chore(main): release 0.27.0 (#814)

* pipeline fixes: whereby Hatchet preparation

* send_webhook fixes

* cleanup

* self-review

* comment

* webhook util functions: less dependencies

* remove comment

---------

Co-authored-by: Igor Loskutov <igor.loskutoff@gmail.com>

CHANGELOG.md

@@ -1,5 +1,24 @@
 # Changelog
 
+## [0.27.0](https://github.com/Monadical-SAS/reflector/compare/v0.26.0...v0.27.0) (2025-12-26)
+
+
+### Features
+
+* devex/hatchet log progress track ([#813](https://github.com/Monadical-SAS/reflector/issues/813)) ([2d0df48](https://github.com/Monadical-SAS/reflector/commit/2d0df487674e5486208cd599e3338ebff8b6e470))
+
+
+### Bug Fixes
+
+* webhook parity, pipeline rename, waveform constant fix ([#806](https://github.com/Monadical-SAS/reflector/issues/806)) ([5f7b1ff](https://github.com/Monadical-SAS/reflector/commit/5f7b1ff1a68ebbb907684c7c5f55c1f82dac8550))
+
+## [0.26.0](https://github.com/Monadical-SAS/reflector/compare/v0.25.0...v0.26.0) (2025-12-23)
+
+
+### Features
+
+* parallelize hatchet ([#804](https://github.com/Monadical-SAS/reflector/issues/804)) ([594bcc0](https://github.com/Monadical-SAS/reflector/commit/594bcc09e0ca744163de2f1525ebbf7c52a68448))
+
 ## [0.25.0](https://github.com/Monadical-SAS/reflector/compare/v0.24.0...v0.25.0) (2025-12-22)
 
 

server/reflector/db/transcripts.py

@@ -5,7 +5,7 @@ import shutil
 from contextlib import asynccontextmanager
 from datetime import datetime, timedelta, timezone
 from pathlib import Path
-from typing import Any, Literal
+from typing import Any, Literal, Sequence
 
 import sqlalchemy
 from fastapi import HTTPException
@@ -180,7 +180,7 @@ class TranscriptDuration(BaseModel):
 
 
 class TranscriptWaveform(BaseModel):
-    waveform: list[float]
+    waveform: Sequence[float]
 
 
 class TranscriptEvent(BaseModel):

server/reflector/hatchet/broadcast.py

@@ -81,7 +81,8 @@ async def set_status_and_broadcast(
 async def append_event_and_broadcast(
     transcript_id: NonEmptyString,
     transcript: Transcript,
-    event_name: str,
+    event_name: NonEmptyString,
+    # TODO proper dictionary event => type
     data: Any,
     logger: structlog.BoundLogger,
 ) -> TranscriptEvent:

server/reflector/hatchet/constants.py

@@ -0,0 +1,41 @@
+"""
+Hatchet workflow constants.
+"""
+
+from enum import StrEnum
+
+
+class TaskName(StrEnum):
+    GET_RECORDING = "get_recording"
+    GET_PARTICIPANTS = "get_participants"
+    PROCESS_TRACKS = "process_tracks"
+    MIXDOWN_TRACKS = "mixdown_tracks"
+    GENERATE_WAVEFORM = "generate_waveform"
+    DETECT_TOPICS = "detect_topics"
+    GENERATE_TITLE = "generate_title"
+    EXTRACT_SUBJECTS = "extract_subjects"
+    PROCESS_SUBJECTS = "process_subjects"
+    GENERATE_RECAP = "generate_recap"
+    IDENTIFY_ACTION_ITEMS = "identify_action_items"
+    FINALIZE = "finalize"
+    CLEANUP_CONSENT = "cleanup_consent"
+    POST_ZULIP = "post_zulip"
+    SEND_WEBHOOK = "send_webhook"
+    PAD_TRACK = "pad_track"
+    TRANSCRIBE_TRACK = "transcribe_track"
+    DETECT_CHUNK_TOPIC = "detect_chunk_topic"
+    GENERATE_DETAILED_SUMMARY = "generate_detailed_summary"
+
+
+# Rate limit key for LLM API calls (shared across all LLM-calling tasks)
+LLM_RATE_LIMIT_KEY = "llm"
+
+# Max LLM calls per second across all tasks
+LLM_RATE_LIMIT_PER_SECOND = 10
+
+# Task execution timeouts (seconds)
+TIMEOUT_SHORT = 60  # Quick operations: API calls, DB updates
+TIMEOUT_MEDIUM = 120  # Single LLM calls, waveform generation
+TIMEOUT_LONG = 180  # Action items (larger context LLM)
+TIMEOUT_AUDIO = 300  # Audio processing: padding, mixdown
+TIMEOUT_HEAVY = 600  # Transcription, fan-out LLM tasks

server/reflector/hatchet/run_workers.py

@@ -1,5 +1,5 @@
 """
-Run Hatchet workers for the diarization pipeline.
+Run Hatchet workers for the multitrack pipeline.
 Runs as a separate process, just like Celery workers.
 
 Usage:
@@ -12,6 +12,9 @@ Usage:
 import signal
 import sys
 
+from hatchet_sdk.rate_limit import RateLimitDuration
+
+from reflector.hatchet.constants import LLM_RATE_LIMIT_KEY, LLM_RATE_LIMIT_PER_SECOND
 from reflector.logger import logger
 from reflector.settings import settings
 
@@ -36,15 +39,26 @@ def main() -> None:
     # Can't use lazy init: decorators need the client object when function is defined.
     from reflector.hatchet.client import HatchetClientManager  # noqa: PLC0415
     from reflector.hatchet.workflows import (  # noqa: PLC0415
-        diarization_pipeline,
+        daily_multitrack_pipeline,
+        subject_workflow,
+        topic_chunk_workflow,
         track_workflow,
     )
 
     hatchet = HatchetClientManager.get_client()
 
+    hatchet.rate_limits.put(
+        LLM_RATE_LIMIT_KEY, LLM_RATE_LIMIT_PER_SECOND, RateLimitDuration.SECOND
+    )
+
     worker = hatchet.worker(
-        "reflector-diarization-worker",
+        "reflector-pipeline-worker",
-        workflows=[diarization_pipeline, track_workflow],
+        workflows=[
+            daily_multitrack_pipeline,
+            subject_workflow,
+            topic_chunk_workflow,
+            track_workflow,
+        ],
     )
 
     def shutdown_handler(signum: int, frame) -> None:

server/reflector/hatchet/workflows/__init__.py

@@ -1,14 +1,26 @@
 """Hatchet workflow definitions."""
 
-from reflector.hatchet.workflows.diarization_pipeline import (
+from reflector.hatchet.workflows.daily_multitrack_pipeline import (
     PipelineInput,
-    diarization_pipeline,
+    daily_multitrack_pipeline,
+)
+from reflector.hatchet.workflows.subject_processing import (
+    SubjectInput,
+    subject_workflow,
+)
+from reflector.hatchet.workflows.topic_chunk_processing import (
+    TopicChunkInput,
+    topic_chunk_workflow,
 )
 from reflector.hatchet.workflows.track_processing import TrackInput, track_workflow
 
 __all__ = [
-    "diarization_pipeline",
+    "daily_multitrack_pipeline",
+    "subject_workflow",
+    "topic_chunk_workflow",
     "track_workflow",
     "PipelineInput",
+    "SubjectInput",
+    "TopicChunkInput",
     "TrackInput",
 ]

server/reflector/hatchet/workflows/models.py

@@ -5,13 +5,21 @@ Provides static typing for all task outputs, enabling type checking
 and better IDE support.
 """
 
-from typing import Any
-
 from pydantic import BaseModel
 
+from reflector.processors.summary.models import ActionItemsResponse
+from reflector.processors.types import TitleSummary, Word
 from reflector.utils.string import NonEmptyString
 
 
+class ParticipantInfo(BaseModel):
+    """Participant info with speaker index for workflow result."""
+
+    participant_id: NonEmptyString
+    user_name: NonEmptyString
+    speaker: int
+
+
 class PadTrackResult(BaseModel):
     """Result from pad_track task."""
 
