Include submitted form contents in hackathon request confirmation email

CLAUDE.md

@@ -129,6 +129,9 @@ These are DIFFERENT VALUES. When bundling user data for the frontend, include bo
 ### Confirmation-email calendar attachments (availability parser)
 `get_calendar_email_attachment_from_availability` (`services/volunteers_service.py`) runs on every application submit/update to build `.ics` attachments from `availability`. It only understands the machine-generated slot format the mentor/volunteer forms emit (`"Sunday, Oct 12: ☀️ Morning (9am - 12pm PST)"`). The **judge form's `availability` is a free-text field**, so the function has an early guard: if the string contains no `Weekday, Mon D` prefix it logs INFO and returns `[]`. Don't remove the guard or re-raise its logging to ERROR — that was the Aug 2026 Sentry noise ("CRITICAL: All patterns failed to match slot") firing on every judge application with availability text. Genuine structured-parse failures log a single WARNING per slot; the per-pattern cascade logs are DEBUG. Tests: `api/volunteers/tests/test_volunteers_service.py` (free-text skip + structured regression).
 
+## Hackathon requests (`/hack/request` → `hackathon_requests` collection)
+`create_hackathon` / `update_hackathon_request` (`services/hackathons_service.py`) pass the full form payload to `send_hackathon_request_email(..., request_data=json)`, which renders a "Your Submission" table in the confirmation email via `_render_request_summary_html`. Field labels/orders live in `_REQUEST_SUMMARY_FIELDS` (+ `_RESPONSIBILITY_LABELS`, `_NONPROFIT_SOURCE_LABELS` — the latter mirrors the frontend form's checkbox labels; keep in sync if `HackathonRequestForm.js` options change). All values are HTML-escaped (user input into email HTML); empty fields, `donationPercentage: 0`, and internal keys (`status`, `created`, agreements) are skipped. Tests: `api/messages/tests/test_hackathon_requests.py`.
+
 ## Volunteer time tracking (`/api/users/volunteering`)
 GET/POST in `api/users/users_views.py` → `services/users_service.py`. Both resolve identity through `_resolve_and_ensure_user(propel_id)`, in this order so a broken OAuth provider token can NEVER block volunteering: **(1) `fetch_user_by_propel_id(propel_id)` — direct Firestore lookup on the stored `propel_id` field, NO external call (covers everyone who has saved a profile); (2) the OAuth provider round-trip (`get_oauth_user_from_propel_user_id` → `sub` → `fetch_user_by_user_id`), the best source for the OAuth-format `user_id` + avatar, lazily creating a doc for new users; (3) the PropelAuth user-metadata fallback (`_fetch_propel_metadata` → `auth.fetch_user_metadata_by_user_id`) — RELIABLE, does NOT depend on the provider token — which resolves an existing doc by email (backfilling `propel_id`) or lazily creates one from the metadata (`user_id` set to the propel UUID since we lack the oauth-format id without the provider call; `propel_id` is the canonical match so step 1 hits forever after).** The bug this fixes: the WRITE used to depend SOLELY on step 2; when `get_oauth_user_from_propel_user_id` returns None (expired/unavailable provider token, PropelAuth hiccup, or its 5-min negative cache) the write 404'd ("Couldn't log that time") while the read masked it by returning empty. **Critical:** `get_profile_metadata` (which creates the doc) ALSO depends on the OAuth round-trip, so a user whose OAuth has always failed may have NO doc at all — step 3 (metadata) is what resolves/creates them. `fetch_user_by_propel_id`/`fetch_user_by_email` live in `db/{db,firestore,mem}.py` (single-field equality queries — auto-indexed, no composite index). **Logging:** `get_oauth_user_from_propel_user_id` now logs the PropelAuth response BODY (truncated) on non-200 and a debug line when serving a cached miss — previously the root cause (e.g. "no linked OAuth connection", wrong `PROPEL_AUTH_URL`/`KEY`) was invisible during a tight retry window. Tests: `api/users/tests/test_volunteer_resolve.py` (6 cases). NOTE — date/locale is NOT a factor: `<input type=date>` always yields an ISO `yyyy-MM-dd` value regardless of the user's locale. `get_volunteering_time` now returns `([], 0, 0)` (never None/404) so the page shows a clean zero-state, and filters in a SINGLE pass — an entry may carry `commitmentHours`, `finalHours`, or BOTH (manual logs send both), no concat/duplicate. `save_volunteering_time` accepts an optional `timestamp` (backdated manual logs) + `manual:true` flag; hours are float-cleaned, non-negative, capped at 1000.
 

