryable
 from reflector.hatchet.workflows.models import (
     ActionItemsResult,
     ConsentResult,
+    EmailResult,
     FinalizeResult,
     MixdownResult,
     PaddedTrackInfo,
@@ -1465,6 +1467,52 @@ async def send_webhook(input: PipelineInput, ctx: Context) -> WebhookResult:
             return WebhookResult(webhook_sent=False)
 
 
+@daily_multitrack_pipeline.task(
+    parents=[cleanup_consent],
+    execution_timeout=timedelta(seconds=TIMEOUT_SHORT),
+    retries=5,
+    backoff_factor=2.0,
+    backoff_max_seconds=15,
+)
+@with_error_handling(TaskName.SEND_EMAIL, set_error_status=False)
+async def send_email(input: PipelineInput, ctx: Context) -> EmailResult:
+    """Send transcript email to collected recipients."""
+    ctx.log(f"send_email: transcript_id={input.transcript_id}")
+
+    if not is_email_configured():
+        ctx.log("send_email skipped (SMTP not configured)")
+        return EmailResult(skipped=True)
+
+    async with fresh_db_connection():
+        from reflector.db.meetings import meetings_controller  # noqa: PLC0415
+        from reflector.db.recordings import recordings_controller  # noqa: PLC0415
+        from reflector.db.transcripts import transcripts_controller  # noqa: PLC0415
+
+        transcript = await transcripts_controller.get_by_id(input.transcript_id)
+        if not transcript:
+            ctx.log("send_email skipped (transcript not found)")
+            return EmailResult(skipped=True)
+
+        meeting = None
+        if transcript.meeting_id:
+            meeting = await meetings_controller.get_by_id(transcript.meeting_id)
+        if not meeting and transcript.recording_id:
+            recording = await recordings_controller.get_by_id(transcript.recording_id)
+            if recording and recording.meeting_id:
+                meeting = await meetings_controller.get_by_id(recording.meeting_id)
+
+        if not meeting or not meeting.email_recipients:
+            ctx.log("send_email skipped (no email recipients)")
+            return EmailResult(skipped=True)
+
+        await transcripts_controller.update(transcript, {"share_mode": "public"})
+
+        count = await send_transcript_email(meeting.email_recipients, transcript)
+        ctx.log(f"send_email complete: sent {count} emails")
+
+    return EmailResult(emails_sent=count)
+
+
 async def on_workflow_failure(input: PipelineInput, ctx: Context) -> None:
     """Run when the workflow is truly dead (all retries exhausted).
 

server/reflector/hatchet/workflows/file_pipeline.py

@@ -18,6 +18,7 @@ from pathlib import Path
 from hatchet_sdk import Context
 from pydantic import BaseModel
 
+from reflector.email import is_email_configured, send_transcript_email
 from reflector.hatchet.broadcast import (
     append_event_and_broadcast,
     set_status_and_broadcast,
@@ -37,6 +38,7 @@ from reflector.hatchet.workflows.daily_multitrack_pipeline import (
 )
 from reflector.hatchet.workflows.models import (
     ConsentResult,
+    EmailResult,
     TitleResult,
     TopicsResult,
     WaveformResult,
@@ -859,6 +861,54 @@ async def send_webhook(input: FilePipelineInput, ctx: Context) -> WebhookResult:
             return WebhookResult(webhook_sent=False)
 
 
+@file_pipeline.task(
+    parents=[cleanup_consent],
+    execution_timeout=timedelta(seconds=TIMEOUT_SHORT),
+    retries=5,
+    backoff_factor=2.0,
+    backoff_max_seconds=15,
+)
+@with_error_handling(TaskName.SEND_EMAIL, set_error_status=False)
+async def send_email(input: FilePipelineInput, ctx: Context) -> EmailResult:
+    """Send transcript email to collected recipients."""
+    ctx.log(f"send_email: transcript_id={input.transcript_id}")
+
+    if not is_email_configured():
+        ctx.log("send_email skipped (SMTP not configured)")
+        return EmailResult(skipped=True)
+
+    async with fresh_db_connection():
+        from reflector.db.meetings import meetings_controller  # noqa: PLC0415
+        from reflector.db.recordings import recordings_controller  # noqa: PLC0415
+        from reflector.db.transcripts import transcripts_controller  # noqa: PLC0415
+
+        transcript = await transcripts_controller.get_by_id(input.transcript_id)
+        if not transcript:
+            ctx.log("send_email skipped (transcript not found)")
+            return EmailResult(skipped=True)
+
+        # Try transcript.meeting_id first, then fall back to recording.meeting_id
+        meeting = None
+        if transcript.meeting_id:
+            meeting = await meetings_controller.get_by_id(transcript.meeting_id)
+        if not meeting and transcript.recording_id:
+            recording = await recordings_controller.get_by_id(transcript.recording_id)
+            if recording and recording.meeting_id:
+                meeting = await meetings_controller.get_by_id(recording.meeting_id)
+
+        if not meeting or not meeting.email_recipients:
+            ctx.log("send_email skipped (no email recipients)")
+            return EmailResult(skipped=True)
+
+        # Set transcript to public so the link works for anyone
+        await transcripts_controller.update(transcript, {"share_mode": "public"})
+
+        count = await send_transcript_email(meeting.email_recipients, transcript)
+        ctx.log(f"send_email complete: sent {count} emails")
+
+    return EmailResult(emails_sent=count)
+
+
 # --- On failure handler ---
 
