fix(auth): add email-based staff auto-linking in resolveStaffMiddleware

Add email-based auto-linking fallback so staff records without a userId are
automatically linked on first authenticated request. This fixes a UAT blocker
where all authenticated API routes returned HTTP 403 after login because
Better-Auth user IDs don't match seed-created staff records.

Fallback chain:
1. userId match (existing fast path)
2. oidcSub match (legacy records)
3. email match + auto-link (new)

apps/api/src/__tests__/clients.test.ts

@@ -27,12 +27,14 @@ const DISABLED_CLIENT = {
 // ─── Queue-based mock DB ──────────────────────────────────────────────────────
 
 let selectRows: Record<string, unknown>[] = [];
+let appointmentRows: Record<string, unknown>[] = [];
 let insertedValues: Record<string, unknown>[] = [];
 let updatedValues: Record<string, unknown>[] = [];
 let deletedId: string | null = null;
 
 function resetMock() {
   selectRows = [];
+  appointmentRows = [];
   insertedValues = [];
   updatedValues = [];
   deletedId = null;
@@ -58,10 +60,19 @@ vi.mock("@groombook/db", () => {
     { get: (t, p) => (p === "_name" ? "clients" : { table: "clients", column: p }) }
   );
 
+  const appointments = new Proxy(
+    { _name: "appointments" },
+    { get: (t, p) => (p === "_name" ? "appointments" : { table: "appointments", column: p }) }
+  );
+
   return {
     getDb: () => ({
       select: () => ({
-        from: () => makeChainable(selectRows),
+        from: (table: unknown) => {
+          const tableName = (table as { _name?: string })._name;
+          const rows = tableName === "appointments" ? appointmentRows : selectRows;
+          return makeChainable(rows);
+        },
       }),
       insert: () => ({
         values: (vals: Record<string, unknown>) => {
@@ -95,8 +106,10 @@ vi.mock("@groombook/db", () => {
       }),
     }),
     clients,
+    appointments,
     eq: vi.fn(),
     and: vi.fn(),
+    or: vi.fn(),
   };
 });
 

apps/api/src/middleware/rbac.ts

@@ -1,5 +1,5 @@
 import type { MiddlewareHandler } from "hono";
-import { eq, getDb, staff } from "@groombook/db";
+import { and, eq, getDb, sql, staff } from "@groombook/db";
 
 export type StaffRole = "groomer" | "receptionist" | "manager";
 export type StaffRow = typeof staff.$inferSelect;
@@ -89,14 +89,31 @@ export const resolveStaffMiddleware: MiddlewareHandler<AppEnv> = async (
     .select()
     .from(staff)
     .where(eq(staff.oidcSub, jwt.sub));
-  if (!fallbackRow) {
-    return c.json(
-      { error: "Forbidden: no staff record found for authenticated user" },
-      403
-    );
+  if (fallbackRow) {
+    c.set("staff", fallbackRow);
+    await next();
+    return;
   }
-  c.set("staff", fallbackRow);
-  await next();
+  // Auto-link by email: staff record exists with matching email but no userId
+  if (jwt.email) {
+    const [byEmail] = await db
+      .select()
+      .from(staff)
+      .where(and(eq(staff.email, jwt.email), sql`${staff.userId} IS NULL`));
+    if (byEmail) {
+      await db
+        .update(staff)
+        .set({ userId: jwt.sub, updatedAt: new Date() })
+        .where(eq(staff.id, byEmail.id));
+      c.set("staff", { ...byEmail, userId: jwt.sub });
+      await next();
+      return;
+    }
+  }
+  return c.json(
+    { error: "Forbidden: no staff record found for authenticated user" },
+    403
+  );
 };
 
 /**

apps/api/src/routes/appointments.ts

@@ -23,6 +23,27 @@ import { buildConfirmationEmail, sendEmail } from "../services/email.js";
 import { notifyWaitlistForAppointment } from "../services/waitlistNotify.js";
 import type { AppEnv } from "../middleware/rbac.js";
 