@@ -26,7 +34,7 @@ class PadTrackResult(BaseModel):
 class TranscribeTrackResult(BaseModel):
     """Result from transcribe_track task."""
 
-    words: list[dict[str, Any]]
+    words: list[Word]
     track_index: int
 
 
@@ -35,13 +43,13 @@ class RecordingResult(BaseModel):
 
     id: NonEmptyString | None
     mtg_session_id: NonEmptyString | None
-    duration: float
+    duration: int | None
 
 
 class ParticipantsResult(BaseModel):
     """Result from get_participants task."""
 
-    participants: list[dict[str, Any]]
+    participants: list[ParticipantInfo]
     num_tracks: int
     source_language: NonEmptyString
     target_language: NonEmptyString
@@ -57,7 +65,7 @@ class PaddedTrackInfo(BaseModel):
 class ProcessTracksResult(BaseModel):
     """Result from process_tracks task."""
 
-    all_words: list[dict[str, Any]]
+    all_words: list[Word]
     padded_tracks: list[PaddedTrackInfo]  # S3 keys, not presigned URLs
     word_count: int
     num_tracks: int
@@ -79,10 +87,21 @@ class WaveformResult(BaseModel):
     waveform_generated: bool
 
 
+class TopicChunkResult(BaseModel):
+    """Result from topic chunk child workflow."""
+
+    chunk_index: int
+    title: str
+    summary: str
+    timestamp: float
+    duration: float
+    words: list[Word]
+
+
 class TopicsResult(BaseModel):
     """Result from detect_topics task."""
 
-    topics: list[dict[str, Any]]
+    topics: list[TitleSummary]
 
 
 class TitleResult(BaseModel):
@@ -91,12 +110,41 @@ class TitleResult(BaseModel):
     title: str | None
 
 
-class SummaryResult(BaseModel):
+class SubjectsResult(BaseModel):
-    """Result from generate_summary task."""
+    """Result from extract_subjects task."""
 
-    summary: str | None
+    subjects: list[str]
-    short_summary: str | None
+    transcript_text: str  # Formatted transcript for LLM consumption
-    action_items: dict | None = None
+    participant_names: list[str]
+    participant_name_to_id: dict[str, str]
+
+
+class SubjectSummaryResult(BaseModel):
+    """Result from subject summary child workflow."""
+
+    subject: str
+    subject_index: int
+    detailed_summary: str
+    paragraph_summary: str
+
+
+class ProcessSubjectsResult(BaseModel):
+    """Result from process_subjects fan-out task."""
+
+    subject_summaries: list[SubjectSummaryResult]
+
+
+class RecapResult(BaseModel):
+    """Result from generate_recap task."""
+
+    short_summary: str  # Recap paragraph
+    long_summary: str  # Full markdown summary
+
+
+class ActionItemsResult(BaseModel):
+    """Result from identify_action_items task."""
+
+    action_items: ActionItemsResponse
 
 
 class FinalizeResult(BaseModel):

server/reflector/hatchet/workflows/subject_processing.py

@@ -0,0 +1,107 @@
+"""
+Hatchet child workflow: SubjectProcessing
+
+Handles individual subject/topic summary generation.
+Spawned dynamically by the main diarization pipeline for each extracted subject
+via aio_run_many() for parallel processing.
+"""
+
+from datetime import timedelta
+
+from hatchet_sdk import Context
+from hatchet_sdk.rate_limit import RateLimit
+from pydantic import BaseModel
+
+from reflector.hatchet.client import HatchetClientManager
+from reflector.hatchet.constants import LLM_RATE_LIMIT_KEY, TIMEOUT_MEDIUM
+from reflector.hatchet.workflows.models import SubjectSummaryResult
+from reflector.logger import logger
+from reflector.processors.summary.prompts import (
+    DETAILED_SUBJECT_PROMPT_TEMPLATE,
+    PARAGRAPH_SUMMARY_PROMPT,
+    build_participant_instructions,
+)
+
+
+class SubjectInput(BaseModel):
+    """Input for individual subject processing."""
+
+    subject: str
+    subject_index: int
+    transcript_text: str
+    participant_names: list[str]
+    participant_name_to_id: dict[str, str]
+
+
+hatchet = HatchetClientManager.get_client()
+
+subject_workflow = hatchet.workflow(
+    name="SubjectProcessing", input_validator=SubjectInput
+)
+
+
+@subject_workflow.task(
+    execution_timeout=timedelta(seconds=TIMEOUT_MEDIUM),
+    retries=3,
+    rate_limits=[RateLimit(static_key=LLM_RATE_LIMIT_KEY, units=2)],
+)
+async def generate_detailed_summary(
+    input: SubjectInput, ctx: Context
+) -> SubjectSummaryResult:
+    """Generate detailed analysis for a single subject, then condense to paragraph."""
+    ctx.log(
+        f"generate_detailed_summary: subject '{input.subject}' (index {input.subject_index})"
+    )
+    logger.info(
+        "[Hatchet] generate_detailed_summary",
+        subject=input.subject,
+        subject_index=input.subject_index,
+    )
+
+    # Deferred imports: Hatchet workers fork processes, fresh imports ensure
+    # LLM HTTP connection pools aren't shared across forks
+    from reflector.llm import LLM  # noqa: PLC0415
+    from reflector.settings import settings  # noqa: PLC0415
+
+    llm = LLM(settings=settings)
+
+    participant_instructions = build_participant_instructions(input.participant_names)
+    detailed_prompt = DETAILED_SUBJECT_PROMPT_TEMPLATE.format(subject=input.subject)
+    if participant_instructions:
+        detailed_prompt = f"{detailed_prompt}\n\n{participant_instructions}"
+
+    ctx.log("generate_detailed_summary: calling LLM for detailed analysis")
+    detailed_response = await llm.get_response(
+        detailed_prompt,
+        [input.transcript_text],
+        tone_name="Topic assistant",
+    )
+    detailed_summary = str(detailed_response)
+
+    paragraph_prompt = PARAGRAPH_SUMMARY_PROMPT
+    if participant_instructions:
+        paragraph_prompt = f"{paragraph_prompt}\n\n{participant_instructions}"
+
+    ctx.log("generate_detailed_summary: calling LLM for paragraph summary")
+    paragraph_response = await llm.get_response(
+        paragraph_prompt,
+        [detailed_summary],
+        tone_name="Topic summarizer",
+    )
+    paragraph_summary = str(paragraph_response)
+
+    ctx.log(f"generate_detailed_summary complete: subject '{input.subject}'")
+    logger.info(
+        "[Hatchet] generate_detailed_summary complete",
+        subject=input.subject,
+        subject_index=input.subject_index,
+        detailed_len=len(detailed_summary),
+        paragraph_len=len(paragraph_summary),
+    )
+
+    return SubjectSummaryResult(
+        subject=input.subject,
+        subject_index=input.subject_index,
+        detailed_summary=detailed_summary,
+        paragraph_summary=paragraph_summary,
+    )