 

server/reflector/hatchet/workflows/live_post_pipeline.py

@@ -17,6 +17,7 @@ from datetime import timedelta
 from hatchet_sdk import Context
 from pydantic import BaseModel
 
+from reflector.email import is_email_configured, send_transcript_email
 from reflector.hatchet.client import HatchetClientManager
 from reflector.hatchet.constants import (
     TIMEOUT_HEAVY,
@@ -32,6 +33,7 @@ from reflector.hatchet.workflows.daily_multitrack_pipeline import (
 )
 from reflector.hatchet.workflows.models import (
     ConsentResult,
+    EmailResult,
     TitleResult,
     WaveformResult,
     WebhookResult,
@@ -361,6 +363,52 @@ async def send_webhook(input: LivePostPipelineInput, ctx: Context) -> WebhookRes
             return WebhookResult(webhook_sent=False)
 
 
+@live_post_pipeline.task(
+    parents=[final_summaries],
+    execution_timeout=timedelta(seconds=TIMEOUT_SHORT),
+    retries=5,
+    backoff_factor=2.0,
+    backoff_max_seconds=15,
+)
+@with_error_handling(TaskName.SEND_EMAIL, set_error_status=False)
+async def send_email(input: LivePostPipelineInput, ctx: Context) -> EmailResult:
+    """Send transcript email to collected recipients."""
+    ctx.log(f"send_email: transcript_id={input.transcript_id}")
+
+    if not is_email_configured():
+        ctx.log("send_email skipped (SMTP not configured)")
+        return EmailResult(skipped=True)
+
+    async with fresh_db_connection():
+        from reflector.db.meetings import meetings_controller  # noqa: PLC0415
+        from reflector.db.recordings import recordings_controller  # noqa: PLC0415
+        from reflector.db.transcripts import transcripts_controller  # noqa: PLC0415
+
+        transcript = await transcripts_controller.get_by_id(input.transcript_id)
+        if not transcript:
+            ctx.log("send_email skipped (transcript not found)")
+            return EmailResult(skipped=True)
+
+        meeting = None
+        if transcript.meeting_id:
+            meeting = await meetings_controller.get_by_id(transcript.meeting_id)
+        if not meeting and transcript.recording_id:
+            recording = await recordings_controller.get_by_id(transcript.recording_id)
+            if recording and recording.meeting_id:
+                meeting = await meetings_controller.get_by_id(recording.meeting_id)
+
+        if not meeting or not meeting.email_recipients:
+            ctx.log("send_email skipped (no email recipients)")
+            return EmailResult(skipped=True)
+
+        await transcripts_controller.update(transcript, {"share_mode": "public"})
+
+        count = await send_transcript_email(meeting.email_recipients, transcript)
+        ctx.log(f"send_email complete: sent {count} emails")
+
+    return EmailResult(emails_sent=count)
+
+
 # --- On failure handler ---
 
 

server/reflector/hatchet/workflows/models.py

@@ -170,3 +170,10 @@ class WebhookResult(BaseModel):
     webhook_sent: bool
     skipped: bool = False
     response_code: int | None = None
+
+
+class EmailResult(BaseModel):
+    """Result from send_email task."""
+
+    emails_sent: int = 0
+    skipped: bool = False

server/reflector/settings.py

@@ -195,6 +195,14 @@ class Settings(BaseSettings):
     ZULIP_API_KEY: str | None = None
     ZULIP_BOT_EMAIL: str | None = None
 
