Rework workforce sync to per-date storage with rolling window

Replaces the single workforce_rota config snapshot (which was overwritten
on each sync, losing data when switching weeks) with a workforce_daily_shifts
table keyed by date. Sync now covers a rolling today-7 to today+28 window
unconditionally — no date params needed. Each date's record carries a
synced_at timestamp so the UI shows the age of the oldest date in view.
Mid-week viewing works naturally since data is stored per date not per week.
source column reserved for future timesheet replacement of past dates.

Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>

backend/src/db.js

@@ -10,6 +10,14 @@ export async function initDb() {
       value JSONB NOT NULL DEFAULT 'null'::jsonb
     )
   `)
+  await pool.query(`
+    CREATE TABLE IF NOT EXISTS workforce_daily_shifts (
+      date      TEXT PRIMARY KEY,
+      synced_at TIMESTAMPTZ NOT NULL DEFAULT now(),
+      source    TEXT NOT NULL DEFAULT 'workforce',
+      staff     JSONB NOT NULL DEFAULT '[]'::jsonb
+    )
+  `)
 }
 
 export async function getConfig(key, defaultVal = null) {
@@ -24,3 +32,38 @@ export async function setConfig(key, value) {
     [key, JSON.stringify(value)]
   )
 }
+
+export async function getWorkforceShifts(start, end) {
+  const { rows } = await pool.query(
+    `SELECT date, synced_at, source, staff FROM workforce_daily_shifts
+     WHERE date >= $1 AND date <= $2 ORDER BY date`,
+    [start, end]
+  )
+  const result = {}
+  for (const row of rows) {
+    result[row.date] = { synced_at: row.synced_at, source: row.source, staff: row.staff }
+  }
+  return result
+}
+
+export async function upsertWorkforceShifts(dailyRows) {
+  if (!dailyRows.length) return
+  const client = await pool.connect()
+  try {
+    await client.query('BEGIN')
+    for (const row of dailyRows) {
+      await client.query(
+        `INSERT INTO workforce_daily_shifts (date, synced_at, source, staff)
+         VALUES ($1, now(), 'workforce', $2::jsonb)
+         ON CONFLICT (date) DO UPDATE SET synced_at = now(), staff = EXCLUDED.staff`,
+        [row.date, JSON.stringify(row.staff)]
+      )
+    }
+    await client.query('COMMIT')
+  } catch (err) {
+    await client.query('ROLLBACK')
+    throw err
+  } finally {
+    client.release()
+  }
+}

backend/src/routes/config.js

@@ -10,7 +10,7 @@ export async function configRoutes(app) {
   app.get('/api/config', async (req) => {
     const [
       timeReqs, staffData, pickupData, generalTasks, lastReviewed,
-      workforceRota, workforceDepts, adjustments,
+      workforceDepts, adjustments,
       warnOverRed, warnOverAmber, warnUnderAmber, warnUnderRed,
     ] = await Promise.all([
       getConfig('time_requirements', {}),
@@ -18,7 +18,6 @@ export async function configRoutes(app) {
       getConfig('pickup_data', {}),
       getConfig('general_tasks', []),
       getConfig('last_reviewed', null),
-      getConfig('workforce_rota', null),
       getConfig('workforce_departments', []),
       getConfig('adjustments', []),
       getConfig('warn_over_red_hrs', 4),
@@ -39,7 +38,6 @@ export async function configRoutes(app) {
       pickup_data:          pickupData      || {},
       general_tasks:        generalTasks    || [],
       last_reviewed:        lastReviewed    || yestStr,
-      workforce_rota:       workforceRota   || null,
       workforce_departments: workforceDepts || [],
       adjustments:          adjustments     || [],
       warn_over_red_hrs:    warnOverRed    != null ? warnOverRed    : 4,

backend/src/routes/workforce.js

@@ -1,11 +1,15 @@
 import { requireAuth, requireCap } from '../auth.js'
-import { getConfig, setConfig } from '../db.js'
+import { getConfig, setConfig, getWorkforceShifts, upsertWorkforceShifts } from '../db.js'
 import { fetchDepartments, fetchStaff, fetchShifts } from '../lib/workforce.js'
 