server/reflector/hatchet/workflows/topic_chunk_processing.py

@@ -0,0 +1,97 @@
+"""
+Hatchet child workflow: TopicChunkProcessing
+
+Handles topic detection for individual transcript chunks.
+Spawned dynamically by detect_topics via aio_run_many() for parallel processing.
+"""
+
+from datetime import timedelta
+
+from hatchet_sdk import ConcurrencyExpression, ConcurrencyLimitStrategy, Context
+from hatchet_sdk.rate_limit import RateLimit
+from pydantic import BaseModel
+
+from reflector.hatchet.client import HatchetClientManager
+from reflector.hatchet.constants import LLM_RATE_LIMIT_KEY, TIMEOUT_MEDIUM
+from reflector.hatchet.workflows.models import TopicChunkResult
+from reflector.logger import logger
+from reflector.processors.prompts import TOPIC_PROMPT
+from reflector.processors.types import Word
+
+
+class TopicChunkInput(BaseModel):
+    """Input for individual topic chunk processing."""
+
+    chunk_index: int
+    chunk_text: str
+    timestamp: float
+    duration: float
+    words: list[Word]
+
+
+hatchet = HatchetClientManager.get_client()
+
+topic_chunk_workflow = hatchet.workflow(
+    name="TopicChunkProcessing",
+    input_validator=TopicChunkInput,
+    concurrency=ConcurrencyExpression(
+        expression="'global'",  # constant string = global limit across all runs
+        max_runs=20,
+        limit_strategy=ConcurrencyLimitStrategy.GROUP_ROUND_ROBIN,
+    ),
+)
+
+
+@topic_chunk_workflow.task(
+    execution_timeout=timedelta(seconds=TIMEOUT_MEDIUM),
+    retries=3,
+    rate_limits=[RateLimit(static_key=LLM_RATE_LIMIT_KEY, units=1)],
+)
+async def detect_chunk_topic(input: TopicChunkInput, ctx: Context) -> TopicChunkResult:
+    """Detect topic for a single transcript chunk."""
+    ctx.log(f"detect_chunk_topic: chunk {input.chunk_index}")
+    logger.info(
+        "[Hatchet] detect_chunk_topic",
+        chunk_index=input.chunk_index,
+        text_length=len(input.chunk_text),
+    )
+
+    # Deferred imports: Hatchet workers fork processes, fresh imports avoid
+    # sharing LLM HTTP connection pools across forks
+    from reflector.llm import LLM  # noqa: PLC0415
+    from reflector.processors.transcript_topic_detector import (  # noqa: PLC0415
+        TopicResponse,
+    )
+    from reflector.settings import settings  # noqa: PLC0415
+    from reflector.utils.text import clean_title  # noqa: PLC0415
+
+    llm = LLM(settings=settings, temperature=0.9, max_tokens=500)
+
+    prompt = TOPIC_PROMPT.format(text=input.chunk_text)
+    response = await llm.get_structured_response(
+        prompt,
+        [input.chunk_text],
+        TopicResponse,
+        tone_name="Topic analyzer",
+        timeout=settings.LLM_STRUCTURED_RESPONSE_TIMEOUT,
+    )
+
+    title = clean_title(response.title)
+
+    ctx.log(
+        f"detect_chunk_topic complete: chunk {input.chunk_index}, title='{title[:50]}'"
+    )
+    logger.info(
+        "[Hatchet] detect_chunk_topic complete",
+        chunk_index=input.chunk_index,
+        title=title[:50],
+    )
+
+    return TopicChunkResult(
+        chunk_index=input.chunk_index,
+        title=title,
+        summary=response.summary,
+        timestamp=input.timestamp,
+        duration=input.duration,
+        words=input.words,
+    )

server/reflector/hatchet/workflows/track_processing.py

@@ -4,10 +4,10 @@ Hatchet child workflow: TrackProcessing
 Handles individual audio track processing: padding and transcription.
 Spawned dynamically by the main diarization pipeline for each track.
 
-Architecture note: This is a separate workflow (not inline tasks in DiarizationPipeline)
+Architecture note: This is a separate workflow (not inline tasks in DailyMultitrackPipeline)
 because Hatchet workflow DAGs are defined statically, but the number of tracks varies
 at runtime. Child workflow spawning via `aio_run()` + `asyncio.gather()` is the
-standard pattern for dynamic fan-out. See `process_tracks` in diarization_pipeline.py.
+standard pattern for dynamic fan-out. See `process_tracks` in daily_multitrack_pipeline.py.
 
 Note: This file uses deferred imports (inside tasks) intentionally.
 Hatchet workers run in forked processes; fresh imports per task ensure
@@ -23,6 +23,7 @@ from hatchet_sdk import Context
 from pydantic import BaseModel
 
 from reflector.hatchet.client import HatchetClientManager
+from reflector.hatchet.constants import TIMEOUT_AUDIO, TIMEOUT_HEAVY
 from reflector.hatchet.workflows.models import PadTrackResult, TranscribeTrackResult
 from reflector.logger import logger
 from reflector.utils.audio_constants import PRESIGNED_URL_EXPIRATION_SECONDS
@@ -47,7 +48,7 @@ hatchet = HatchetClientManager.get_client()
 track_workflow = hatchet.workflow(name="TrackProcessing", input_validator=TrackInput)
 
 
-@track_workflow.task(execution_timeout=timedelta(seconds=300), retries=3)
+@track_workflow.task(execution_timeout=timedelta(seconds=TIMEOUT_AUDIO), retries=3)
 async def pad_track(input: TrackInput, ctx: Context) -> PadTrackResult:
     """Pad single audio track with silence for alignment.
 
@@ -82,6 +83,15 @@ async def pad_track(input: TrackInput, ctx: Context) -> PadTrackResult:
         )
 
         with av.open(source_url) as in_container:
+            if in_container.duration:
+                try:
+                    duration = timedelta(seconds=in_container.duration // 1_000_000)
+                    ctx.log(
+                        f"pad_track: track {input.track_index}, duration={duration}"
+                    )
+                except Exception:
+                    ctx.log(f"pad_track: track {input.track_index}, duration=ERROR")
+
             start_time_seconds = extract_stream_start_time_from_container(
                 in_container, input.track_index, logger=logger
             )
@@ -153,7 +163,7 @@ async def pad_track(input: TrackInput, ctx: Context) -> PadTrackResult:
 
 
 @track_workflow.task(
-    parents=[pad_track], execution_timeout=timedelta(seconds=600), retries=3
+    parents=[pad_track], execution_timeout=timedelta(seconds=TIMEOUT_HEAVY), retries=3
 )
 async def transcribe_track(input: TrackInput, ctx: Context) -> TranscribeTrackResult:
     """Transcribe audio track using GPU (Modal.com) or local Whisper."""
@@ -197,23 +207,20 @@ async def transcribe_track(input: TrackInput, ctx: Context) -> TranscribeTrackRe
         transcript = await transcribe_file_with_processor(audio_url, input.language)
 
         # Tag all words with speaker index
-        words = []
         for word in transcript.words:
-            word_dict = word.model_dump()
+            word.speaker = input.track_index
-            word_dict["speaker"] = input.track_index
-            words.append(word_dict)
 
         ctx.log(
-            f"transcribe_track complete: track {input.track_index}, {len(words)} words"
+            f"transcribe_track complete: track {input.track_index}, {len(transcript.words)} words"
         )
         logger.info(
             "[Hatchet] transcribe_track complete",
             track_index=input.track_index,
-            word_count=len(words),
+            word_count=len(transcript.words),
         )
 
         return TranscribeTrackResult(
-            words=words,
+            words=transcript.words,
             track_index=input.track_index,
         )
 

server/reflector/pipelines/topic_processing.py

@@ -18,6 +18,7 @@ from reflector.processors import (
 )
 from reflector.processors.types import TitleSummary
 from reflector.processors.types import Transcript as TranscriptType
+from reflector.utils.transcript_constants import TOPIC_CHUNK_WORD_COUNT
 
 
 class EmptyPipeline:
@@ -38,7 +39,7 @@ async def detect_topics(
     on_topic_callback: Callable,
     empty_pipeline: EmptyPipeline,
 ) -> list[TitleSummary]:
-    chunk_size = 300
+    chunk_size = TOPIC_CHUNK_WORD_COUNT
     topics: list[TitleSummary] = []
 
     async def on_topic(topic: TitleSummary):