+    # Email / SMTP integration (for transcript email notifications)
+    SMTP_HOST: str | None = None
+    SMTP_PORT: int = 587
+    SMTP_USERNAME: str | None = None
+    SMTP_PASSWORD: str | None = None
+    SMTP_FROM_EMAIL: str | None = None
+    SMTP_USE_TLS: bool = True
+
     # Hatchet workflow orchestration (always enabled for multitrack processing)
     HATCHET_CLIENT_TOKEN: str | None = None
     HATCHET_CLIENT_TLS_STRATEGY: str = "none"  # none, tls, mtls

server/reflector/views/meetings.py

@@ -4,7 +4,7 @@ from typing import Annotated, Any, Optional
 from uuid import UUID
 
 from fastapi import APIRouter, Depends, HTTPException, Request
-from pydantic import BaseModel
+from pydantic import BaseModel, EmailStr
 
 import reflector.auth as auth
 from reflector.dailyco_api import RecordingType
@@ -151,3 +151,25 @@ async def start_recording(
         raise HTTPException(
             status_code=500, detail=f"Failed to start recording: {str(e)}"
         )
+
+
+class AddEmailRecipientRequest(BaseModel):
+    email: EmailStr
+
+
+@router.post("/meetings/{meeting_id}/email-recipient")
+async def add_email_recipient(
+    meeting_id: str,
+    request: AddEmailRecipientRequest,
+    user: Annotated[Optional[auth.UserInfo], Depends(auth.current_user_optional)],
+):
+    """Add an email address to receive the transcript link when processing completes."""
+    meeting = await meetings_controller.get_by_id(meeting_id)
+    if not meeting:
+        raise HTTPException(status_code=404, detail="Meeting not found")
+
+    recipients = await meetings_controller.add_email_recipient(
+        meeting_id, request.email
+    )
+
+    return {"status": "success", "email_recipients": recipients}

server/tests/docker-compose.integration.yml

@@ -40,6 +40,11 @@ x-backend-env: &backend-env
   # Garage S3 credentials — hardcoded test keys, containers are ephemeral
   TRANSCRIPT_STORAGE_AWS_ACCESS_KEY_ID: GK0123456789abcdef01234567 # gitleaks:allow
   TRANSCRIPT_STORAGE_AWS_SECRET_ACCESS_KEY: "0123456789abcdef0123456789abcdef0123456789abcdef0123456789abcdef" # gitleaks:allow
+  # Email / SMTP — Mailpit captures emails without sending
+  SMTP_HOST: mailpit
+  SMTP_PORT: "1025"
+  SMTP_FROM_EMAIL: test@reflector.local
+  SMTP_USE_TLS: "false"
   # NOTE: DAILYCO_STORAGE_AWS_* intentionally NOT set — forces fallback to
   # get_transcripts_storage() which has ENDPOINT_URL pointing at Garage.
   # Setting them would bypass the endpoint and generate presigned URLs for AWS.
@@ -101,6 +106,14 @@ services:
       retries: 10
       start_period: 5s
 
+  mailpit:
+    image: axllent/mailpit:latest
+    healthcheck:
+      test: ["CMD", "wget", "-q", "--spider", "http://localhost:8025/api/v1/messages"]
+      interval: 5s
+      timeout: 3s
+      retries: 5
+
   mock-daily:
     build:
       context: .
@@ -131,6 +144,8 @@ services:
         condition: service_healthy
       mock-daily:
         condition: service_healthy
+      mailpit:
+        condition: service_healthy
     volumes:
       - server_data:/app/data
 
@@ -194,6 +209,7 @@ services:
       DATABASE_URL: postgresql+asyncpg://reflector:reflector@postgres:5432/reflector
       SERVER_URL: http://server:1250
       GARAGE_ENDPOINT: http://garage:3900
+      MAILPIT_URL: http://mailpit:8025
     depends_on:
       server:
         condition: service_started

server/tests/integration/conftest.py

@@ -17,6 +17,7 @@ from sqlalchemy.ext.asyncio import create_async_engine
 
 SERVER_URL = os.environ.get("SERVER_URL", "http://server:1250")
 GARAGE_ENDPOINT = os.environ.get("GARAGE_ENDPOINT", "http://garage:3900")
+MAILPIT_URL = os.environ.get("MAILPIT_URL", "http://mailpit:8025")
 DATABASE_URL = os.environ.get(
     "DATABASE_URL_ASYNC",
     os.environ.get(
@@ -114,3 +115,44 @@ async def _poll_transcript_status(
 def poll_transcript_status():
     """Returns the poll_transcript_status async helper function."""
     return _poll_transcript_status
+
+
+@pytest_asyncio.fixture
+async def mailpit_client():
+    """HTTP client for Mailpit API — query captured emails."""
+    async with httpx.AsyncClient(
+        base_url=MAILPIT_URL,
+        timeout=httpx.Timeout(10.0),
+    ) as client:
+        # Clear inbox before each test
+        await client.delete("/api/v1/messages")
+        yield client
+
+
+async def _poll_mailpit_messages(
+    mailpit: httpx.AsyncClient,
+    to_email: str,
+    max_wait: int = 30,
+    interval: int = 2,
+) -> list[dict]:
+    """
+    Poll Mailpit API until at least one message is delivered to the given address.
+    Returns the list of matching messages.
+    """
+    elapsed = 0
+    while elapsed < max_wait:
+        resp = await mailpit.get("/api/v1/messages", params={"query": f"to:{to_email}"})
+        resp.raise_for_status()
+        data = resp.json()
+        messages = data.get("messages", [])
+        if messages:
+            return messages
+        await asyncio.sleep(interval)
+        elapsed += interval
+    raise TimeoutError(f"No email delivered to {to_email} within {max_wait}s")
+
+
+@pytest_asyncio.fixture
+def poll_mailpit_messages():
+    """Returns the poll_mailpit_messages async helper function."""
+    return _poll_mailpit_messages

