feat: improve ICS calendar sync UX and fix room URL matching

- Replace "Test Connection" button with "Force Sync" button (Edit Room only)
- Show detailed sync results: total events downloaded vs room matches
- Remove emoticons and auto-hide timeout for cleaner UX
- Fix room URL matching to use UI_BASE_URL instead of BASE_URL
- Replace FaSync icon with LuRefreshCw for consistency
- Clear sync results when dialog closes or Force Sync pressed
- Update tests to reflect UI_BASE_URL change and exact URL matching

🤖 Generated with [Claude Code](https://claude.ai/code)

Co-Authored-By: Claude <noreply@anthropic.com>

server/reflector/services/ics_sync.py

@@ -36,8 +36,11 @@ class SyncStats(TypedDict):
     events_deleted: int
 
 
-class SyncResult(TypedDict, total=False):
+class SyncResultBase(TypedDict):
     status: str  # "success", "unchanged", "error", "skipped"
+
+
+class SyncResult(SyncResultBase, total=False):
     hash: str | None
     events_found: int
     total_events: int
@@ -73,18 +76,17 @@ class ICSFetchService:
         window_end = now + timedelta(hours=24)
 
         for component in calendar.walk():
-            if component.name == "VEVENT":
+            if component.name != "VEVENT":
-                # Skip cancelled events
+                continue
+
             status = component.get("STATUS", "").upper()
             if status == "CANCELLED":
                 continue
 
             # Count total non-cancelled events in the time window
             event_data = self._parse_event(component)
-                if (
+            print(room_url, event_data)
-                    event_data
+            if event_data and window_start <= event_data["start_time"] <= window_end:
-                    and window_start <= event_data["start_time"] <= window_end
-                ):
                 total_events += 1
 
                 # Check if event matches this room
@@ -94,20 +96,21 @@ class ICSFetchService:
         return events, total_events
 
     def _event_matches_room(self, event: Event, room_name: str, room_url: str) -> bool:
+        print("_____", room_url)
         location = str(event.get("LOCATION", ""))
         description = str(event.get("DESCRIPTION", ""))
 
-        # Only match full room URL (with or without protocol)
+        # Only match full room URL
+        # XXX leaved here as a patterns, to later be extended with tinyurl or such too
         patterns = [
-            room_url,  # Full URL with protocol
+            room_url,
-            room_url.replace("https://", ""),  # Without https protocol
-            room_url.replace("http://", ""),  # Without http protocol
         ]
 
         # Check location and description for patterns
         text_to_check = f"{location} {description}".lower()
 
         for pattern in patterns:
+            print(text_to_check, pattern.lower())
             if pattern.lower() in text_to_check:
                 return True
 
@@ -225,7 +228,7 @@ class ICSSyncService:
                 logger.info(f"No changes in ICS for room {room.id}")
                 # Still parse to get event count
                 calendar = self.fetch_service.parse_ics(ics_content)
-                room_url = f"{settings.BASE_URL}/room/{room.name}"
+                room_url = f"{settings.UI_BASE_URL}/{room.name}"
                 events, total_events = self.fetch_service.extract_room_events(
                     calendar, room.name, room_url
                 )
@@ -243,7 +246,7 @@ class ICSSyncService:
             calendar = self.fetch_service.parse_ics(ics_content)
 
             # Build room URL
-            room_url = f"{settings.BASE_URL}/room/{room.name}"
+            room_url = f"{settings.UI_BASE_URL}/{room.name}"
 
             # Extract matching events
             events, total_events = self.fetch_service.extract_room_events(

server/tests/test_ics_background_tasks.py

@@ -36,7 +36,7 @@ async def test_sync_room_ics_task():
     event.add("summary", "Task Test Meeting")
     from reflector.settings import settings
 
-    event.add("location", f"{settings.BASE_URL}/room/{room.name}")
+    event.add("location", f"{settings.UI_BASE_URL}/{room.name}")
     now = datetime.now(timezone.utc)
     event.add("dtstart", now + timedelta(hours=1))
     event.add("dtend", now + timedelta(hours=2))

server/tests/test_ics_sync.py

@@ -13,7 +13,7 @@ from reflector.services.ics_sync import ICSFetchService, ICSSyncService
 async def test_ics_fetch_service_event_matching():
     service = ICSFetchService()
     room_name = "test-room"
-    room_url = "https://example.com/room/test-room"
+    room_url = "https://example.com/test-room"
 