server/reflector/processors/prompts.py

@@ -0,0 +1,30 @@
+"""
+LLM prompts for transcript processing.
+
+Extracted to a separate module to avoid circular imports when importing
+from processor modules (which import LLM/settings at module level).
+"""
+
+from textwrap import dedent
+
+TOPIC_PROMPT = dedent(
+    """
+    Analyze the following transcript segment and extract the main topic being discussed.
+    Focus on the substantive content and ignore small talk or administrative chatter.
+
+    Create a title that:
+    - Captures the specific subject matter being discussed
+    - Is descriptive and self-explanatory
+    - Uses professional language
+    - Is specific rather than generic
+
+    For the summary:
+    - Summarize the key points in maximum two sentences
+    - Focus on what was discussed, decided, or accomplished
+    - Be concise but informative
+
+    <transcript>
+    {text}
+    </transcript>
+    """
+).strip()

server/reflector/processors/summary/models.py

@@ -0,0 +1,50 @@
+"""Pydantic models for summary processing."""
+
+from pydantic import BaseModel, Field
+
+
+class ActionItem(BaseModel):
+    """A single action item from the meeting"""
+
+    task: str = Field(description="The task or action item to be completed")
+    assigned_to: str | None = Field(
+        default=None, description="Person or team assigned to this task (name)"
+    )
+    assigned_to_participant_id: str | None = Field(
+        default=None, description="Participant ID if assigned_to matches a participant"
+    )
+    deadline: str | None = Field(
+        default=None, description="Deadline or timeframe mentioned for this task"
+    )
+    context: str | None = Field(
+        default=None, description="Additional context or notes about this task"
+    )
+
+
+class Decision(BaseModel):
+    """A decision made during the meeting"""
+
+    decision: str = Field(description="What was decided")
+    rationale: str | None = Field(
+        default=None,
+        description="Reasoning or key factors that influenced this decision",
+    )
+    decided_by: str | None = Field(
+        default=None, description="Person or group who made the decision (name)"
+    )
+    decided_by_participant_id: str | None = Field(
+        default=None, description="Participant ID if decided_by matches a participant"
+    )
+
+
+class ActionItemsResponse(BaseModel):
+    """Pydantic model for identified action items"""
+
+    decisions: list[Decision] = Field(
+        default_factory=list,
+        description="List of decisions made during the meeting",
+    )
+    next_steps: list[ActionItem] = Field(
+        default_factory=list,
+        description="List of action items and next steps to be taken",
+    )

server/reflector/processors/summary/prompts.py

@@ -0,0 +1,91 @@
+"""
+LLM prompts for summary generation.
+
+Extracted to a separate module to avoid circular imports when importing
+from summary_builder.py (which imports LLM/settings at module level).
+"""
+
+from textwrap import dedent
+
+
+def build_participant_instructions(participant_names: list[str]) -> str:
+    """Build participant context instructions for LLM prompts."""
+    if not participant_names:
+        return ""
+
+    participants_list = ", ".join(participant_names)
+    return dedent(
+        f"""
+        # IMPORTANT: Participant Names
+        The following participants are identified in this conversation: {participants_list}
+
+        You MUST use these specific participant names when referring to people in your response.
+        Do NOT use generic terms like "a participant", "someone", "attendee", "Speaker 1", "Speaker 2", etc.
+        Always refer to people by their actual names (e.g., "John suggested..." not "A participant suggested...").
+        """
+    ).strip()
+
+
+DETAILED_SUBJECT_PROMPT_TEMPLATE = dedent(
+    """
+    Get me information about the topic "{subject}"
+
+    # RESPONSE GUIDELINES
+    Follow this structured approach to create the topic summary:
+    - Highlight important arguments, insights, or data presented.
+    - Outline decisions made.
+    - Indicate any decisions reached, including any rationale or key factors
+      that influenced these decisions.
+    - Detail action items and responsibilities.
+    - For each decision or unresolved issue, list specific action items agreed
+      upon, along with assigned individuals or teams responsible for each task.
+    - Specify deadlines or timelines if mentioned. For each action item,
+      include any deadlines or timeframes discussed for completion or follow-up.
+    - Mention unresolved issues or topics needing further discussion, aiding in
+      planning future meetings or follow-up actions.
+    - Do not include topic unrelated to {subject}.
+
+    # OUTPUT
+    Your summary should be clear, concise, and structured, covering all major
+    points, decisions, and action items from the meeting. It should be easy to
+    understand for someone not present, providing a comprehensive understanding
+    of what transpired and what needs to be done next. The summary should not
+    exceed one page to ensure brevity and focus.
+    """
+).strip()
+
+PARAGRAPH_SUMMARY_PROMPT = dedent(
+    """
+    Summarize the mentioned topic in 1 paragraph.
+    It will be integrated into the final summary, so just for this topic.
+    """
+).strip()
+
+RECAP_PROMPT = dedent(
+    """
+    Provide a high-level quick recap of the following meeting, fitting in one paragraph.
+    Do not include decisions, action items or unresolved issue, just highlight the high moments.
+    Just dive into the meeting, be concise and do not include unnecessary details.
+    As we already know it is a meeting, do not start with 'During the meeting' or equivalent.
+    """
+).strip()
+
+
+def build_summary_markdown(recap: str, summaries: list[dict[str, str]]) -> str:
+    """Build markdown summary from recap and subject summaries."""
+    lines: list[str] = []
+    if recap:
+        lines.append("# Quick recap")
+        lines.append("")
+        lines.append(recap)
+        lines.append("")
+
+    if summaries:
+        lines.append("# Summary")
+        lines.append("")
+        for summary in summaries:
+            lines.append(f"**{summary['subject']}**")
+            lines.append(summary["summary"])
+            lines.append("")
+
+    return "\n".join(lines)

server/reflector/processors/summary/summary_builder.py

@@ -15,6 +15,14 @@ import structlog
 from pydantic import BaseModel, Field
 
 from reflector.llm import LLM
+from reflector.processors.summary.models import ActionItemsResponse
+from reflector.processors.summary.prompts import (
+    DETAILED_SUBJECT_PROMPT_TEMPLATE,
+    PARAGRAPH_SUMMARY_PROMPT,
+    RECAP_PROMPT,
+    build_participant_instructions,
+    build_summary_markdown,
+)
 from reflector.settings import settings
 
 T = TypeVar("T", bound=BaseModel)
@@ -52,50 +60,6 @@ SUBJECTS_PROMPT = dedent(
     """
 ).strip()
 
-DETAILED_SUBJECT_PROMPT_TEMPLATE = dedent(
-    """
-    Get me information about the topic "{subject}"
-
-    # RESPONSE GUIDELINES
-    Follow this structured approach to create the topic summary:
-    - Highlight important arguments, insights, or data presented.
-    - Outline decisions made.
-    - Indicate any decisions reached, including any rationale or key factors
-      that influenced these decisions.
-    - Detail action items and responsibilities.
-    - For each decision or unresolved issue, list specific action items agreed
-      upon, along with assigned individuals or teams responsible for each task.
-    - Specify deadlines or timelines if mentioned. For each action item,
-      include any deadlines or timeframes discussed for completion or follow-up.
-    - Mention unresolved issues or topics needing further discussion, aiding in
-      planning future meetings or follow-up actions.
-    - Do not include topic unrelated to {subject}.
-
-    # OUTPUT
-    Your summary should be clear, concise, and structured, covering all major
-    points, decisions, and action items from the meeting. It should be easy to
-    understand for someone not present, providing a comprehensive understanding
-    of what transpired and what needs to be done next. The summary should not
-    exceed one page to ensure brevity and focus.
-    """
-).strip()
-
-PARAGRAPH_SUMMARY_PROMPT = dedent(
-    """
-    Summarize the mentioned topic in 1 paragraph.
-    It will be integrated into the final summary, so just for this topic.
-    """
-).strip()
-
-RECAP_PROMPT = dedent(
-    """
-    Provide a high-level quick recap of the following meeting, fitting in one paragraph.
-    Do not include decisions, action items or unresolved issue, just highlight the high moments.
-    Just dive into the meeting, be concise and do not include unnecessary details.
-    As we already know it is a meeting, do not start with 'During the meeting' or equivalent.
-    """
-).strip()
-
 ACTION_ITEMS_PROMPT = dedent(
     """
     Identify action items from this meeting transcript. Your goal is to identify what was decided and what needs to happen next.
@@ -185,53 +149,6 @@ class SubjectsResponse(BaseModel):
     )
 