server/tests/integration/test_multitrack_pipeline.py

@@ -4,10 +4,12 @@ Integration test: Multitrack → DailyMultitrackPipeline → full processing.
 Exercises: S3 upload → DB recording setup → process endpoint →
 Hatchet DiarizationPipeline → mock Daily API → whisper per-track transcription →
 diarization → mixdown → LLM summarization/topics → status "ended".
+Also tests email transcript notification via Mailpit SMTP sink.
 """
 
 import json
-from datetime import datetime, timezone
+import uuid
+from datetime import datetime, timedelta, timezone
 
 import pytest
 from sqlalchemy import text
@@ -22,6 +24,9 @@ TRACK_KEYS = [
 ]
 
 
+TEST_EMAIL = "integration-test@reflector.local"
+
+
 @pytest.mark.asyncio
 async def test_multitrack_pipeline_end_to_end(
     api_client,
@@ -30,6 +35,8 @@ async def test_multitrack_pipeline_end_to_end(
     test_records_dir,
     bucket_name,
     poll_transcript_status,
+    mailpit_client,
+    poll_mailpit_messages,
 ):
     """Set up multitrack recording in S3/DB and verify the full pipeline completes."""
     # 1. Upload test audio as two separate tracks to Garage S3
@@ -52,16 +59,41 @@ async def test_multitrack_pipeline_end_to_end(
     transcript = resp.json()
     transcript_id = transcript["id"]
 
-    # 3. Insert Recording row and link to transcript via direct DB access
+    # 3. Insert Meeting, Recording, and link to transcript via direct DB access
     recording_id = f"rec-integration-{transcript_id[:8]}"
+    meeting_id = str(uuid.uuid4())
     now = datetime.now(timezone.utc)
 
     async with db_engine.begin() as conn:
-        # Insert recording with track_keys
+        # Insert meeting with email_recipients for email notification test
         await conn.execute(
             text("""
-                INSERT INTO recording (id, bucket_name, object_key, recorded_at, status, track_keys)
+                INSERT INTO meeting (
-                VALUES (:id, :bucket_name, :object_key, :recorded_at, :status, CAST(:track_keys AS json))
+                    id, room_name, room_url, host_room_url,
+                    start_date, end_date, platform, email_recipients
+                )
+                VALUES (
+                    :id, :room_name, :room_url, :host_room_url,
+                    :start_date, :end_date, :platform, CAST(:email_recipients AS json)
+                )
+            """),
+            {
+                "id": meeting_id,
+                "room_name": "integration-test-room",
+                "room_url": "https://test.daily.co/integration-test-room",
+                "host_room_url": "https://test.daily.co/integration-test-room",
+                "start_date": now,
+                "end_date": now + timedelta(hours=1),
+                "platform": "daily",
+                "email_recipients": json.dumps([TEST_EMAIL]),
+            },
+        )
+
+        # Insert recording with track_keys, linked to meeting
+        await conn.execute(
+            text("""
+                INSERT INTO recording (id, bucket_name, object_key, recorded_at, status, track_keys, meeting_id)
+                VALUES (:id, :bucket_name, :object_key, :recorded_at, :status, CAST(:track_keys AS json), :meeting_id)
             """),
             {
                 "id": recording_id,
@@ -70,6 +102,7 @@ async def test_multitrack_pipeline_end_to_end(
                 "recorded_at": now,
                 "status": "completed",
                 "track_keys": json.dumps(TRACK_KEYS),
+                "meeting_id": meeting_id,
             },
         )
 