     # Create test event
     event = Event()
@@ -21,12 +21,12 @@ async def test_ics_fetch_service_event_matching():
     event.add("summary", "Test Meeting")
 
     # Test matching with full URL in location
-    event.add("location", "https://example.com/room/test-room")
+    event.add("location", "https://example.com/test-room")
     assert service._event_matches_room(event, room_name, room_url) is True
 
-    # Test matching with URL without protocol
+    # Test non-matching with URL without protocol (exact matching only now)
-    event["location"] = "example.com/room/test-room"
+    event["location"] = "example.com/test-room"
-    assert service._event_matches_room(event, room_name, room_url) is True
+    assert service._event_matches_room(event, room_name, room_url) is False
 
     # Test matching in description
     event["location"] = "Conference Room A"
@@ -39,7 +39,7 @@ async def test_ics_fetch_service_event_matching():
     assert service._event_matches_room(event, room_name, room_url) is False
 
     # Test partial paths should NOT match anymore
-    event["location"] = "/room/test-room"
+    event["location"] = "/test-room"
     assert service._event_matches_room(event, room_name, room_url) is False
 
     event["location"] = f"Room: {room_name}"
@@ -55,7 +55,7 @@ async def test_ics_fetch_service_parse_event():
     event.add("uid", "test-456")
     event.add("summary", "Team Standup")
     event.add("description", "Daily team sync")
-    event.add("location", "https://example.com/room/standup")
+    event.add("location", "https://example.com/standup")
 
     now = datetime.now(timezone.utc)
     event.add("dtstart", now)
@@ -73,7 +73,7 @@ async def test_ics_fetch_service_parse_event():
     assert result["ics_uid"] == "test-456"
     assert result["title"] == "Team Standup"
     assert result["description"] == "Daily team sync"
-    assert result["location"] == "https://example.com/room/standup"
+    assert result["location"] == "https://example.com/standup"
     assert len(result["attendees"]) == 3  # 2 attendees + 1 organizer
 
 
@@ -81,7 +81,7 @@ async def test_ics_fetch_service_parse_event():
 async def test_ics_fetch_service_extract_room_events():
     service = ICSFetchService()
     room_name = "meeting"
-    room_url = "https://example.com/room/meeting"
+    room_url = "https://example.com/meeting"
 
     # Create calendar with multiple events
     cal = Calendar()
@@ -100,7 +100,7 @@ async def test_ics_fetch_service_extract_room_events():
     event2 = Event()
     event2.add("uid", "no-match")
     event2.add("summary", "Other Meeting")
-    event2.add("location", "https://example.com/room/other")
+    event2.add("location", "https://example.com/other")
     event2.add("dtstart", now + timedelta(hours=4))
     event2.add("dtend", now + timedelta(hours=5))
     cal.add_component(event2)
@@ -125,9 +125,10 @@ async def test_ics_fetch_service_extract_room_events():
     cal.add_component(event4)
 
     # Extract events
-    events = service.extract_room_events(cal, room_name, room_url)
+    events, total_events = service.extract_room_events(cal, room_name, room_url)
 
     assert len(events) == 2
+    assert total_events == 3  # 3 events in time window (excluding cancelled)
     assert events[0]["ics_uid"] == "match-1"
     assert events[1]["ics_uid"] == "match-2"
 
@@ -155,10 +156,10 @@ async def test_ics_sync_service_sync_room_calendar():
     event = Event()
     event.add("uid", "sync-event-1")
     event.add("summary", "Sync Test Meeting")
-    # Use the actual BASE_URL from settings
+    # Use the actual UI_BASE_URL from settings
     from reflector.settings import settings
 