 
-class ActionItem(BaseModel):
-    """A single action item from the meeting"""
-
-    task: str = Field(description="The task or action item to be completed")
-    assigned_to: str | None = Field(
-        default=None, description="Person or team assigned to this task (name)"
-    )
-    assigned_to_participant_id: str | None = Field(
-        default=None, description="Participant ID if assigned_to matches a participant"
-    )
-    deadline: str | None = Field(
-        default=None, description="Deadline or timeframe mentioned for this task"
-    )
-    context: str | None = Field(
-        default=None, description="Additional context or notes about this task"
-    )
-
-
-class Decision(BaseModel):
-    """A decision made during the meeting"""
-
-    decision: str = Field(description="What was decided")
-    rationale: str | None = Field(
-        default=None,
-        description="Reasoning or key factors that influenced this decision",
-    )
-    decided_by: str | None = Field(
-        default=None, description="Person or group who made the decision (name)"
-    )
-    decided_by_participant_id: str | None = Field(
-        default=None, description="Participant ID if decided_by matches a participant"
-    )
-
-
-class ActionItemsResponse(BaseModel):
-    """Pydantic model for identified action items"""
-
-    decisions: list[Decision] = Field(
-        default_factory=list,
-        description="List of decisions made during the meeting",
-    )
-    next_steps: list[ActionItem] = Field(
-        default_factory=list,
-        description="List of action items and next steps to be taken",
-    )
-
-
 class SummaryBuilder:
     def __init__(self, llm: LLM, filename: str | None = None, logger=None) -> None:
         self.transcript: str | None = None
@@ -331,17 +248,7 @@ class SummaryBuilder:
         participants_md = self.format_list_md(participants)
         self.transcript += f"\n\n# Participants\n\n{participants_md}"
 
-        participants_list = ", ".join(participants)
+        self.participant_instructions = build_participant_instructions(participants)
-        self.participant_instructions = dedent(
-            f"""
-            # IMPORTANT: Participant Names
-            The following participants are identified in this conversation: {participants_list}
-
-            You MUST use these specific participant names when referring to people in your response.
-            Do NOT use generic terms like "a participant", "someone", "attendee", "Speaker 1", "Speaker 2", etc.
-            Always refer to people by their actual names (e.g., "John suggested..." not "A participant suggested...").
-            """
-        ).strip()
 
     async def identify_participants(self) -> None:
         """
@@ -377,18 +284,9 @@ class SummaryBuilder:
                 participants_md = self.format_list_md(unique_participants)
                 self.transcript += f"\n\n# Participants\n\n{participants_md}"
 
-                # Set instructions that will be automatically added to all prompts
+                self.participant_instructions = build_participant_instructions(
-                participants_list = ", ".join(unique_participants)
+                    unique_participants
-                self.participant_instructions = dedent(
+                )
-                    f"""
-                    # IMPORTANT: Participant Names
-                    The following participants are identified in this conversation: {participants_list}
-
-                    You MUST use these specific participant names when referring to people in your response.
-                    Do NOT use generic terms like "a participant", "someone", "attendee", "Speaker 1", "Speaker 2", etc.
-                    Always refer to people by their actual names (e.g., "John suggested..." not "A participant suggested...").
-                    """
-                ).strip()
             else:
                 self.logger.warning("No participants identified in the transcript")
 
@@ -613,22 +511,7 @@ class SummaryBuilder:
     # ----------------------------------------------------------------------------
 
     def as_markdown(self) -> str:
-        lines: list[str] = []
+        return build_summary_markdown(self.recap, self.summaries)
-        if self.recap:
-            lines.append("# Quick recap")
-            lines.append("")
-            lines.append(self.recap)
-            lines.append("")
-
-        if self.summaries:
-            lines.append("# Summary")
-            lines.append("")
-            for summary in self.summaries:
-                lines.append(f"**{summary['subject']}**")
-                lines.append(summary["summary"])
-                lines.append("")
-
-        return "\n".join(lines)
 
     def format_list_md(self, data: list[str]) -> str:
         return "\n".join([f"- {item}" for item in data])

server/reflector/processors/transcript_topic_detector.py

@@ -1,35 +1,12 @@
-from textwrap import dedent
-
 from pydantic import AliasChoices, BaseModel, Field
 
 from reflector.llm import LLM
 from reflector.processors.base import Processor
+from reflector.processors.prompts import TOPIC_PROMPT
 from reflector.processors.types import TitleSummary, Transcript
 from reflector.settings import settings
 from reflector.utils.text import clean_title
 
-TOPIC_PROMPT = dedent(
-    """
-    Analyze the following transcript segment and extract the main topic being discussed.
-    Focus on the substantive content and ignore small talk or administrative chatter.
-
-    Create a title that:
-    - Captures the specific subject matter being discussed
-    - Is descriptive and self-explanatory
-    - Uses professional language
-    - Is specific rather than generic
-
-    For the summary:
-    - Summarize the key points in maximum two sentences
-    - Focus on what was discussed, decided, or accomplished
-    - Be concise but informative
-
-    <transcript>
-    {text}
-    </transcript>
-    """
-).strip()
-
 
 class TopicResponse(BaseModel):
     """Structured response for topic detection"""

server/reflector/services/transcript_process.py

@@ -102,7 +102,8 @@ async def validate_transcript_for_processing(
     if transcript.locked:
         return ValidationLocked(detail="Recording is locked")
 
-    if transcript.status == "idle":
+    # hatchet is idempotent anyways + if it wasn't dispatched successfully
+    if transcript.status == "idle" and not settings.HATCHET_ENABLED:
         return ValidationNotReady(detail="Recording is not ready for processing")
 
     # Check Celery tasks
@@ -115,13 +116,11 @@ async def validate_transcript_for_processing(
     ):
         return ValidationAlreadyScheduled(detail="already running")
 
-    # Check Hatchet workflows (if enabled)
     if settings.HATCHET_ENABLED and transcript.workflow_run_id:
         try:
             status = await HatchetClientManager.get_workflow_run_status(
                 transcript.workflow_run_id
             )
-            # If workflow is running or queued, don't allow new processing
             if status in (V1TaskStatus.RUNNING, V1TaskStatus.QUEUED):
                 return ValidationAlreadyScheduled(
                     detail="Hatchet workflow already running"
@@ -189,8 +188,8 @@ async def dispatch_transcript_processing(
             room_forces_hatchet = room.use_hatchet if room else False
 
         # Start durable workflow if enabled (Hatchet)
-        # or if room has use_hatchet=True
+        # and if room has use_hatchet=True
-        use_hatchet = settings.HATCHET_ENABLED or room_forces_hatchet
+        use_hatchet = settings.HATCHET_ENABLED and room_forces_hatchet
 
         if room_forces_hatchet:
             logger.info(

server/reflector/utils/audio_mixdown.py

@@ -43,6 +43,8 @@ async def mixdown_tracks_pyav(
     target_sample_rate: int,
     offsets_seconds: list[float] | None = None,
     logger=None,
+    progress_callback=None,
+    expected_duration_sec: float | None = None,
 ) -> None:
     """Multi-track mixdown using PyAV filter graph (amix).
 