api/messages/tests/test_hackathon_requests.py

@@ -13,6 +13,7 @@
     get_hackathon_request_by_id,
     create_hackathon,
     update_hackathon_request,
+    _render_request_summary_html,
 )
 
 
@@ -322,6 +323,8 @@ def test_sends_confirmation_email(self, mock_db, mock_slack_audit, mock_email, m
         call_args = mock_email.call_args[0]
         assert call_args[0] == "Diana"
         assert call_args[1] == "diana@example.com"
+        # The full form payload is passed through so the email can include it
+        assert mock_email.call_args[1]["request_data"]["companyName"] == "Email Corp"
 
     @patch('services.hackathons_service.send_slack')
     @patch('services.hackathons_service.send_slack_audit')
@@ -338,3 +341,62 @@ def test_skips_email_without_contact_info(self, mock_db, mock_slack_audit, mock_
         with patch('services.hackathons_service.send_hackathon_request_email') as mock_email:
             create_hackathon(payload)
             mock_email.assert_not_called()
+
+
+class TestRenderRequestSummaryHtml:
+    """Test cases for the submission summary embedded in the confirmation email."""
+
+    def test_renders_submitted_fields_with_labels(self):
+        html = _render_request_summary_html({
+            "companyName": "ASU Coding Club",
+            "organizationType": "university",
+            "eventFormat": "in-person",
+            "participantType": ["students", "industry-professionals"],
+            "budget": 15000,
+            "responsibilities": {"venue": "requestor", "judges": "shared"},
+        })
+        assert "Your Submission" in html
+        assert "ASU Coding Club" in html
+        assert "University" in html
+        assert "In Person" in html
+        assert "Students, Industry Professionals" in html
+        assert "$15,000" in html
+        assert "Venue & equipment: Your organization" in html
+        assert "Judges: Shared" in html
+
+    def test_escapes_html_in_user_values(self):
+        html = _render_request_summary_html({
+            "companyName": '<script>alert("x")</script>',
+        })
+        assert "<script>" not in html
+        assert "&lt;script&gt;" in html
+
+    def test_skips_empty_fields_and_internal_keys(self):
+        html = _render_request_summary_html({
+            "companyName": "Acme",
+            "contactPhone": "",
+            "alternateDate": None,
+            "nonprofitSource": [],
+            "donationPercentage": 0,
+            "status": "pending",
+            "agreeToContact": True,
+        })
+        assert "Contact phone" not in html
+        assert "Alternate call date" not in html
+        assert "Donation percentage" not in html
+        assert "pending" not in html
+        assert "agree" not in html.lower()
+
+    def test_empty_or_missing_data_renders_nothing(self):
+        assert _render_request_summary_html(None) == ""
+        assert _render_request_summary_html({}) == ""
+        assert _render_request_summary_html("not-a-dict") == ""
+
+    def test_custom_theme_and_dates_humanized(self):
+        html = _render_request_summary_html({
+            "hackathonTheme": "custom",
+            "customTheme": "AI for accessibility",
+            "expectedHackathonDate": "2027-02-20T00:00:00.000Z",
+        })
+        assert "Custom — AI for accessibility" in html
+        assert "February" in html and "2027" in html

services/hackathons_service.py

@@ -822,9 +822,151 @@ def update_hackathon_volunteers(event_id, volunteer_type, json, propel_id):
 