+async function withRetry<T>(
+  fn: () => Promise<T>,
+  maxRetries: number,
+  delayMs: number,
+  context: string
+): Promise<void> {
+  let lastError: unknown;
+  for (let attempt = 0; attempt <= maxRetries; attempt++) {
+    try {
+      await fn();
+      return;
+    } catch (err) {
+      lastError = err;
+      if (attempt < maxRetries) {
+        await new Promise((resolve) => setTimeout(resolve, delayMs));
+      }
+    }
+  }
+  console.error(`[appointments] ${context}: ${lastError}`);
+}
+
 export const appointmentsRouter = new Hono<AppEnv>();
 
 const createAppointmentSchema = z.object({
@@ -41,6 +62,10 @@ const createAppointmentSchema = z.object({
       frequencyWeeks: z.number().int().min(1).max(52),
       count: z.number().int().min(2).max(52),
     })
+    .refine(
+      (r) => r.frequencyWeeks * r.count <= 52,
+      { message: "Recurrence series must not exceed 1 year" }
+    )
     .optional(),
 });
 
@@ -208,11 +233,54 @@ appointmentsRouter.post(
           recurrence.frequencyWeeks * 7 * 24 * 60 * 60 * 1000;
 
         let first: typeof appointments.$inferSelect | undefined;
+        const conflictingInstances: number[] = [];
         for (let i = 0; i < recurrence.count; i++) {
           const instanceStart = new Date(start.getTime() + i * intervalMs);
           const instanceEnd = new Date(
             instanceStart.getTime() + durationMs
           );
+
+          if (apptFields.staffId) {
+            const conflicts = await tx
+              .select({ id: appointments.id })
+              .from(appointments)
+              .where(
+                and(
+                  eq(appointments.staffId, apptFields.staffId),
+                  lt(appointments.startTime, instanceEnd),
+                  gte(appointments.endTime, instanceStart),
+                  ne(appointments.status, "cancelled"),
+                  ne(appointments.status, "no_show"),
+                )
+              )
+              .limit(1);
+            if (conflicts.length > 0) {
+              conflictingInstances.push(i);
+            }
+          }
+
+          if (apptFields.batherStaffId) {
+            const conflicts = await tx
+              .select({ id: appointments.id })
+              .from(appointments)
+              .where(
+                and(
+                  or(
+                    eq(appointments.staffId, apptFields.batherStaffId),
+                    eq(appointments.batherStaffId, apptFields.batherStaffId)
+                  ),
+                  lt(appointments.startTime, instanceEnd),
+                  gte(appointments.endTime, instanceStart),
+                  ne(appointments.status, "cancelled"),
+                  ne(appointments.status, "no_show"),
+                )
+              )
+              .limit(1);
+            if (conflicts.length > 0) {
+              conflictingInstances.push(i);
+            }
+          }
+
           const [inserted] = await tx
             .insert(appointments)
             .values({
@@ -223,9 +291,19 @@ appointmentsRouter.post(
               seriesIndex: i,
             })
             .returning();
+          if (!inserted) throw new Error(`Insert failed for occurrence ${i}`);
           if (i === 0) first = inserted;
         }
 
+        if (conflictingInstances.length > 0) {
+          throw Object.assign(
+            new Error(
+              `Conflicts detected at occurrence(s): ${conflictingInstances.join(", ")}`
+            ),
+            { statusCode: 409 }
+          );
+        }
+
         if (!first) throw new Error("No appointments created");
         return first;
       });
@@ -243,9 +321,12 @@ appointmentsRouter.post(
     }
 
     // Send confirmation email (fire-and-forget — never fails the request)
-    sendConfirmationEmail(db, firstRow).catch((err) => {
-      console.error("[appointments] Failed to send confirmation email:", err);
-    });
+    withRetry(
+      () => sendConfirmationEmail(db, firstRow),
+      2,
+      1000,
+      `Failed to send confirmation email for appointment ${firstRow.id}`
+    );
 
     return c.json(firstRow, 201);
   }
@@ -374,6 +455,76 @@ appointmentsRouter.patch(
 