@@ -57,6 +59,10 @@ async def mixdown_tracks_pyav(
             If provided, must have same length as track_urls. Delays are relative
             to the minimum offset (earliest track has delay=0).
         logger: Optional logger instance
+        progress_callback: Optional callback(progress_pct: float | None, audio_position: float)
+            called on progress updates. progress_pct is 0-100 if duration known, None otherwise.
+            audio_position is current position in seconds.
+        expected_duration_sec: Optional fallback duration if container metadata unavailable.
 
     Raises:
         ValueError: If offsets_seconds length doesn't match track_urls,
@@ -171,6 +177,17 @@ async def mixdown_tracks_pyav(
                 logger.error("Mixdown failed - no valid containers opened")
             raise ValueError("Mixdown failed: Could not open any track containers")
 
+        # Calculate total duration for progress reporting.
+        # Try container metadata first, fall back to expected_duration_sec if provided.
+        max_duration_sec = 0.0
+        for c in containers:
+            if c.duration is not None:
+                dur_sec = c.duration / av.time_base
+                max_duration_sec = max(max_duration_sec, dur_sec)
+        if max_duration_sec == 0.0 and expected_duration_sec:
+            max_duration_sec = expected_duration_sec
+        current_max_time = 0.0
+
         decoders = [c.decode(audio=0) for c in containers]
         active = [True] * len(decoders)
         resamplers = [
@@ -192,6 +209,18 @@ async def mixdown_tracks_pyav(
 
                 if frame.sample_rate != target_sample_rate:
                     continue
+
+                # Update progress based on frame timestamp
+                if progress_callback and frame.time is not None:
+                    current_max_time = max(current_max_time, frame.time)
+                    if max_duration_sec > 0:
+                        progress_pct = min(
+                            100.0, (current_max_time / max_duration_sec) * 100
+                        )
+                    else:
+                        progress_pct = None  # Duration unavailable
+                    progress_callback(progress_pct, current_max_time)
+
                 out_frames = resamplers[i].resample(frame) or []
                 for rf in out_frames:
                     rf.sample_rate = target_sample_rate

server/reflector/utils/audio_waveform.py

@@ -3,8 +3,12 @@ from pathlib import Path
 import av
 import numpy as np
 
+from reflector.utils.audio_constants import WAVEFORM_SEGMENTS
 
-def get_audio_waveform(path: Path | str, segments_count: int = 256) -> list[int]:
+
+def get_audio_waveform(
+    path: Path | str, segments_count: int = WAVEFORM_SEGMENTS
+) -> list[int]:
     if isinstance(path, Path):
         path = path.as_posix()
 
@@ -70,7 +74,7 @@ if __name__ == "__main__":
 
     parser = argparse.ArgumentParser()
     parser.add_argument("path", type=Path)
-    parser.add_argument("--segments-count", type=int, default=256)
+    parser.add_argument("--segments-count", type=int, default=WAVEFORM_SEGMENTS)
     args = parser.parse_args()
 
     print(get_audio_waveform(args.path, args.segments_count))

server/reflector/utils/transcript_constants.py

@@ -0,0 +1,8 @@
+"""
+Shared transcript processing constants.
+
+Used by both Hatchet workflows and Celery pipelines for consistent processing.
+"""
+
+# Topic detection: number of words per chunk for topic extraction
+TOPIC_CHUNK_WORD_COUNT = 300

server/reflector/utils/webhook.py

@@ -0,0 +1,216 @@
+"""Webhook utilities.
+
+Shared webhook functionality for both Hatchet and Celery pipelines.
+"""
+
+import hashlib
+import hmac
+import uuid
+from datetime import datetime, timezone
+from typing import Union
+
+import httpx
+from pydantic import BaseModel
+
+from reflector.logger import logger
+from reflector.settings import settings
+from reflector.utils.string import NonEmptyString
+from reflector.utils.webhook_outgoing_models import (
+    WebhookCalendarEventPayload,
+    WebhookParticipantPayload,
+    WebhookPayload,
+    WebhookRoomPayload,
+    WebhookTestPayload,
+    WebhookTopicPayload,
+    WebhookTranscriptPayload,
+)
+
+__all__ = [
+    "fetch_transcript_webhook_payload",
+    "fetch_test_webhook_payload",
+    "build_webhook_headers",
+    "generate_webhook_signature",
+    "send_webhook_request",
+]
+
+from reflector.db.calendar_events import calendar_events_controller
+from reflector.db.meetings import meetings_controller
+from reflector.db.rooms import rooms_controller
+from reflector.db.transcripts import transcripts_controller
+from reflector.utils.webvtt import topics_to_webvtt
+
+
+def _serialize_payload(payload: BaseModel) -> bytes:
+    """Serialize Pydantic model to compact JSON bytes."""
+    return payload.model_dump_json(by_alias=True, exclude_none=False).encode("utf-8")
+
+
+def generate_webhook_signature(payload: bytes, secret: str, timestamp: str) -> str:
+    """Generate HMAC-SHA256 signature for webhook payload."""
+    signed_payload = f"{timestamp}.{payload.decode('utf-8')}"
+    hmac_obj = hmac.new(
+        secret.encode("utf-8"),
+        signed_payload.encode("utf-8"),
+        hashlib.sha256,
+    )
+    return hmac_obj.hexdigest()
+
+
+def build_webhook_headers(
+    event_type: str,
+    payload_bytes: bytes,
+    webhook_secret: str | None = None,
+    retry_count: int = 0,
+) -> dict[str, str]:
+    headers = {
+        "Content-Type": "application/json",
+        "User-Agent": "Reflector-Webhook/1.0",
+        "X-Webhook-Event": event_type,
+        "X-Webhook-Retry": str(retry_count),
+    }
+
+    if webhook_secret:
+        timestamp = str(int(datetime.now(timezone.utc).timestamp()))
+        signature = generate_webhook_signature(payload_bytes, webhook_secret, timestamp)
+        headers["X-Webhook-Signature"] = f"t={timestamp},v1={signature}"
+
+    return headers
+
+
+async def send_webhook_request(
+    url: str,
+    payload: BaseModel,
+    event_type: str,
+    webhook_secret: str | None = None,
+    retry_count: int = 0,
+    timeout: float = 30.0,
+) -> httpx.Response:
+    """Send webhook request with proper headers and signature.
+
+    Raises:
+        httpx.HTTPStatusError: On non-2xx response
+        httpx.ConnectError: On connection failure
+        httpx.TimeoutException: On timeout
+    """
+    payload_bytes = _serialize_payload(payload)
+
+    headers = build_webhook_headers(
+        event_type=event_type,
+        payload_bytes=payload_bytes,
+        webhook_secret=webhook_secret,
+        retry_count=retry_count,
+    )
+
+    async with httpx.AsyncClient(timeout=timeout) as client:
+        response = await client.post(url, content=payload_bytes, headers=headers)
+        response.raise_for_status()
+        return response
+
+
+async def fetch_transcript_webhook_payload(
+    transcript_id: NonEmptyString,
+    room_id: NonEmptyString,
+) -> Union[WebhookPayload, str]:
+    """Build webhook payload by fetching transcript and room data from database."""
+
+    transcript = await transcripts_controller.get_by_id(transcript_id)
+    if not transcript:
+        return f"Transcript {transcript_id} not found"
+
+    room = await rooms_controller.get_by_id(room_id)
+    if not room:
+        return f"Room {room_id} not found"
+
+    topics_data = [
+        WebhookTopicPayload(
+            title=topic.title,
+            summary=topic.summary,
+            timestamp=topic.timestamp,
+            duration=topic.duration,
+            webvtt=topics_to_webvtt([topic]) if topic.words else "",
+        )
+        for topic in (transcript.topics or [])
+    ]
+
+    participants_data = [
+        WebhookParticipantPayload(id=p.id, name=p.name, speaker=p.speaker)
+        for p in (transcript.participants or [])
+    ]
+
+    calendar_event_data: WebhookCalendarEventPayload | None = None
+    try:
+        if transcript.meeting_id:
+            meeting = await meetings_controller.get_by_id(transcript.meeting_id)
+            if meeting and meeting.calendar_event_id:
+                calendar_event = await calendar_events_controller.get_by_id(
+                    meeting.calendar_event_id
+                )
+                if calendar_event:
+                    calendar_event_data = WebhookCalendarEventPayload(
+                        id=calendar_event.id,
+                        ics_uid=calendar_event.ics_uid,
+                        title=calendar_event.title,
+                        start_time=calendar_event.start_time,
+                        end_time=calendar_event.end_time,
+                        description=calendar_event.description or None,
+                        location=calendar_event.location or None,
+                        attendees=calendar_event.attendees or None,
+                    )
+    except Exception as e:
+        logger.warning(
+            "Failed to fetch calendar event for webhook",
+            transcript_id=transcript_id,
+            meeting_id=transcript.meeting_id,
+            error=str(e),
+        )
+
+    frontend_url = f"{settings.UI_BASE_URL}/transcripts/{transcript.id}"
+
+    return WebhookPayload(
+        event="transcript.completed",
+        event_id=uuid.uuid4().hex,
+        timestamp=datetime.now(timezone.utc),
+        transcript=WebhookTranscriptPayload(
+            id=transcript.id,
+            room_id=transcript.room_id,
+            created_at=transcript.created_at,
+            duration=transcript.duration,
+            title=transcript.title,
+            short_summary=transcript.short_summary,
+            long_summary=transcript.long_summary,
+            webvtt=transcript.webvtt,
+            topics=topics_data,
+            participants=participants_data,
+            source_language=transcript.source_language,
+            target_language=transcript.target_language,
+            status=transcript.status,
+            frontend_url=frontend_url,
+            action_items=transcript.action_items,
+        ),
+        room=WebhookRoomPayload(
+            id=room.id,
+            name=room.name,
+        ),
+        calendar_event=calendar_event_data,
+    )
+
+
+async def fetch_test_webhook_payload(
+    room_id: NonEmptyString,
+) -> WebhookTestPayload | None:
+    """Build test webhook payload."""
+
+    room = await rooms_controller.get_by_id(room_id)
+    if not room:
+        return None
+
+    return WebhookTestPayload(
+        event="test",
+        event_id=uuid.uuid4().hex,
+        timestamp=datetime.now(timezone.utc),
+        message="This is a test webhook from Reflector",
+        room=WebhookRoomPayload(
+            id=room.id,
+            name=room.name,
+        ),
+    )