+function fmtDate(d) {
+  return `${d.getFullYear()}-${String(d.getMonth() + 1).padStart(2, '0')}-${String(d.getDate()).padStart(2, '0')}`
+}
+
 export async function workforceRoutes(app) {
   app.addHook('preHandler', requireAuth)
 
-  // ── GET /api/workforce/departments — list depts for this location ────────────
+  // ── GET /api/workforce/departments ───────────────────────────────────────────
 
   app.get('/api/workforce/departments', { preHandler: requireCap('settings') }, async (req, reply) => {
     try {
@@ -16,29 +20,58 @@ export async function workforceRoutes(app) {
     }
   })
 
-  // ── POST /api/workforce/sync?start=&end= ─────────────────────────────────────
+  // ── POST /api/workforce/sync — rolling window: today-7 → today+28 ───────────
 
   app.post('/api/workforce/sync', { preHandler: requireCap('planner') }, async (req, reply) => {
-    const { start, end } = req.query
-    if (!start || !end) return reply.status(400).send({ error: 'start and end query params required' })
-
     const deptIds = (await getConfig('workforce_departments', [])) || []
     if (!deptIds.length) {
       return reply.status(400).send({ error: 'No HK departments selected — configure in Category Settings' })
     }
 
+    const today = new Date()
+    const fromDate = new Date(today); fromDate.setDate(fromDate.getDate() - 7)
+    const toDate   = new Date(today); toDate.setDate(toDate.getDate() + 28)
+    const from = fmtDate(fromDate)
+    const to   = fmtDate(toDate)
+
     try {
-      const staff    = await fetchShifts(start, end, deptIds)
-      const snapshot = { last_sync: new Date().toISOString(), dates: [start, end], staff }
-      await setConfig('workforce_rota', snapshot)
-      return snapshot
+      const staffList = await fetchShifts(from, to, deptIds)
+
+      // Pivot per-member → per-date
+      const byDate = {}
+      for (const member of staffList) {
+        for (const [date, shift] of Object.entries(member.days)) {
+          if (!byDate[date]) byDate[date] = []
+          byDate[date].push({ id: member.id, name: member.name, hours: shift.hours, times: shift.times })
+        }
+      }
+
+      // Build a row for every date in the window (empty staff = no one scheduled)
+      const dailyRows = []
+      const cur = new Date(fromDate)
+      while (cur <= toDate) {
+        const d = fmtDate(cur)
+        dailyRows.push({ date: d, staff: byDate[d] || [] })
+        cur.setDate(cur.getDate() + 1)
+      }
+
+      await upsertWorkforceShifts(dailyRows)
+      return { ok: true, from, to, dates_synced: dailyRows.length }
     } catch (err) {
       const status = err.message.includes('not configured') ? 503 : 502
       return reply.status(status).send({ error: err.message })
     }
   })
 
-  // ── GET /api/workforce/staff — staff list for manual row datalist ─────────────
+  // ── GET /api/workforce/shifts?start=&end= ────────────────────────────────────
+
+  app.get('/api/workforce/shifts', { preHandler: requireCap('planner') }, async (req, reply) => {
+    const { start, end } = req.query
+    if (!start || !end) return reply.status(400).send({ error: 'start and end query params required' })
+    return getWorkforceShifts(start, end)
+  })
+
+  // ── GET /api/workforce/staff — cached staff list for manual row datalist ─────
 
   app.get('/api/workforce/staff', { preHandler: requireCap('planner') }, async (req, reply) => {
     const deptIds = (await getConfig('workforce_departments', [])) || []