 
 from services.email_service import add_utm
+from html import escape as html_escape
+
+
+# Labels mirror the frontend admin view (HackathonRequestDetailDialog.js) so
+# the applicant's copy of their submission reads the same as what we review.
+_REQUEST_SUMMARY_FIELDS = [
+    ("companyName", "Organization"),
+    ("organizationType", "Organization type"),
+    ("contactName", "Contact name"),
+    ("contactEmail", "Contact email"),
+    ("contactPhone", "Contact phone"),
+    ("employeeCount", "Expected participants"),
+    ("participantType", "Participant types"),
+    ("hackathonTheme", "Theme"),
+    ("expectedHackathonDate", "Expected hackathon date"),
+    ("preferredDate", "Preferred call date"),
+    ("alternateDate", "Alternate call date"),
+    ("location", "Location"),
+    ("eventFormat", "Event format"),
+    ("hasNonprofitList", "Has a nonprofit list"),
+    ("nonprofitDetails", "Nonprofit details"),
+    ("hasWorkedWithNonprofitsBefore", "Worked with nonprofits before"),
+    ("nonprofitSource", "Nonprofit sources"),
+    ("preferredNonprofitLocation", "Preferred nonprofit location"),
+    ("specificRegion", "Specific region"),
+    ("budget", "Budget"),
+    ("donationPercentage", "Donation percentage"),
+    ("additionalInfo", "Additional information"),
+]
+
+_RESPONSIBILITY_LABELS = {
+    "venue": "Venue & equipment",
+    "food": "Food & refreshments",
+    "prizes": "Prizes & swag",
+    "judges": "Judges",
+    "mentors": "Technical mentors",
+    "marketing": "Marketing & communications",
+    "nonprofitRecruitment": "Nonprofit recruitment",
+    "participantRecruitment": "Participant recruitment",
+    "postEventSupport": "Post-event support",
+}
+
+_RESPONSIBILITY_OWNER_LABELS = {
+    "requestor": "Your organization",
+    "ohack": "Opportunity Hack",
+    "shared": "Shared",
+}
+
+# Mirrors the checkbox labels on the /hack/request form.
+_NONPROFIT_SOURCE_LABELS = {
+    "own-list": "We'll provide our own nonprofit partners",
+    "ohack-support": "We'd like Opportunity Hack to help identify nonprofits",
+    "open-call": "We'd like to do an open call for nonprofit applications",
+}
+
+
+def _humanize_request_value(key, value, request_data):
+    """Format one hackathon-request field for the confirmation email. Returns
+    a display string, or None to skip the row."""
+    if value is None or value == "" or value == []:
+        return None
+    if key == "hackathonTheme" and value == "custom":
+        custom = request_data.get("customTheme")
+        return f"Custom — {custom}" if custom else "Custom"
+    if key == "budget":
+        try:
+            return f"${float(value):,.0f}"
+        except (TypeError, ValueError):
+            return str(value)
+    if key == "donationPercentage":
+        try:
+            return f"{value}%" if float(value) > 0 else None
+        except (TypeError, ValueError):
+            return str(value)
+    if key in ("expectedHackathonDate", "preferredDate", "alternateDate"):
+        try:
+            parsed = datetime.fromisoformat(str(value).replace("Z", "+00:00"))
+            return parsed.strftime("%A, %B %-d, %Y")
+        except ValueError:
+            return str(value)
+    if key == "nonprofitSource" and isinstance(value, list):
+        return "; ".join(_NONPROFIT_SOURCE_LABELS.get(v, str(v)) for v in value)
+    if isinstance(value, list):
+        return ", ".join(str(v).replace("-", " ").title() for v in value)
+    if isinstance(value, bool):
+        return "Yes" if value else "No"
+    if isinstance(value, str) and key in (
+        "organizationType",
+        "eventFormat",
+        "hasNonprofitList",
+        "hasWorkedWithNonprofitsBefore",
+        "preferredNonprofitLocation",
+    ):
+        return value.replace("-", " ").title()
+    return str(value)
+
+
+def _render_request_summary_html(request_data):
+    """Render the submitted form contents as an HTML table for the
+    confirmation email. Returns "" when there's nothing to show."""
+    if not isinstance(request_data, dict) or not request_data:
+        return ""
+
+    rows = []
+    for key, label in _REQUEST_SUMMARY_FIELDS:
+        display = _humanize_request_value(key, request_data.get(key), request_data)
+        if display is None:
+            continue
+        rows.append(
+            f'<tr><td style="padding: 6px 12px 6px 0; color: #555; vertical-align: top; white-space: nowrap;">{html_escape(label)}</td>'
+            f'<td style="padding: 6px 0; color: #333;">{html_escape(display)}</td></tr>'
+        )
 
