fix(discord): send mission roll calls once

src/bot/services/missionEmbeds.ts

@@ -13,10 +13,11 @@ import { botConfig } from "@/bot/config";
 
 const EMBED_COLOR = 0x3b82f6;
 const CANCELLED_COLOR = 0x6b7280;
-const ELIGIBLE_STATUSES = ["Ready", "Scheduled"];
 const MAX_ELIGIBLE_MISSIONS = 10;
+const ROLL_CALL_LEAD_TIME_MS = 3 * 24 * 60 * 60 * 1000;
 
 let opsChannelWarned = false;
+let reconcileRunning = false;
 
 const errorMessage = (error: unknown): string =>
   error instanceof Error ? error.message : "Unknown error";
@@ -32,6 +33,19 @@ const isStillFuture = (mission: Mission): boolean => {
   return end > Date.now();
 };
 
+/**
+ * Roll call is sent once: as soon as the mission is Ready, or three days
+ * before a Scheduled mission, whichever happens first.
+ */
+export const isRollCallDue = (mission: Mission, now = Date.now()): boolean => {
+  if (mission.discordAttendanceSentAt) return false;
+  if (mission.ownershipAndStatus.status === "Ready") return true;
+  if (mission.ownershipAndStatus.status !== "Scheduled") return false;
+
+  const start = new Date(mission.classification.startDateTime).getTime();
+  return start - now <= ROLL_CALL_LEAD_TIME_MS;
+};
+
 const operationTypeLabel = (type: Mission["operationType"]): string => {
   switch (type) {
     case "main":
@@ -73,6 +87,7 @@ export const fetchAttendanceDocs = async (
 };
 
 export const getEligibleMissions = async (payload: Payload): Promise<Mission[]> => {
+  const rollCallCutoff = new Date(Date.now() + ROLL_CALL_LEAD_TIME_MS).toISOString();
   const res = await payload.find({
     collection: "missions",
     overrideAccess: true,
@@ -82,8 +97,18 @@ export const getEligibleMissions = async (payload: Payload): Promise<Mission[]>
     where: {
       and: [
         { "classification.startDateTime": { greater_than: new Date().toISOString() } },
-        { "ownershipAndStatus.status": { in: ELIGIBLE_STATUSES } },
         { "ownershipAndStatus.visibility": { equals: "unit" } },
+        {
+          or: [
+            { "ownershipAndStatus.status": { equals: "Ready" } },
+            {
+              and: [
+                { "ownershipAndStatus.status": { equals: "Scheduled" } },
+                { "classification.startDateTime": { less_than_equal: rollCallCutoff } },
+              ],
+            },
+          ],
+        },
       ],
     },
   });
@@ -183,7 +208,11 @@ const postEmbed = async (
   await payload.update({
     collection: "missions",
     id: mission.id,
-    data: { discordMessageId: message.id, discordAttendanceHash: hash },
+    data: {
+      discordMessageId: message.id,
+      discordAttendanceHash: hash,
+      discordAttendanceSentAt: new Date().toISOString(),
+    },
     overrideAccess: true,
   });
   payload.logger.info(
@@ -197,7 +226,13 @@ const manageMission = async (
   opsChannelId: string,
   mission: Mission,
 ): Promise<void> => {
+  if (!isRollCallDue(mission)) {
+    // A sent roll call may still need its existing message reconciled.
+    if (!mission.discordAttendanceSentAt) return;
+  }
+
   if (!mission.discordMessageId) {
+    if (mission.discordAttendanceSentAt) return;
     await postEmbed(client, payload, opsChannelId, mission);
     return;
   }
@@ -207,8 +242,17 @@ const manageMission = async (
   try {
     message = await channel.messages.fetch(mission.discordMessageId);
   } catch {
-    await postEmbed(client, payload, opsChannelId, mission);
+    // The roll call is intentionally one-shot. Do not replace a deleted
-    payload.logger.warn(`[Bot] Attendance embed for mission #${mission.id} was deleted; reposted.`);
+    // message, even for missions created before the persistent send marker.
+    await payload.update({
+      collection: "missions",
+      id: mission.id,
+      data: { discordMessageId: null, discordAttendanceSentAt: new Date().toISOString() },
+      overrideAccess: true,
+    });
+    payload.logger.warn(
+      `[Bot] Attendance embed for mission #${mission.id} is missing; will not repost a one-shot roll call.`,
+    );
     return;
   }
 