@@ -127,3 +160,22 @@ async def test_multitrack_pipeline_end_to_end(
     assert (
         len(participants) >= 2
     ), f"Expected at least 2 speakers for multitrack, got {len(participants)}"
+
+    # 7. Verify email transcript notification
+    # The send_email pipeline task should have:
+    #   a) Set the transcript to public share_mode
+    #   b) Sent an email to TEST_EMAIL via Mailpit
+    transcript_resp = await api_client.get(f"/transcripts/{transcript_id}")
+    transcript_resp.raise_for_status()
+    transcript_data = transcript_resp.json()
+    assert (
+        transcript_data.get("share_mode") == "public"
+    ), "Transcript should be set to public when email recipients exist"
+
+    # Poll Mailpit for the delivered email (send_email task runs async after finalize)
+    messages = await poll_mailpit_messages(mailpit_client, TEST_EMAIL, max_wait=30)
+    assert len(messages) >= 1, "Should have received at least 1 email"
+    email_msg = messages[0]
+    assert (
+        "Transcript Ready" in email_msg.get("Subject", "")
+    ), f"Email subject should contain 'Transcript Ready', got: {email_msg.get('Subject')}"

server/uv.lock

@@ -188,6 +188,15 @@ wheels = [
     { url = "https://files.pythonhosted.org/packages/fb/76/641ae371508676492379f16e2fa48f4e2c11741bd63c48be4b12a6b09cba/aiosignal-1.4.0-py3-none-any.whl", hash = "sha256:053243f8b92b990551949e63930a839ff0cf0b0ebbe0597b0f3fb19e1a0fe82e", size = 7490, upload-time = "2025-07-03T22:54:42.156Z" },
 ]
 
+[[package]]
+name = "aiosmtplib"
+version = "5.1.0"
+source = { registry = "https://pypi.org/simple" }
+sdist = { url = "https://files.pythonhosted.org/packages/e7/ad/240a7ce4e50713b111dff8b781a898d8d4770e5d6ad4899103f84c86005c/aiosmtplib-5.1.0.tar.gz", hash = "sha256:2504a23b2b63c9de6bc4ea719559a38996dba68f73f6af4eb97be20ee4c5e6c4", size = 66176, upload-time = "2026-01-25T01:51:11.408Z" }
+wheels = [
+    { url = "https://files.pythonhosted.org/packages/37/82/70f2c452acd7ed18c558c8ace9a8cf4fdcc70eae9a41749b5bdc53eb6f45/aiosmtplib-5.1.0-py3-none-any.whl", hash = "sha256:368029440645b486b69db7029208a7a78c6691b90d24a5332ddba35d9109d55b", size = 27778, upload-time = "2026-01-25T01:51:10.026Z" },
+]
+
 [[package]]
 name = "aiosqlite"
 version = "0.21.0"
@@ -3343,10 +3352,12 @@ dependencies = [
     { name = "aiohttp" },
     { name = "aiohttp-cors" },
     { name = "aiortc" },
+    { name = "aiosmtplib" },
     { name = "alembic" },
     { name = "av" },
     { name = "celery" },
     { name = "databases", extra = ["aiosqlite", "asyncpg"] },
+    { name = "email-validator" },
     { name = "fastapi", extra = ["standard"] },
     { name = "fastapi-pagination" },
     { name = "hatchet-sdk" },
@@ -3422,10 +3433,12 @@ requires-dist = [
     { name = "aiohttp", specifier = ">=3.9.0" },
     { name = "aiohttp-cors", specifier = ">=0.7.0" },
     { name = "aiortc", specifier = ">=1.5.0" },
+    { name = "aiosmtplib", specifier = ">=3.0.0" },
     { name = "alembic", specifier = ">=1.11.3" },
     { name = "av", specifier = ">=15.0.0" },
     { name = "celery", specifier = ">=5.3.4" },
     { name = "databases", extras = ["aiosqlite", "asyncpg"], specifier = ">=0.7.0" },
+    { name = "email-validator", specifier = ">=2.0.0" },
     { name = "fastapi", extras = ["standard"], specifier = ">=0.100.1" },
     { name = "fastapi-pagination", specifier = ">=0.14.2" },
     { name = "hatchet-sdk", specifier = "==1.22.16" },

www/app/[roomName]/components/DailyRoom.tsx

@@ -22,6 +22,8 @@ import DailyIframe, {
 import type { components } from "../../reflector-api";
 import { useAuth } from "../../lib/AuthProvider";
 import { useConsentDialog } from "../../lib/consent";
+import { useEmailTranscriptDialog } from "../../lib/emailTranscript";
+import { featureEnabled } from "../../lib/features";
 import {
   useRoomJoinMeeting,
   useMeetingStartRecording,
@@ -37,6 +39,7 @@ import { useUuidV5 } from "react-uuid-hook";
 
 const CONSENT_BUTTON_ID = "recording-consent";
 const RECORDING_INDICATOR_ID = "recording-indicator";
+const EMAIL_TRANSCRIPT_BUTTON_ID = "email-transcript";
 