-    event.add("location", f"{settings.BASE_URL}/room/{room.name}")
+    event.add("location", f"{settings.UI_BASE_URL}/{room.name}")
     now = datetime.now(timezone.utc)
     event.add("dtstart", now + timedelta(hours=1))
     event.add("dtend", now + timedelta(hours=2))

www/app/(app)/rooms/_components/ICSSettings.tsx

@@ -12,8 +12,9 @@ import {
   Spinner,
   Box,
 } from "@chakra-ui/react";
-import { useState } from "react";
+import { useState, useEffect } from "react";
-import { FaSync, FaCheckCircle, FaExclamationCircle } from "react-icons/fa";
+import { LuRefreshCw } from "react-icons/lu";
+import { FaCheckCircle, FaExclamationCircle } from "react-icons/fa";
 import { useRoomIcsSync, useRoomIcsStatus } from "../../../lib/apiHooks";
 
 interface ICSSettingsProps {
@@ -26,6 +27,7 @@ interface ICSSettingsProps {
   icsLastEtag?: string;
   onChange: (settings: Partial<ICSSettingsData>) => void;
   isOwner?: boolean;
+  isEditing?: boolean;
 }
 
 export interface ICSSettingsData {
@@ -52,12 +54,18 @@ export default function ICSSettings({
   icsLastEtag,
   onChange,
   isOwner = true,
+  isEditing = false,
 }: ICSSettingsProps) {
   const [syncStatus, setSyncStatus] = useState<
     "idle" | "syncing" | "success" | "error"
   >("idle");
   const [syncMessage, setSyncMessage] = useState<string>("");
-  const [testResult, setTestResult] = useState<string>("");
+  const [syncResult, setSyncResult] = useState<{
+    eventsFound: number;
+    totalEvents: number;
+    eventsCreated: number;
+    eventsUpdated: number;
+  } | null>(null);
 
   // React Query hooks
   const syncMutation = useRoomIcsSync();
@@ -67,46 +75,21 @@ export default function ICSSettings({
     items: fetchIntervalOptions,
   });
 
-  const handleTestConnection = async () => {
+  // Clear sync results when dialog closes
-    if (!icsUrl || !roomName) return;
+  useEffect(() => {
-
+    if (!isEditing) {
-    setSyncStatus("syncing");
+      setSyncStatus("idle");
-    setTestResult("");
+      setSyncResult(null);
-
+      setSyncMessage("");
-    try {
-      // First notify parent to update the room with the ICS URL
-      onChange({
-        ics_url: icsUrl,
-        ics_enabled: true,
-        ics_fetch_interval: icsFetchInterval,
-      });
-
-      // Then trigger a sync
-      const result = await syncMutation.mutateAsync({
-        params: {
-          path: { room_name: roomName },
-        },
-      });
-
-      if (result.status === "success") {
-        setSyncStatus("success");
-        setTestResult(
-          `Successfully synced! Found ${result.events_found} events.`,
-        );
-      } else {
-        setSyncStatus("error");
-        setTestResult(result.error || "Sync failed");
     }
-    } catch (err: any) {
+  }, [isEditing]);
-      setSyncStatus("error");
-      setTestResult(err.body?.detail || "Failed to test ICS connection");
-    }
-  };
 
-  const handleManualSync = async () => {
+  const handleForceSync = async () => {
-    if (!roomName) return;
+    if (!roomName || !isEditing) return;
 
+    // Clear previous results
     setSyncStatus("syncing");
+    setSyncResult(null);
     setSyncMessage("");
 
     try {
@@ -116,26 +99,22 @@ export default function ICSSettings({
         },
       });
 
-      if (result.status === "success") {
+      if (result.status === "success" || result.status === "unchanged") {
         setSyncStatus("success");
-        setSyncMessage(
+        setSyncResult({
-          `Sync complete! Found ${result.events_found} events, ` +
+          eventsFound: result.events_found || 0,
-            `created ${result.events_created}, updated ${result.events_updated}.`,
+          totalEvents: result.total_events || 0,
-        );
+          eventsCreated: result.events_created || 0,
+          eventsUpdated: result.events_updated || 0,
+        });
       } else {
         setSyncStatus("error");
         setSyncMessage(result.error || "Sync failed");
       }
     } catch (err: any) {
       setSyncStatus("error");
-      setSyncMessage(err.body?.detail || "Failed to sync calendar");
+      setSyncMessage(err.body?.detail || "Failed to force sync calendar");
     }
-
-    // Clear status after 5 seconds
-    setTimeout(() => {
-      setSyncStatus("idle");
-      setSyncMessage("");
-    }, 5000);
   };
 
   if (!isOwner) {
@@ -198,46 +177,48 @@ export default function ICSSettings({
             </Field.HelperText>
           </Field.Root>
 