frontend/dist/index.html

@@ -5,7 +5,7 @@
     <meta name="viewport" content="width=1280" />
     <meta name="theme-color" content="#2d6a4f" />
     <title>HK Planner</title>
-    <script type="module" crossorigin src="/hk-planner/assets/index-DOMhnWTP.js"></script>
+    <script type="module" crossorigin src="/hk-planner/assets/index-BM62SqjA.js"></script>
     <link rel="stylesheet" crossorigin href="/hk-planner/assets/index-B7_UXJgZ.css">
   <link rel="manifest" href="/hk-planner/manifest.webmanifest"><script id="vite-plugin-pwa:register-sw" src="/hk-planner/registerSW.js"></script></head>
   <body>

frontend/dist/sw.js

@@ -1 +1 @@
-if(!self.define){let e,i={};const n=(n,s)=>(n=new URL(n+".js",s).href,i[n]||new Promise(i=>{if("document"in self){const e=document.createElement("script");e.src=n,e.onload=i,document.head.appendChild(e)}else e=n,importScripts(n),i()}).then(()=>{let e=i[n];if(!e)throw new Error(`Module ${n} didn’t register its module`);return e}));self.define=(s,r)=>{const o=e||("document"in self?document.currentScript.src:"")||location.href;if(i[o])return;let t={};const d=e=>n(e,o),c={module:{uri:o},exports:t,require:d};i[o]=Promise.all(s.map(e=>c[e]||d(e))).then(e=>(r(...e),t))}}define(["./workbox-9c191d2f"],function(e){"use strict";self.skipWaiting(),e.clientsClaim(),e.precacheAndRoute([{url:"registerSW.js",revision:"a2c395d8c225f1b3ea12388f15189bce"},{url:"index.html",revision:"dac594c6fb03224d7ef693607551dd8a"},{url:"icons/icon-512.png",revision:"c32202b9deed67ef38331f63dec9d1c8"},{url:"icons/icon-192.png",revision:"46ece317d50d10b8f5e225e073b3221d"},{url:"assets/index-DOMhnWTP.js",revision:null},{url:"assets/index-B7_UXJgZ.css",revision:null},{url:"manifest.webmanifest",revision:"c2510de876adb84db0c4b300b71216fa"}],{}),e.cleanupOutdatedCaches(),e.registerRoute(new e.NavigationRoute(e.createHandlerBoundToURL("/hk-planner/index.html"),{denylist:[/\/api\//]}))});
+if(!self.define){let e,i={};const n=(n,s)=>(n=new URL(n+".js",s).href,i[n]||new Promise(i=>{if("document"in self){const e=document.createElement("script");e.src=n,e.onload=i,document.head.appendChild(e)}else e=n,importScripts(n),i()}).then(()=>{let e=i[n];if(!e)throw new Error(`Module ${n} didn’t register its module`);return e}));self.define=(s,r)=>{const o=e||("document"in self?document.currentScript.src:"")||location.href;if(i[o])return;let t={};const c=e=>n(e,o),l={module:{uri:o},exports:t,require:c};i[o]=Promise.all(s.map(e=>l[e]||c(e))).then(e=>(r(...e),t))}}define(["./workbox-9c191d2f"],function(e){"use strict";self.skipWaiting(),e.clientsClaim(),e.precacheAndRoute([{url:"registerSW.js",revision:"a2c395d8c225f1b3ea12388f15189bce"},{url:"index.html",revision:"46079111fca52b3927026fe671b56a2f"},{url:"icons/icon-512.png",revision:"c32202b9deed67ef38331f63dec9d1c8"},{url:"icons/icon-192.png",revision:"46ece317d50d10b8f5e225e073b3221d"},{url:"assets/index-BM62SqjA.js",revision:null},{url:"assets/index-B7_UXJgZ.css",revision:null},{url:"manifest.webmanifest",revision:"c2510de876adb84db0c4b300b71216fa"}],{}),e.cleanupOutdatedCaches(),e.registerRoute(new e.NavigationRoute(e.createHandlerBoundToURL("/hk-planner/index.html"),{denylist:[/\/api\//]}))});

frontend/src/api.ts

@@ -1,4 +1,4 @@
-import type { BookingsData, StaffMember, GeneralTask, PickupData, TimeReqs, WorkforceRota, Adjustment } from './types'
+import type { BookingsData, StaffMember, GeneralTask, PickupData, TimeReqs, WfDayData, Adjustment } from './types'
 
 const BASE = '/hk-planner/api'
 