 // Namespace UUID for UUIDv5 generation of raw-tracks instanceIds
 // DO NOT CHANGE: Breaks instanceId determinism across deployments
@@ -209,6 +212,12 @@ export default function DailyRoom({ meeting, room }: DailyRoomProps) {
   const showConsentModalRef = useRef(showConsentModal);
   showConsentModalRef.current = showConsentModal;
 
+  const { showEmailModal } = useEmailTranscriptDialog({
+    meetingId: assertMeetingId(meeting.id),
+  });
+  const showEmailModalRef = useRef(showEmailModal);
+  showEmailModalRef.current = showEmailModal;
+
   useEffect(() => {
     if (authLastUserId === undefined || !meeting?.id || !roomName) return;
 
@@ -242,6 +251,9 @@ export default function DailyRoom({ meeting, room }: DailyRoomProps) {
       if (ev.button_id === CONSENT_BUTTON_ID) {
         showConsentModalRef.current();
       }
+      if (ev.button_id === EMAIL_TRANSCRIPT_BUTTON_ID) {
+        showEmailModalRef.current();
+      }
     },
     [
       /*keep static; iframe recreation depends on it*/
@@ -319,6 +331,10 @@ export default function DailyRoom({ meeting, room }: DailyRoomProps) {
     () => new URL("/recording-icon.svg", window.location.origin),
     [],
   );
+  const emailIconUrl = useMemo(
+    () => new URL("/email-icon.svg", window.location.origin),
+    [],
+  );
 
   const [frame, { setCustomTrayButton }] = useFrame(container, {
     onLeftMeeting: handleLeave,
@@ -371,6 +387,20 @@ export default function DailyRoom({ meeting, room }: DailyRoomProps) {
     );
   }, [showConsentButton, recordingIconUrl, setCustomTrayButton]);
 
+  useEffect(() => {
+    const show = featureEnabled("emailTranscript");
+    setCustomTrayButton(
+      EMAIL_TRANSCRIPT_BUTTON_ID,
+      show
+        ? {
+            iconPath: emailIconUrl.href,
+            label: "Email Transcript",
+            tooltip: "Get transcript emailed to you",
+          }
+        : null,
+    );
+  }, [emailIconUrl, setCustomTrayButton]);
+
   if (authLastUserId === undefined) {
     return (
       <Center width="100vw" height="100vh">

www/app/lib/apiHooks.ts

@@ -643,6 +643,16 @@ export function useMeetingAudioConsent() {
   });
 }
 
+export function useMeetingAddEmailRecipient() {
+  const { setError } = useError();
+
+  return $api.useMutation("post", "/v1/meetings/{meeting_id}/email-recipient", {
+    onError: (error) => {
+      setError(error as Error, "There was an error adding the email");
+    },
+  });
+}
+
 export function useMeetingDeactivate() {
   const { setError } = useError();
   const queryClient = useQueryClient();

www/app/lib/clientEnv.ts

@@ -13,6 +13,8 @@ export const FEATURE_PRIVACY_ENV_NAME = "FEATURE_PRIVACY" as const;
 export const FEATURE_BROWSE_ENV_NAME = "FEATURE_BROWSE" as const;
 export const FEATURE_SEND_TO_ZULIP_ENV_NAME = "FEATURE_SEND_TO_ZULIP" as const;
 export const FEATURE_ROOMS_ENV_NAME = "FEATURE_ROOMS" as const;
+export const FEATURE_EMAIL_TRANSCRIPT_ENV_NAME =
+  "FEATURE_EMAIL_TRANSCRIPT" as const;
 
 const FEATURE_ENV_NAMES = [
   FEATURE_REQUIRE_LOGIN_ENV_NAME,
@@ -20,6 +22,7 @@ const FEATURE_ENV_NAMES = [
   FEATURE_BROWSE_ENV_NAME,
   FEATURE_SEND_TO_ZULIP_ENV_NAME,
   FEATURE_ROOMS_ENV_NAME,
+  FEATURE_EMAIL_TRANSCRIPT_ENV_NAME,
 ] as const;
 
 export type FeatureEnvName = (typeof FEATURE_ENV_NAMES)[number];