-          {icsUrl && (
+          {icsUrl && isEditing && roomName && (
             <HStack gap={3}>
               <Button
                 size="sm"
                 variant="outline"
-                onClick={handleTestConnection}
+                onClick={handleForceSync}
                 disabled={syncStatus === "syncing"}
               >
-                {syncStatus === "syncing" && <Spinner size="sm" />}
+                {syncStatus === "syncing" ? (
-                Test Connection
+                  <Spinner size="sm" />
-              </Button>
+                ) : (
-
+                  <LuRefreshCw />
-              {roomName && icsLastSync && (
-                <Button
-                  size="sm"
-                  variant="outline"
-                  onClick={handleManualSync}
-                  disabled={syncStatus === "syncing"}
-                >
-                  <FaSync />
-                  Sync Now
-                </Button>
                 )}
+                Force Sync
+              </Button>
             </HStack>
           )}
 
-          {testResult && (
+          {syncResult && syncStatus === "success" && (
             <Box
               p={3}
               borderRadius="md"
-              bg={syncStatus === "success" ? "green.50" : "red.50"}
+              bg="green.50"
               borderLeft="4px solid"
-              borderColor={syncStatus === "success" ? "green.400" : "red.400"}
+              borderColor="green.400"
             >
-              <Text
+              <VStack gap={1} align="stretch">
-                fontSize="sm"
+                <Text fontSize="sm" color="green.800" fontWeight="medium">
-                color={syncStatus === "success" ? "green.800" : "red.800"}
+                  Sync completed
-              >
-                {testResult}
                 </Text>
+                <Text fontSize="sm" color="green.700">
+                  {syncResult.totalEvents} events downloaded,{" "}
+                  {syncResult.eventsFound} match this room
+                </Text>
+                {(syncResult.eventsCreated > 0 ||
+                  syncResult.eventsUpdated > 0) && (
+                  <Text fontSize="sm" color="green.700">
+                    {syncResult.eventsCreated} created,{" "}
+                    {syncResult.eventsUpdated} updated
+                  </Text>
+                )}
+              </VStack>
             </Box>
           )}
 

www/app/(app)/rooms/page.tsx

@@ -448,6 +448,7 @@ export default function RoomsList() {
                   <Tabs.Trigger value="general">General</Tabs.Trigger>
                   <Tabs.Trigger value="calendar">Calendar</Tabs.Trigger>
                   <Tabs.Trigger value="share">Share</Tabs.Trigger>
+                  <Tabs.Trigger value="webhook">Webhook</Tabs.Trigger>
                 </Tabs.List>
 
                 <Tabs.Content value="general" pt={6}>
@@ -613,9 +614,134 @@ export default function RoomsList() {
                       <Checkbox.Label>Shared room</Checkbox.Label>
                     </Checkbox.Root>
                   </Field.Root>
+                </Tabs.Content>
 