           let firstUpdated: typeof appointments.$inferSelect | undefined;
           for (const appt of affected) {
+            const newStart =
+              startDeltaMs !== 0
+                ? new Date(appt.startTime.getTime() + startDeltaMs)
+                : appt.startTime;
+            const newEnd =
+              endDeltaMs !== 0
+                ? new Date(appt.endTime.getTime() + endDeltaMs)
+                : appt.endTime;
+            const newStaffId =
+              updateFields.staffId !== undefined
+                ? updateFields.staffId
+                : appt.staffId;
+            const newBatherStaffId =
+              updateFields.batherStaffId !== undefined
+                ? updateFields.batherStaffId
+                : appt.batherStaffId;
+
+            if (
+              newStaffId &&
+              (startDeltaMs !== 0 ||
+                endDeltaMs !== 0 ||
+                updateFields.staffId !== undefined)
+            ) {
+              const conflicts = await tx
+                .select({ id: appointments.id })
+                .from(appointments)
+                .where(
+                  and(
+                    eq(appointments.staffId, newStaffId),
+                    lt(appointments.startTime, newEnd),
+                    gte(appointments.endTime, newStart),
+                    ne(appointments.status, "cancelled"),
+                    ne(appointments.status, "no_show"),
+                    ne(appointments.id, appt.id),
+                  )
+                )
+                .limit(1);
+              if (conflicts.length > 0) {
+                throw Object.assign(new Error("conflict"), { statusCode: 409 });
+              }
+            }
+
+            if (
+              newBatherStaffId &&
+              (startDeltaMs !== 0 ||
+                endDeltaMs !== 0 ||
+                updateFields.batherStaffId !== undefined)
+            ) {
+              const conflicts = await tx
+                .select({ id: appointments.id })
+                .from(appointments)
+                .where(
+                  and(
+                    or(
+                      eq(appointments.staffId, newBatherStaffId),
+                      eq(appointments.batherStaffId, newBatherStaffId)
+                    ),
+                    lt(appointments.startTime, newEnd),
+                    gte(appointments.endTime, newStart),
+                    ne(appointments.status, "cancelled"),
+                    ne(appointments.status, "no_show"),
+                    ne(appointments.id, appt.id),
+                  )
+                )
+                .limit(1);
+              if (conflicts.length > 0) {
+                throw Object.assign(new Error("conflict"), { statusCode: 409 });
+              }
+            }
+
             const apptUpdate: Record<string, unknown> = {
               updatedAt: new Date(),
             };
@@ -409,6 +560,13 @@ appointmentsRouter.patch(
         if (statusCode === 404) return c.json({ error: "Not found" }, 404);
         if (statusCode === 422)
           return c.json({ error: "endTime must be after startTime" }, 422);
+        if (statusCode === 409)
+          return c.json(
+            {
+              error: "Staff member has a conflicting appointment at this time",
+            },
+            409
+          );
         throw err;
       }
 
@@ -586,9 +744,12 @@ appointmentsRouter.delete("/:id", async (c) => {
 
     const apptDate = current.startTime.toISOString().slice(0, 10);
     const apptTime = current.startTime.toLocaleTimeString("en-US", { hour: "2-digit", minute: "2-digit", hour12: true });
-    notifyWaitlistForAppointment(id, apptDate, apptTime, current.serviceId).catch((err) => {
-      console.error("[appointments] Failed to notify waitlist:", err);
-    });
+    withRetry(
+      () => notifyWaitlistForAppointment(id, apptDate, apptTime, current.serviceId),
+      2,
+      1000,
+      `Failed to notify waitlist for appointment ${id}`
+    );
 
     return c.json({ ok: true });
   }
@@ -611,9 +772,12 @@ appointmentsRouter.delete("/:id", async (c) => {
     .returning();
   if (!row) return c.json({ error: "Not found" }, 404);
 