www/app/lib/emailTranscript/EmailTranscriptDialog.tsx

@@ -0,0 +1,70 @@
+"use client";
+
+import { useState, useEffect } from "react";
+import { Box, Button, Input, Text, VStack, HStack } from "@chakra-ui/react";
+
+interface EmailTranscriptDialogProps {
+  onSubmit: (email: string) => void;
+  onDismiss: () => void;
+}
+
+export function EmailTranscriptDialog({
+  onSubmit,
+  onDismiss,
+}: EmailTranscriptDialogProps) {
+  const [email, setEmail] = useState("");
+  const [inputEl, setInputEl] = useState<HTMLInputElement | null>(null);
+
+  useEffect(() => {
+    inputEl?.focus();
+  }, [inputEl]);
+
+  const handleSubmit = () => {
+    const trimmed = email.trim();
+    if (trimmed) {
+      onSubmit(trimmed);
+    }
+  };
+
+  return (
+    <Box
+      p={6}
+      bg="rgba(255, 255, 255, 0.7)"
+      borderRadius="lg"
+      boxShadow="lg"
+      maxW="md"
+      mx="auto"
+    >
+      <VStack gap={4} alignItems="center">
+        <Text fontSize="md" textAlign="center" fontWeight="medium">
+          Enter your email to receive the transcript when it&apos;s ready
+        </Text>
+        <Input
+          ref={setInputEl}
+          type="email"
+          placeholder="your@email.com"
+          value={email}
+          onChange={(e) => setEmail(e.target.value)}
+          onKeyDown={(e) => {
+            if (e.key === "Enter") handleSubmit();
+          }}
+          size="sm"
+          bg="white"
+        />
+        <HStack gap={4} justifyContent="center">
+          <Button variant="ghost" size="sm" onClick={onDismiss}>
+            Cancel
+          </Button>
+          <Button
+            colorPalette="primary"
+            size="sm"
+            onClick={handleSubmit}
+            disabled={!email.trim()}
+          >
+            Send
+          </Button>
+        </HStack>
+      </VStack>
+    </Box>
+  );
+}

www/app/lib/emailTranscript/index.ts

@@ -0,0 +1 @@
+export { useEmailTranscriptDialog } from "./useEmailTranscriptDialog";

www/app/lib/emailTranscript/useEmailTranscriptDialog.tsx

@@ -0,0 +1,128 @@
+"use client";
+
+import { useCallback, useState, useEffect, useRef } from "react";
+import { Box, Text } from "@chakra-ui/react";
+import { toaster } from "../../components/ui/toaster";
+import { useMeetingAddEmailRecipient } from "../apiHooks";
+import { EmailTranscriptDialog } from "./EmailTranscriptDialog";
+import type { MeetingId } from "../types";
+
+const TOAST_CHECK_INTERVAL_MS = 100;
+
+type UseEmailTranscriptDialogParams = {
+  meetingId: MeetingId;
+};
+
+export function useEmailTranscriptDialog({
+  meetingId,
+}: UseEmailTranscriptDialogParams) {
+  const [modalOpen, setModalOpen] = useState(false);
+  const addEmailMutation = useMeetingAddEmailRecipient();
+  const intervalRef = useRef<NodeJS.Timeout | null>(null);
+  const keydownHandlerRef = useRef<((event: KeyboardEvent) => void) | null>(
+    null,
+  );
+
+  useEffect(() => {
+    return () => {
+      if (intervalRef.current) {
+        clearInterval(intervalRef.current);
+        intervalRef.current = null;
+      }
+      if (keydownHandlerRef.current) {
+        document.removeEventListener("keydown", keydownHandlerRef.current);
+        keydownHandlerRef.current = null;
+      }
+    };
+  }, []);
+
+  const handleSubmitEmail = useCallback(
+    async (email: string) => {
+      try {
+        await addEmailMutation.mutateAsync({
+          params: {
+            path: { meeting_id: meetingId },
+          },
+          body: {
+            email,
+          },
+        });
+
+        toaster.create({
+          duration: 4000,
+          render: () => (
+            <Box
+              p={4}
+              bg="green.100"
+              borderRadius="md"
+              boxShadow="md"
+              textAlign="center"
+            >
+              <Text fontWeight="medium">Email registered</Text>
+              <Text fontSize="sm" color="gray.600">
+                You will receive the transcript link when processing is
+                complete.
+              </Text>
+            </Box>
+          ),
+        });
+      } catch (error) {
+        console.error("Error adding email recipient:", error);
+      }
+    },
+    [addEmailMutation, meetingId],
+  );
+
+  const showEmailModal = useCallback(() => {
+    if (modalOpen) return;
+
+    setModalOpen(true);
+
+    const toastId = toaster.create({
+      placement: "top",
+      duration: null,
+      render: ({ dismiss }) => (
+        <EmailTranscriptDialog
+          onSubmit={(email) => {
+            handleSubmitEmail(email);
+            dismiss();
+          }}
+          onDismiss={() => {
+            dismiss();
+          }}
+        />
+      ),
+    });
+
+    const handleKeyDown = (event: KeyboardEvent) => {
+      if (event.key === "Escape") {
+        toastId.then((id) => toaster.dismiss(id));
+      }
+    };
+
+    keydownHandlerRef.current = handleKeyDown;
+    document.addEventListener("keydown", handleKeyDown);
+
+    toastId.then((id) => {
+      intervalRef.current = setInterval(() => {
+        if (!toaster.isActive(id)) {
+          setModalOpen(false);
+
+          if (intervalRef.current) {
+            clearInterval(intervalRef.current);
+            intervalRef.current = null;
+          }
+
+          if (keydownHandlerRef.current) {
+            document.removeEventListener("keydown", keydownHandlerRef.current);
+            keydownHandlerRef.current = null;
+          }
+        }
+      }, TOAST_CHECK_INTERVAL_MS);
+    });
+  }, [handleSubmitEmail, modalOpen]);
+
+  return {
+    showEmailModal,
+  };
+}