-                  {/* Webhook Configuration Section */}
+                <Tabs.Content value="calendar" pt={6}>
-                  <Field.Root mt={8}>
+                  <ICSSettings
+                    roomId={editRoomId ?? undefined}
+                    roomName={room.name}
+                    icsUrl={room.icsUrl}
+                    icsEnabled={room.icsEnabled}
+                    icsFetchInterval={room.icsFetchInterval}
+                    onChange={(settings) => {
+                      setRoomInput({
+                        ...room,
+                        icsUrl:
+                          settings.ics_url !== undefined
+                            ? settings.ics_url
+                            : room.icsUrl,
+                        icsEnabled:
+                          settings.ics_enabled !== undefined
+                            ? settings.ics_enabled
+                            : room.icsEnabled,
+                        icsFetchInterval:
+                          settings.ics_fetch_interval !== undefined
+                            ? settings.ics_fetch_interval
+                            : room.icsFetchInterval,
+                      });
+                    }}
+                    isOwner={true}
+                    isEditing={isEditing}
+                  />
+                </Tabs.Content>
+
+                <Tabs.Content value="share" pt={6}>
+                  <Field.Root>
+                    <Checkbox.Root
+                      name="zulipAutoPost"
+                      checked={room.zulipAutoPost}
+                      onCheckedChange={(e) => {
+                        const syntheticEvent = {
+                          target: {
+                            name: "zulipAutoPost",
+                            type: "checkbox",
+                            checked: e.checked,
+                          },
+                        };
+                        handleRoomChange(syntheticEvent);
+                      }}
+                    >
+                      <Checkbox.HiddenInput />
+                      <Checkbox.Control>
+                        <Checkbox.Indicator />
+                      </Checkbox.Control>
+                      <Checkbox.Label>
+                        Automatically post transcription to Zulip
+                      </Checkbox.Label>
+                    </Checkbox.Root>
+                  </Field.Root>
+
+                  <Field.Root mt={4}>
+                    <Field.Label>Zulip stream</Field.Label>
+                    <Select.Root
+                      value={room.zulipStream ? [room.zulipStream] : []}
+                      onValueChange={(e) =>
+                        setRoomInput({
+                          ...room,
+                          zulipStream: e.value[0],
+                          zulipTopic: "",
+                        })
+                      }
+                      collection={streamCollection}
+                      disabled={!room.zulipAutoPost}
+                    >
+                      <Select.HiddenSelect />
+                      <Select.Control>
+                        <Select.Trigger>
+                          <Select.ValueText placeholder="Select stream" />
+                        </Select.Trigger>
+                        <Select.IndicatorGroup>
+                          <Select.Indicator />
+                        </Select.IndicatorGroup>
+                      </Select.Control>
+                      <Select.Positioner>
+                        <Select.Content>
+                          {streamOptions.map((option) => (
+                            <Select.Item key={option.value} item={option}>
+                              {option.label}
+                              <Select.ItemIndicator />
+                            </Select.Item>
+                          ))}
+                        </Select.Content>
+                      </Select.Positioner>
+                    </Select.Root>
+                  </Field.Root>
+
+                  <Field.Root mt={4}>
+                    <Field.Label>Zulip topic</Field.Label>
+                    <Select.Root
+                      value={room.zulipTopic ? [room.zulipTopic] : []}
+                      onValueChange={(e) =>
+                        setRoomInput({ ...room, zulipTopic: e.value[0] })
+                      }
+                      collection={topicCollection}
+                      disabled={!room.zulipAutoPost}
+                    >
+                      <Select.HiddenSelect />
+                      <Select.Control>
+                        <Select.Trigger>
+                          <Select.ValueText placeholder="Select topic" />
+                        </Select.Trigger>
+                        <Select.IndicatorGroup>
+                          <Select.Indicator />
+                        </Select.IndicatorGroup>
+                      </Select.Control>
+                      <Select.Positioner>
+                        <Select.Content>
+                          {topicOptions.map((option) => (
+                            <Select.Item key={option.value} item={option}>
+                              {option.label}
+                              <Select.ItemIndicator />
+                            </Select.Item>
+                          ))}
+                        </Select.Content>
+                      </Select.Positioner>
+                    </Select.Root>
+                  </Field.Root>
+                </Tabs.Content>
+
+                <Tabs.Content value="webhook" pt={6}>
+                  <Field.Root>
                     <Field.Label>Webhook URL</Field.Label>