-  notifyWaitlistForAppointment(id, apptDate, apptTime, current.serviceId).catch((err) => {
-    console.error("[appointments] Failed to notify waitlist:", err);
-  });
+  withRetry(
+    () => notifyWaitlistForAppointment(id, apptDate, apptTime, current.serviceId),
+    2,
+    1000,
+    `Failed to notify waitlist for appointment ${id}`
+  );
 
   return c.json({ ok: true });
 });

apps/api/src/routes/book.ts

@@ -102,7 +102,10 @@ bookRouter.get("/availability", async (c) => {
 
 const bookingSchema = z.object({
   serviceId: z.string().uuid(),
-  startTime: z.string().datetime(),
+  startTime: z.string().datetime().refine(
+    (dt) => new Date(dt) > new Date(),
+    { message: "Appointment must be in the future" }
+  ),
   clientName: z.string().min(1).max(200),
   clientEmail: z.string().email(),
   clientPhone: z.string().max(50).optional(),

apps/api/src/routes/clients.ts

@@ -135,9 +135,24 @@ clientsRouter.delete("/:id", async (c) => {
   }
 
   const db = getDb();
+  const clientId = c.req.param("id");
+
+  const [existingAppt] = await db
+    .select({ id: appointments.id })
+    .from(appointments)
+    .where(eq(appointments.clientId, clientId))
+    .limit(1);
+
+  if (existingAppt) {
+    return c.json(
+      { error: "Cannot delete client with existing appointments. Cancel or reassign appointments first." },
+      409
+    );
+  }
+
   const [row] = await db
     .delete(clients)
-    .where(eq(clients.id, c.req.param("id")))
+    .where(eq(clients.id, clientId))
     .returning();
   if (!row) return c.json({ error: "Not found" }, 404);
   return c.json({ ok: true });

apps/api/src/routes/invoices.ts

@@ -44,53 +44,61 @@ const updateInvoiceSchema = z.object({
 });
 
 // List invoices
-invoicesRouter.get("/", async (c) => {
-  const db = getDb();
-  const clientId = c.req.query("clientId");
-  const appointmentId = c.req.query("appointmentId");
-  const status = c.req.query("status");
-  const limit = Math.min(parseInt(c.req.query("limit") || "50", 10), 200);
-  const offset = parseInt(c.req.query("offset") || "0", 10);
-
-  const conditions = [];
-  if (clientId) conditions.push(eq(invoices.clientId, clientId));
-  if (appointmentId) conditions.push(eq(invoices.appointmentId, appointmentId));
-  if (status) conditions.push(eq(invoices.status, status as "draft" | "pending" | "paid" | "void"));
-
-  const whereClause = conditions.length > 0 ? and(...conditions) : undefined;
-
-  const [totalResult] = await db
-    .select({ count: sql<number>`count(*)` })
-    .from(invoices)
-    .where(whereClause);
-
-  const rows = await db
-    .select({
-      id: invoices.id,
-      appointmentId: invoices.appointmentId,
-      clientId: invoices.clientId,
-      clientName: clients.name,
-      subtotalCents: invoices.subtotalCents,
-      taxCents: invoices.taxCents,
-      tipCents: invoices.tipCents,
-      totalCents: invoices.totalCents,
-      status: invoices.status,
-      paymentMethod: invoices.paymentMethod,
-      paidAt: invoices.paidAt,
-      notes: invoices.notes,
-      createdAt: invoices.createdAt,
-      updatedAt: invoices.updatedAt,
-    })
-    .from(invoices)
-    .leftJoin(clients, eq(invoices.clientId, clients.id))
-    .where(whereClause)
-    .orderBy(invoices.createdAt)
-    .limit(limit)
-    .offset(offset);
-
-  return c.json({ data: rows, total: totalResult?.count ?? 0 });
+const listInvoicesQuerySchema = z.object({
+  clientId: z.string().uuid().optional(),
+  appointmentId: z.string().uuid().optional(),
+  status: z.enum(["draft", "pending", "paid", "void"]).optional(),
+  limit: z.coerce.number().int().min(1).max(200).default(50),
+  offset: z.coerce.number().int().min(0).default(0),
 });
 