server/reflector/utils/webhook_outgoing_models.py

@@ -0,0 +1,80 @@
+"""Pydantic models for outgoing webhook payloads.
+
+These models define the structure of webhook payloads sent by Reflector
+to external services when transcript processing completes.
+"""
+
+from datetime import datetime
+from typing import Literal
+
+from pydantic import BaseModel
+
+from reflector.utils.string import NonEmptyString
+
+WebhookTranscriptEventType = Literal["transcript.completed"]
+WebhookTestEventType = Literal["test"]
+
+
+class WebhookTopicPayload(BaseModel):
+    title: NonEmptyString
+    summary: NonEmptyString
+    timestamp: float
+    duration: float | None
+    webvtt: str  # can be empty when no words
+
+
+class WebhookParticipantPayload(BaseModel):
+    id: NonEmptyString
+    name: str | None
+    speaker: int | None
+
+
+class WebhookRoomPayload(BaseModel):
+    id: NonEmptyString
+    name: NonEmptyString
+
+
+class WebhookCalendarEventPayload(BaseModel):
+    id: NonEmptyString
+    ics_uid: str | None = None
+    title: str | None = None
+    start_time: datetime | None = None
+    end_time: datetime | None = None
+    description: str | None = None
+    location: str | None = None
+    attendees: list[str] | None = None
+
+
+class WebhookTranscriptPayload(BaseModel):
+    id: NonEmptyString
+    room_id: NonEmptyString | None
+    created_at: datetime
+    duration: float | None
+    title: str | None
+    short_summary: str | None
+    long_summary: str | None
+    webvtt: str | None
+    topics: list[WebhookTopicPayload]
+    participants: list[WebhookParticipantPayload]
+    source_language: NonEmptyString
+    target_language: NonEmptyString
+    status: NonEmptyString
+    frontend_url: NonEmptyString
+    action_items: dict | None
+
+
+class WebhookPayload(BaseModel):
+    event: WebhookTranscriptEventType
+    event_id: NonEmptyString
+    timestamp: datetime
+    transcript: WebhookTranscriptPayload
+    room: WebhookRoomPayload
+    calendar_event: WebhookCalendarEventPayload | None = None
+
+
+class WebhookTestPayload(BaseModel):
+    event: WebhookTestEventType
+    event_id: NonEmptyString
+    timestamp: datetime
+    message: NonEmptyString
+    room: WebhookRoomPayload

server/reflector/worker/process.py

@@ -287,9 +287,7 @@ async def _process_multitrack_recording_inner(
             room_id=room.id,
         )
 
-    # Start durable workflow if enabled (Hatchet) or room overrides it
+    use_hatchet = settings.HATCHET_ENABLED and room and room.use_hatchet
-    durable_started = False
-    use_hatchet = settings.HATCHET_ENABLED or (room and room.use_hatchet)
 
     if room and room.use_hatchet and not settings.HATCHET_ENABLED:
         logger.info(
@@ -300,7 +298,7 @@ async def _process_multitrack_recording_inner(
 
     if use_hatchet:
         workflow_id = await HatchetClientManager.start_workflow(
-            workflow_name="DiarizationPipeline",
+            workflow_name="DailyMultitrackPipeline",
             input_data={
                 "recording_id": recording_id,
                 "tracks": [{"s3_key": k} for k in filter_cam_audio_tracks(track_keys)],
@@ -836,7 +834,7 @@ async def reprocess_failed_daily_recordings():
                 )
                 continue
 
-            use_hatchet = settings.HATCHET_ENABLED or (room and room.use_hatchet)
+            use_hatchet = settings.HATCHET_ENABLED and room and room.use_hatchet
 
             if use_hatchet:
                 # Hatchet requires a transcript for workflow_run_id tracking
@@ -848,7 +846,7 @@ async def reprocess_failed_daily_recordings():
                     continue
 
                 workflow_id = await HatchetClientManager.start_workflow(
-                    workflow_name="DiarizationPipeline",
+                    workflow_name="DailyMultitrackPipeline",
                     input_data={
                         "recording_id": recording.id,
                         "tracks": [

server/reflector/worker/webhook.py

@@ -1,8 +1,5 @@
 """Webhook task for sending transcript notifications."""
 
-import hashlib
-import hmac
-import json
 import uuid
 from datetime import datetime, timezone
 
@@ -11,28 +8,20 @@ import structlog
 from celery import shared_task
 from celery.utils.log import get_task_logger
 
-from reflector.db.calendar_events import calendar_events_controller
-from reflector.db.meetings import meetings_controller
 from reflector.db.rooms import rooms_controller
-from reflector.db.transcripts import transcripts_controller
 from reflector.pipelines.main_live_pipeline import asynctask
-from reflector.settings import settings
+from reflector.utils.webhook import (
-from reflector.utils.webvtt import topics_to_webvtt
+    WebhookRoomPayload,
+    WebhookTestPayload,
+    _serialize_payload,
+    build_webhook_headers,
+    fetch_transcript_webhook_payload,
+    send_webhook_request,
+)
 
 logger = structlog.wrap_logger(get_task_logger(__name__))
 