+    responsibilities = request_data.get("responsibilities")
+    if isinstance(responsibilities, dict):
+        resp_rows = []
+        for resp_key, resp_label in _RESPONSIBILITY_LABELS.items():
+            owner = responsibilities.get(resp_key)
+            if not owner:
+                continue
+            owner_label = _RESPONSIBILITY_OWNER_LABELS.get(owner, str(owner))
+            resp_rows.append(
+                f"{html_escape(resp_label)}: {html_escape(owner_label)}"
+            )
+        if resp_rows:
+            rows.append(
+                '<tr><td style="padding: 6px 12px 6px 0; color: #555; vertical-align: top; white-space: nowrap;">Responsibilities</td>'
+                f'<td style="padding: 6px 0; color: #333;">{"<br>".join(resp_rows)}</td></tr>'
+            )
+
+    if not rows:
+        return ""
 
-def send_hackathon_request_email(contact_name, contact_email, request_id):
+    return f"""
+        <div style="background-color: #f7f7f7; padding: 15px; border-radius: 5px; margin: 20px 0;">
+            <h2 style="color: #0088FE; margin-top: 0;">Your Submission</h2>
+            <p style="margin-top: 0;">Here's a copy of what you sent us for your records:</p>
+            <table role="presentation" cellpadding="0" cellspacing="0" style="width: 100%; border-collapse: collapse; font-size: 14px;">
+                {''.join(rows)}
+            </table>
+        </div>
+    """
+
+
+def send_hackathon_request_email(contact_name, contact_email, request_id, request_data=None):
     """
     Send a specialized confirmation email to someone who has submitted a hackathon request.
     """
@@ -839,6 +981,7 @@ def send_hackathon_request_email(contact_name, contact_email, request_id):
 
     base_url = os.getenv("FRONTEND_URL", "https://www.ohack.dev")
     edit_link = f"{base_url}/hack/request/{request_id}"
+    submission_summary_html = _render_request_summary_html(request_data)
 
     html_content = f"""
     <!DOCTYPE html>
@@ -866,6 +1009,8 @@ def send_hackathon_request_email(contact_name, contact_email, request_id):
             </ol>
         </div>
 
+        {submission_summary_html}
+
         <p><strong>Need to make changes to your request?</strong><br>
         You can <a href="{add_utm(edit_link, medium='email', campaign='hackathon_request', content=image_utm_content)}" style="color: #0088FE; font-weight: bold;">edit your request here</a> at any time.</p>
 
@@ -924,7 +1069,7 @@ def create_hackathon(json):
     json["id"] = doc_id
 
     if "contactEmail" in json and "contactName" in json:
-        send_hackathon_request_email(json["contactName"], json["contactEmail"], doc_id)
+        send_hackathon_request_email(json["contactName"], json["contactEmail"], doc_id, request_data=json)
 
     send_slack(
         message=":rocket: New Hackathon Request :rocket: with json: " + str(json), channel="log-hackathon-requests", icon_emoji=":rocket:")
@@ -956,7 +1101,7 @@ def update_hackathon_request(doc_id, json):
     if doc:
         doc_dict = doc.get().to_dict()
         send_slack_audit(action="update_hackathon_request", message="Updating", payload=doc_dict)
-        send_hackathon_request_email(json["contactName"], json["contactEmail"], doc_id)
+        send_hackathon_request_email(json["contactName"], json["contactEmail"], doc_id, request_data=json)
         doc_dict["updated"] = datetime.now().isoformat()
 
         doc.update(json)