                     <Input
                       name="webhookUrl"
@@ -718,129 +844,6 @@ export default function RoomsList() {
                     </>
                   )}
                 </Tabs.Content>
-
-                <Tabs.Content value="calendar" pt={6}>
-                  <ICSSettings
-                    roomId={editRoomId ?? undefined}
-                    roomName={room.name}
-                    icsUrl={room.icsUrl}
-                    icsEnabled={room.icsEnabled}
-                    icsFetchInterval={room.icsFetchInterval}
-                    onChange={(settings) => {
-                      setRoomInput({
-                        ...room,
-                        icsUrl:
-                          settings.ics_url !== undefined
-                            ? settings.ics_url
-                            : room.icsUrl,
-                        icsEnabled:
-                          settings.ics_enabled !== undefined
-                            ? settings.ics_enabled
-                            : room.icsEnabled,
-                        icsFetchInterval:
-                          settings.ics_fetch_interval !== undefined
-                            ? settings.ics_fetch_interval
-                            : room.icsFetchInterval,
-                      });
-                    }}
-                    isOwner={true}
-                  />
-                </Tabs.Content>
-
-                <Tabs.Content value="share" pt={6}>
-                  <Field.Root>
-                    <Checkbox.Root
-                      name="zulipAutoPost"
-                      checked={room.zulipAutoPost}
-                      onCheckedChange={(e) => {
-                        const syntheticEvent = {
-                          target: {
-                            name: "zulipAutoPost",
-                            type: "checkbox",
-                            checked: e.checked,
-                          },
-                        };
-                        handleRoomChange(syntheticEvent);
-                      }}
-                    >
-                      <Checkbox.HiddenInput />
-                      <Checkbox.Control>
-                        <Checkbox.Indicator />
-                      </Checkbox.Control>
-                      <Checkbox.Label>
-                        Automatically post transcription to Zulip
-                      </Checkbox.Label>
-                    </Checkbox.Root>
-                  </Field.Root>
-
-                  <Field.Root mt={4}>
-                    <Field.Label>Zulip stream</Field.Label>
-                    <Select.Root
-                      value={room.zulipStream ? [room.zulipStream] : []}
-                      onValueChange={(e) =>
-                        setRoomInput({
-                          ...room,
-                          zulipStream: e.value[0],
-                          zulipTopic: "",
-                        })
-                      }
-                      collection={streamCollection}
-                      disabled={!room.zulipAutoPost}
-                    >
-                      <Select.HiddenSelect />
-                      <Select.Control>
-                        <Select.Trigger>
-                          <Select.ValueText placeholder="Select stream" />
-                        </Select.Trigger>
-                        <Select.IndicatorGroup>
-                          <Select.Indicator />
-                        </Select.IndicatorGroup>
-                      </Select.Control>
-                      <Select.Positioner>
-                        <Select.Content>
-                          {streamOptions.map((option) => (
-                            <Select.Item key={option.value} item={option}>
-                              {option.label}
-                              <Select.ItemIndicator />
-                            </Select.Item>
-                          ))}
-                        </Select.Content>
-                      </Select.Positioner>
-                    </Select.Root>
-                  </Field.Root>
-
-                  <Field.Root mt={4}>
-                    <Field.Label>Zulip topic</Field.Label>
-                    <Select.Root
-                      value={room.zulipTopic ? [room.zulipTopic] : []}
-                      onValueChange={(e) =>
-                        setRoomInput({ ...room, zulipTopic: e.value[0] })
-                      }
-                      collection={topicCollection}
-                      disabled={!room.zulipAutoPost}
-                    >
-                      <Select.HiddenSelect />
-                      <Select.Control>
-                        <Select.Trigger>
-                          <Select.ValueText placeholder="Select topic" />
-                        </Select.Trigger>
-                        <Select.IndicatorGroup>
-                          <Select.Indicator />
-                        </Select.IndicatorGroup>
-                      </Select.Control>
-                      <Select.Positioner>
-                        <Select.Content>
-                          {topicOptions.map((option) => (
-                            <Select.Item key={option.value} item={option}>
-                              {option.label}
-                              <Select.ItemIndicator />
-                            </Select.Item>
-                          ))}
-                        </Select.Content>
-                      </Select.Positioner>
-                    </Select.Root>
-                  </Field.Root>
-                </Tabs.Content>
               </Tabs.Root>
             </Dialog.Body>
             <Dialog.Footer>