www/app/lib/features.ts

@@ -1,5 +1,6 @@
 import {
   FEATURE_BROWSE_ENV_NAME,
+  FEATURE_EMAIL_TRANSCRIPT_ENV_NAME,
   FEATURE_PRIVACY_ENV_NAME,
   FEATURE_REQUIRE_LOGIN_ENV_NAME,
   FEATURE_ROOMS_ENV_NAME,
@@ -14,6 +15,7 @@ export const FEATURES = [
   "browse",
   "sendToZulip",
   "rooms",
+  "emailTranscript",
 ] as const;
 
 export type FeatureName = (typeof FEATURES)[number];
@@ -26,6 +28,7 @@ export const DEFAULT_FEATURES: Features = {
   browse: true,
   sendToZulip: true,
   rooms: true,
+  emailTranscript: false,
 } as const;
 
 export const ENV_TO_FEATURE: {
@@ -36,6 +39,7 @@ export const ENV_TO_FEATURE: {
   FEATURE_BROWSE: "browse",
   FEATURE_SEND_TO_ZULIP: "sendToZulip",
   FEATURE_ROOMS: "rooms",
+  FEATURE_EMAIL_TRANSCRIPT: "emailTranscript",
 } as const;
 
 export const FEATURE_TO_ENV: {
@@ -46,6 +50,7 @@ export const FEATURE_TO_ENV: {
   browse: "FEATURE_BROWSE",
   sendToZulip: "FEATURE_SEND_TO_ZULIP",
   rooms: "FEATURE_ROOMS",
+  emailTranscript: "FEATURE_EMAIL_TRANSCRIPT",
 };
 
 const features = getClientEnv();

www/app/reflector-api.d.ts

@@ -98,6 +98,26 @@ export interface paths {
     patch?: never;
     trace?: never;
   };
+  "/v1/meetings/{meeting_id}/email-recipient": {
+    parameters: {
+      query?: never;
+      header?: never;
+      path?: never;
+      cookie?: never;
+    };
+    get?: never;
+    put?: never;
+    /**
+     * Add Email Recipient
+     * @description Add an email address to receive the transcript link when processing completes.
+     */
+    post: operations["v1_add_email_recipient"];
+    delete?: never;
+    options?: never;
+    head?: never;
+    patch?: never;
+    trace?: never;
+  };
   "/v1/rooms": {
     parameters: {
       query?: never;
@@ -838,6 +858,14 @@ export interface paths {
 export type webhooks = Record<string, never>;
 export interface components {
   schemas: {
+    /** AddEmailRecipientRequest */
+    AddEmailRecipientRequest: {
+      /**
+       * Email
+       * Format: email
+       */
+      email: string;
+    };
     /** ApiKeyResponse */
     ApiKeyResponse: {
       /**
@@ -2602,6 +2630,41 @@ export interface operations {
       };
     };
   };
+  v1_add_email_recipient: {
+    parameters: {
+      query?: never;
+      header?: never;
+      path: {
+        meeting_id: string;
+      };
+      cookie?: never;
+    };
+    requestBody: {
+      content: {
+        "application/json": components["schemas"]["AddEmailRecipientRequest"];
+      };
+    };
+    responses: {
+      /** @description Successful Response */
+      200: {
+        headers: {
+          [name: string]: unknown;
+        };
+        content: {
+          "application/json": unknown;
+        };
+      };
+      /** @description Validation Error */
+      422: {
+        headers: {
+          [name: string]: unknown;
+        };
+        content: {
+          "application/json": components["schemas"]["HTTPValidationError"];
+        };
+      };
+    };
+  };
   v1_rooms_list: {
     parameters: {
       query?: {

www/public/email-icon.svg

@@ -0,0 +1,4 @@
+<svg xmlns="http://www.w3.org/2000/svg" viewBox="0 0 24 24" fill="none" stroke="currentColor" stroke-width="2" stroke-linecap="round" stroke-linejoin="round">
+  <rect x="2" y="4" width="20" height="16" rx="2"/>
+  <path d="m22 7-8.97 5.7a1.94 1.94 0 0 1-2.06 0L2 7"/>
+</svg>