 
-def generate_webhook_signature(payload: bytes, secret: str, timestamp: str) -> str:
-    """Generate HMAC signature for webhook payload."""
-    signed_payload = f"{timestamp}.{payload.decode('utf-8')}"
-    hmac_obj = hmac.new(
-        secret.encode("utf-8"),
-        signed_payload.encode("utf-8"),
-        hashlib.sha256,
-    )
-    return hmac_obj.hexdigest()
-
-
 @shared_task(
     bind=True,
     max_retries=30,
@@ -54,12 +43,6 @@ async def send_transcript_webhook(
     )
 
     try:
-        # Fetch transcript and room
-        transcript = await transcripts_controller.get_by_id(transcript_id)
-        if not transcript:
-            log.error("Transcript not found, skipping webhook")
-            return
-
         room = await rooms_controller.get_by_id(room_id)
         if not room:
             log.error("Room not found, skipping webhook")
@@ -69,135 +52,36 @@ async def send_transcript_webhook(
             log.info("No webhook URL configured for room, skipping")
             return
 
-        # Generate WebVTT content from topics
+        payload = await fetch_transcript_webhook_payload(
-        topics_data = []
+            transcript_id=transcript_id,
+            room_id=room_id,
+        )
 
-        if transcript.topics:
+        if isinstance(payload, str):
-            # Build topics data with diarized content per topic
+            log.error(f"Could not build webhook payload, skipping: {payload}")
-            for topic in transcript.topics:
+            return
-                topic_webvtt = topics_to_webvtt([topic]) if topic.words else ""
-                topics_data.append(
-                    {
-                        "title": topic.title,
-                        "summary": topic.summary,
-                        "timestamp": topic.timestamp,
-                        "duration": topic.duration,
-                        "webvtt": topic_webvtt,
-                    }
-                )
 
-        # Fetch meeting and calendar event if they exist
+        log.info(
-        calendar_event = None
+            "Sending webhook",
-        try:
+            url=room.webhook_url,
-            if transcript.meeting_id:
+            topics=len(payload.transcript.topics),
-                meeting = await meetings_controller.get_by_id(transcript.meeting_id)
+            participants=len(payload.transcript.participants),
-                if meeting and meeting.calendar_event_id:
+        )
-                    calendar_event = await calendar_events_controller.get_by_id(
-                        meeting.calendar_event_id
-                    )
-        except Exception as e:
-            logger.error("Error fetching meeting or calendar event", error=str(e))
 
-        # Build webhook payload
+        response = await send_webhook_request(
-        frontend_url = f"{settings.UI_BASE_URL}/transcripts/{transcript.id}"
+            url=room.webhook_url,
-        participants = [
+            payload=payload,
-            {"id": p.id, "name": p.name, "speaker": p.speaker}
+            event_type="transcript.completed",
-            for p in (transcript.participants or [])
+            webhook_secret=room.webhook_secret,
-        ]
+            retry_count=self.request.retries,
-        payload_data = {
+            timeout=30.0,
-            "event": "transcript.completed",
+        )
-            "event_id": event_id,
-            "timestamp": datetime.now(timezone.utc).isoformat(),
-            "transcript": {
-                "id": transcript.id,
-                "room_id": transcript.room_id,
-                "created_at": transcript.created_at.isoformat(),
-                "duration": transcript.duration,
-                "title": transcript.title,
-                "short_summary": transcript.short_summary,
-                "long_summary": transcript.long_summary,
-                "webvtt": transcript.webvtt,
-                "topics": topics_data,
-                "participants": participants,
-                "source_language": transcript.source_language,
-                "target_language": transcript.target_language,
-                "status": transcript.status,
-                "frontend_url": frontend_url,
-                "action_items": transcript.action_items,
-            },
-            "room": {
-                "id": room.id,
-                "name": room.name,
-            },
-        }
 
-        # Always include calendar_event field, even if no event is present
+        log.info(
-        payload_data["calendar_event"] = {}
+            "Webhook sent successfully",
-
+            status_code=response.status_code,
-        # Add calendar event data if present
+            response_size=len(response.content),
-        if calendar_event:
+        )
-            calendar_data = {
-                "id": calendar_event.id,
-                "ics_uid": calendar_event.ics_uid,
-                "title": calendar_event.title,
-                "start_time": calendar_event.start_time.isoformat()
-                if calendar_event.start_time
-                else None,
-                "end_time": calendar_event.end_time.isoformat()
-                if calendar_event.end_time
-                else None,
-            }
-
-            # Add optional fields only if they exist
-            if calendar_event.description:
-                calendar_data["description"] = calendar_event.description
-            if calendar_event.location:
-                calendar_data["location"] = calendar_event.location
-            if calendar_event.attendees:
-                calendar_data["attendees"] = calendar_event.attendees
-
-            payload_data["calendar_event"] = calendar_data
-
-        # Convert to JSON
-        payload_json = json.dumps(payload_data, separators=(",", ":"))
-        payload_bytes = payload_json.encode("utf-8")
-
-        # Generate signature if secret is configured
-        headers = {
-            "Content-Type": "application/json",
-            "User-Agent": "Reflector-Webhook/1.0",
-            "X-Webhook-Event": "transcript.completed",
-            "X-Webhook-Retry": str(self.request.retries),
-        }
-
-        if room.webhook_secret:
-            timestamp = str(int(datetime.now(timezone.utc).timestamp()))
-            signature = generate_webhook_signature(
-                payload_bytes, room.webhook_secret, timestamp
-            )
-            headers["X-Webhook-Signature"] = f"t={timestamp},v1={signature}"
-
-        # Send webhook with timeout
-        async with httpx.AsyncClient(timeout=30.0) as client:
-            log.info(
-                "Sending webhook",
-                url=room.webhook_url,
-                payload_size=len(payload_bytes),
-            )
-
-            response = await client.post(
-                room.webhook_url,
-                content=payload_bytes,
-                headers=headers,
-            )
-
-            response.raise_for_status()
-
-            log.info(
-                "Webhook sent successfully",
-                status_code=response.status_code,
-                response_size=len(response.content),
-            )
 
     except httpx.HTTPStatusError as e:
         log.error(
@@ -226,8 +110,8 @@ async def send_transcript_webhook(
 
 
 async def test_webhook(room_id: str) -> dict:
-    """
+    """Test webhook configuration by sending a sample payload.
-    Test webhook configuration by sending a sample payload.
+
     Returns immediately with success/failure status.
     This is the shared implementation used by both the API endpoint and Celery task.
     """
@@ -239,34 +123,24 @@ async def test_webhook(room_id: str) -> dict:
         if not room.webhook_url:
             return {"success": False, "error": "No webhook URL configured"}
 
-        now = (datetime.now(timezone.utc).isoformat(),)
+        payload = WebhookTestPayload(
-        payload_data = {
+            event="test",
-            "event": "test",
+            event_id=uuid.uuid4().hex,
-            "event_id": uuid.uuid4().hex,
+            timestamp=datetime.now(timezone.utc),
-            "timestamp": now,
+            message="This is a test webhook from Reflector",
-            "message": "This is a test webhook from Reflector",
+            room=WebhookRoomPayload(
-            "room": {
+                id=room.id,
-                "id": room.id,
+                name=room.name,
-                "name": room.name,
+            ),
-            },
+        )
-        }
 
-        payload_json = json.dumps(payload_data, separators=(",", ":"))
+        payload_bytes = _serialize_payload(payload)
-        payload_bytes = payload_json.encode("utf-8")
 
-        # Generate headers with signature
+        headers = build_webhook_headers(
-        headers = {
+            event_type="test",
-            "Content-Type": "application/json",
+            payload_bytes=payload_bytes,
-            "User-Agent": "Reflector-Webhook/1.0",
+            webhook_secret=room.webhook_secret,
-            "X-Webhook-Event": "test",
+        )
-        }
-
-        if room.webhook_secret:
-            timestamp = str(int(datetime.now(timezone.utc).timestamp()))
-            signature = generate_webhook_signature(
-                payload_bytes, room.webhook_secret, timestamp
-            )
-            headers["X-Webhook-Signature"] = f"t={timestamp},v1={signature}"
 
         # Send test webhook with short timeout
         async with httpx.AsyncClient(timeout=10.0) as client: