fix: respect hideCalendarNotes setting during booking reschedule (calcom#25945)

Add hideCalendarNotes support to reschedule flow

The hideCalendarNotes flag was only handled in CalendarManager.createEvent(), not in updateEvent(). This caused notes to become visible again in ICS files after rescheduling.

Changes:
- Add hideCalendarNotes handling to CalendarManager.updateEvent()
- Add hideCalendarNotes checks to reschedule email functions
- Move description reset before reschedule call (required for cloned event)

Author: Ryukemeister

apps/web/public/static/locales/en/common.json

@@ -1108,6 +1108,7 @@
   "add_input": "Add an input",
   "disable_notes": "Hide notes in calendar",
   "disable_notes_description": "For privacy reasons, additional inputs and notes will be hidden in the calendar entry. They will still be sent to your email. <0>Learn more</0>",
+  "notes_hidden_by_organizer": "Notes have been hidden by the organizer",
   "requires_confirmation_description": "The booking needs to be manually confirmed before it is pushed to your calendar and a confirmation is sent. <0>Learn more</0>",
   "requires_confirmation_will_block_slot_description": "Unconfirmed bookings still block calendar slots.",
   "recurring_event": "Recurring event",

packages/emails/email-manager.ts

@@ -212,7 +212,18 @@ export const sendRoundRobinRescheduledEmailsAndSMS = async (
       if (
         !shouldSkipAttendeeEmailWithSettings(eventTypeMetadata, organizationSettings, EmailType.RESCHEDULED)
       ) {
-        emailsAndSMSToSend.push(sendEmail(() => new AttendeeRescheduledEmail(calendarEvent, person)));
+        emailsAndSMSToSend.push(
+          sendEmail(
+            () =>
+              new AttendeeRescheduledEmail(
+                {
+                  ...calendarEvent,
+                  ...(calendarEvent.hideCalendarNotes && { additionalNotes: undefined }),
+                },
+                person
+              )
+          )
+        );
         if (person.phoneNumber) {
           emailsAndSMSToSend.push(successfullyReScheduledSMS.sendSMSToAttendee(person));
         }
@@ -322,7 +333,16 @@ const _sendRescheduledEmailsAndSMS = async (
   if (!shouldSkipAttendeeEmailWithSettings(eventTypeMetadata, organizationSettings, EmailType.RESCHEDULED)) {
     emailsToSend.push(
       ...calendarEvent.attendees.map((attendee) => {
-        return sendEmail(() => new AttendeeRescheduledEmail(calendarEvent, attendee));
+        return sendEmail(
+          () =>
+            new AttendeeRescheduledEmail(
+              {
+                ...calendarEvent,
+                ...(calendarEvent.hideCalendarNotes && { additionalNotes: undefined }),
+              },
+              attendee
+            )
+        );
       })
     );
   }
@@ -350,7 +370,18 @@ export const sendRescheduledSeatEmailAndSMS = async (
   if (!eventTypeDisableHostEmail(eventTypeMetadata))
     emailsToSend.push(sendEmail(() => new OrganizerRescheduledEmail({ calEvent: calendarEvent })));
   if (!shouldSkipAttendeeEmailWithSettings(eventTypeMetadata, organizationSettings, EmailType.RESCHEDULED))
-    emailsToSend.push(sendEmail(() => new AttendeeRescheduledEmail(clonedCalEvent, attendee)));
+    emailsToSend.push(
+      sendEmail(
+        () =>
+          new AttendeeRescheduledEmail(
+            {
+              ...clonedCalEvent,
+              ...(clonedCalEvent.hideCalendarNotes && { additionalNotes: undefined }),
+            },
+            attendee
+          )
+      )
+    );
 
   const successfullyReScheduledSMS = new EventSuccessfullyReScheduledSMS(calEvent);
   await successfullyReScheduledSMS.sendSMSToAttendee(attendee);

packages/features/bookings/lib/service/RegularBookingService.ts

@@ -2094,6 +2094,10 @@ async function handler(
         });
       }
     }
+    // This gets overridden when updating the event - to check if notes have been hidden or not. We just reset this back
+    // to the default description when we are sending the emails.
+    evt.description = eventType.description;
+
     const updateManager = !skipCalendarSyncTaskCreation
       ? await eventManager.reschedule(
           evt,
@@ -2105,9 +2109,6 @@ async function handler(
           skipDeleteEventsAndMeetings
         )
       : placeholderCreatedEvent;
-    // This gets overridden when updating the event - to check if notes have been hidden or not. We just reset this back
-    // to the default description when we are sending the emails.
-    evt.description = eventType.description ?? evt.description;
 
     results = updateManager.results;
     referencesToCreate = updateManager.referencesToCreate;

packages/features/calendars/lib/CalendarManager.ts

@@ -388,6 +388,11 @@ export const updateEvent = async (
   externalCalendarId: string | null
 ): Promise<EventResult<NewCalendarEventType>> => {
   const formattedEvent = formatCalEvent(rawCalEvent);
+
+  if (formattedEvent.hideCalendarNotes) {
+    formattedEvent.additionalNotes = "Notes have been hidden by the organizer"; // TODO: i18n this string?
+  }
+
   const calEvent = processEvent(formattedEvent);
   const uid = getUid(calEvent);
   const calendar = await getCalendar(credential, "booking");
@@ -500,7 +505,7 @@ export const deleteEvent = async ({
  * Process the calendar event by generating description and removing attendees if needed
  */
 const processEvent = (calEvent: CalendarEvent): CalendarServiceEvent => {
-  if (calEvent.seatsPerTimeSlot){
+  if (calEvent.seatsPerTimeSlot) {
     calEvent.responses = null;
     calEvent.userFieldsResponses = null;
     calEvent.additionalNotes = null;