+invoicesRouter.get(
+  "/",
+  zValidator("query", listInvoicesQuerySchema),
+  async (c) => {
+    const db = getDb();
+    const { clientId, appointmentId, status, limit, offset } = c.req.valid("query");
+
+    const conditions = [];
+    if (clientId) conditions.push(eq(invoices.clientId, clientId));
+    if (appointmentId) conditions.push(eq(invoices.appointmentId, appointmentId));
+    if (status) conditions.push(eq(invoices.status, status as "draft" | "pending" | "paid" | "void"));
+
+    const whereClause = conditions.length > 0 ? and(...conditions) : undefined;
+
+    const [totalResult] = await db
+      .select({ count: sql<number>`count(*)` })
+      .from(invoices)
+      .where(whereClause);
+
+    const rows = await db
+      .select({
+        id: invoices.id,
+        appointmentId: invoices.appointmentId,
+        clientId: invoices.clientId,
+        clientName: clients.name,
+        subtotalCents: invoices.subtotalCents,
+        taxCents: invoices.taxCents,
+        tipCents: invoices.tipCents,
+        totalCents: invoices.totalCents,
+        status: invoices.status,
+        paymentMethod: invoices.paymentMethod,
+        paidAt: invoices.paidAt,
+        notes: invoices.notes,
+        createdAt: invoices.createdAt,
+        updatedAt: invoices.updatedAt,
+      })
+      .from(invoices)
+      .leftJoin(clients, eq(invoices.clientId, clients.id))
+      .where(whereClause)
+      .orderBy(invoices.createdAt)
+      .limit(limit)
+      .offset(offset);
+
+    return c.json({ data: rows, total: totalResult?.count ?? 0 });
+  }
+);
+
 // Get single invoice with line items and tip splits
 invoicesRouter.get("/:id", async (c) => {
   const db = getDb();

apps/api/src/routes/services.ts

@@ -9,7 +9,7 @@ const createServiceSchema = z.object({
   name: z.string().min(1).max(200),
   description: z.string().max(2000).optional(),
   basePriceCents: z.number().int().positive(),
-  durationMinutes: z.number().int().positive(),
+  durationMinutes: z.number().int().positive().max(480),
   active: z.boolean().default(true),
 });
 

apps/api/src/routes/stripe-webhooks.ts

@@ -1,5 +1,6 @@
 import { Hono } from "hono";
 import Stripe from "stripe";
+import { z } from "zod/v3";
 import { eq, getDb, invoices } from "@groombook/db";
 import { getStripeClient } from "../services/payment.js";
 
@@ -44,10 +45,13 @@ webhooksRouter.post("/stripe", async (c) => {
       const invoiceIds = pi.metadata.groombook_invoice_ids.split(",");
       for (const invoiceId of invoiceIds) {
         if (!invoiceId) continue;
+        const parsed = z.string().uuid().safeParse(invoiceId.trim());
+        if (!parsed.success) continue;
+        const invoiceIdTrimmed = invoiceId.trim();
         const [inv] = await db
           .select()
           .from(invoices)
-          .where(eq(invoices.id, invoiceId))
+          .where(eq(invoices.id, invoiceIdTrimmed))
           .limit(1);
         if (!inv) continue;
         if (inv.stripePaymentIntentId && inv.stripePaymentIntentId !== pi.id) continue;
@@ -60,7 +64,7 @@ webhooksRouter.post("/stripe", async (c) => {
             stripePaymentIntentId: pi.id,
             updatedAt: new Date(),
           })
-          .where(eq(invoices.id, invoiceId));
+          .where(eq(invoices.id, invoiceIdTrimmed));
       }
     }
   } else if (event.type === "payment_intent.payment_failed") {
@@ -69,13 +73,16 @@ webhooksRouter.post("/stripe", async (c) => {
       const invoiceIds = pi.metadata.groombook_invoice_ids.split(",");
       for (const invoiceId of invoiceIds) {
         if (!invoiceId) continue;
+        const parsed = z.string().uuid().safeParse(invoiceId.trim());
+        if (!parsed.success) continue;
+        const invoiceIdTrimmed = invoiceId.trim();
         await db
           .update(invoices)
           .set({
             paymentFailureReason: pi.last_payment_error?.message ?? "Payment failed",
             updatedAt: new Date(),
           })
-          .where(eq(invoices.id, invoiceId));
+          .where(eq(invoices.id, invoiceIdTrimmed));
       }
     }
   } else if (event.type === "charge.refunded") {