@@ -224,7 +268,12 @@ const manageMission = async (
   await payload.update({
     collection: "missions",
     id: mission.id,
-    data: { discordAttendanceHash: hash },
+    data: {
+      discordAttendanceHash: hash,
+      ...(mission.discordAttendanceSentAt
+        ? {}
+        : { discordAttendanceSentAt: new Date().toISOString() }),
+    },
     overrideAccess: true,
   });
 };
@@ -261,6 +310,8 @@ const cancelMissionEmbed = async (
 };
 
 export const reconcile = async (client: Client, payload: Payload): Promise<void> => {
+  if (reconcileRunning) return;
+  reconcileRunning = true;
   try {
     const opsChannelId = botConfig.opsChannelId;
     if (!opsChannelId) {
@@ -273,7 +324,9 @@ export const reconcile = async (client: Client, payload: Payload): Promise<void>
       return;
     }
 
-    const eligible = (await getEligibleMissions(payload)).filter(isStillFuture);
+    const eligible = (await getEligibleMissions(payload)).filter(
+      (mission) => isStillFuture(mission) && (isRollCallDue(mission) || !!mission.discordMessageId),
+    );
     for (const mission of eligible) {
       try {
         await manageMission(client, payload, opsChannelId, mission);
@@ -296,6 +349,8 @@ export const reconcile = async (client: Client, payload: Payload): Promise<void>
     }
   } catch (error) {
     payload.logger.error(`[Bot] Attendance embed reconcile failed: ${errorMessage(error)}`);
+  } finally {
+    reconcileRunning = false;
   }
 };
 

src/collections/intelligence/Missions.ts

@@ -166,6 +166,14 @@ export const Missions: CollectionConfig = {
         hidden: true,
       },
     },
+    {
+      name: "discordAttendanceSentAt",
+      type: "date",
+      admin: {
+        description: "When the attendance roll-call was first posted to Discord (managed by the bot).",
+        hidden: true,
+      },
+    },
     {
       name: "coverImage",
       type: "upload",

src/migrations/20260821_060000.ts

@@ -0,0 +1,16 @@
+import { MigrateDownArgs, MigrateUpArgs, sql } from "@payloadcms/db-postgres";
+
+/** Persist the one-time Discord roll-call send marker. */
+export async function up({ db }: MigrateUpArgs): Promise<void> {
+  await db.execute(sql`
+    ALTER TABLE "missions"
+    ADD COLUMN IF NOT EXISTS "discord_attendance_sent_at" timestamp(3) with time zone;
+  `);
+}
+
+export async function down({ db }: MigrateDownArgs): Promise<void> {
+  await db.execute(sql`
+    ALTER TABLE "missions"
+    DROP COLUMN IF EXISTS "discord_attendance_sent_at";
+  `);
+}

src/migrations/index.ts

@@ -1,6 +1,7 @@
 import * as migration_20260818_024510 from './_archived/20260818_024510';
 import * as migration_20260820_004157 from './20260820_004157';
 import * as migration_20260821_043007 from './20260821_043007';
+import * as migration_20260821_060000 from './20260821_060000';
 
 export const migrations = [
   {
@@ -13,4 +14,9 @@ export const migrations = [
     down: migration_20260821_043007.down,
     name: '20260821_043007'
   },
+  {
+    up: migration_20260821_060000.up,
+    down: migration_20260821_060000.down,
+    name: '20260821_060000'
+  },
 ];

src/payload-types.ts

@@ -1802,6 +1802,10 @@ export interface Mission {
    * Hash of the last attendance state rendered to Discord (managed by the bot).
    */
   discordAttendanceHash?: string | null;
+  /**
+   * When the attendance roll-call was first posted to Discord (managed by the bot).
+   */
+  discordAttendanceSentAt?: string | null;
   /**
    * Background image for the mission page hero header. Renders translucent with a top-to-bottom fade to black. Recommended aspect ratio: 16:9 or wider.
    */
@@ -3338,6 +3342,7 @@ export interface MissionsSelect<T extends boolean = true> {
   operationType?: T;
   discordMessageId?: T;
   discordAttendanceHash?: T;
+  discordAttendanceSentAt?: T;
   coverImage?: T;
   classification?:
     | T