@@ -8,7 +8,6 @@ export interface ConfigData {
   pickup_data: PickupData
   general_tasks: GeneralTask[]
   last_reviewed: string
-  workforce_rota: WorkforceRota | null
   workforce_departments: string[]
   adjustments: Adjustment[]
   warn_over_red_hrs: number
@@ -117,8 +116,12 @@ export function putWorkforceDepartments(dept_ids: string[]): Promise<{ ok: boole
   })
 }
 
-export function syncWorkforceRota(start: string, end: string): Promise<WorkforceRota> {
-  return request(`/workforce/sync?start=${start}&end=${end}`, { method: 'POST' })
+export function syncWorkforce(): Promise<{ ok: boolean; from: string; to: string; dates_synced: number }> {
+  return request('/workforce/sync', { method: 'POST' })
+}
+
+export function getWorkforceShifts(start: string, end: string): Promise<Record<string, WfDayData>> {
+  return request(`/workforce/shifts?start=${start}&end=${end}`)
 }
 
 export function getWorkforceStaff(): Promise<{ id: string; name: string }[]> {

frontend/src/pages/Planner.tsx

@@ -2,11 +2,11 @@ import { useState, useEffect, useRef, useCallback } from 'react'
 import { RefreshCw } from 'lucide-react'
 import {
   getBookings, getConfig, putStaff, putPickup,
-  putLastReviewed, putAdjustments, syncWorkforceRota, getWorkforceStaff,
+  putLastReviewed, putAdjustments, syncWorkforce, getWorkforceShifts, getWorkforceStaff,
 } from '../api'
 import type {
   BookingsData, TimeReqs, StaffMember, GeneralTask,
-  PickupData, RequiredDay, DayData, WorkforceRota, Adjustment,
+  PickupData, RequiredDay, DayData, WfDayData, WfStaffMember, Adjustment,
 } from '../types'
 
 // ── Date helpers ──────────────────────────────────────────────────────────────
@@ -133,7 +133,7 @@ export function Planner() {
   const [warnOverAmber, setWarnOverAmber] = useState(1)
   const [warnUnderAmber, setWarnUnderAmber] = useState(1)
   const [warnUnderRed, setWarnUnderRed]   = useState(2)
-  const [workforceRota, setWorkforceRota] = useState<WorkforceRota | null>(null)
+  const [wfShifts, setWfShifts]         = useState<Record<string, WfDayData>>({})
   const [wfStaff, setWfStaff]           = useState<{ id: string; name: string }[]>([])
   const [syncing, setSyncing]           = useState(false)
   const [weekStart, setWeekStart]       = useState<string | null>(null)
@@ -172,9 +172,14 @@ export function Planner() {
     setError('')
     const today = todayStr()
     const ws    = weekStartRef.current || today
+    const wsEnd = offsetDate(ws, 6)
     const lv = lvArg !== undefined ? (lvArg || offsetDate(today, -1)) : (lastViewed || savedLastReviewed || offsetDate(today, -1))
     try {
-      const [b, cfg] = await Promise.all([getBookings(ws, lv, force), getConfig()])
+      const [b, cfg, shifts] = await Promise.all([
+        getBookings(ws, lv, force),
+        getConfig(),
+        getWorkforceShifts(ws, wsEnd).catch(() => ({} as Record<string, WfDayData>)),
+      ])
       setBookings(b)
       setTimeReqs(cfg.time_requirements || {})
       setStaff(cfg.staff_data || [])
@@ -185,7 +190,7 @@ export function Planner() {
       setWarnOverAmber(cfg.warn_over_amber_hrs ?? 1)
       setWarnUnderAmber(cfg.warn_under_amber_hrs ?? 1)
       setWarnUnderRed(cfg.warn_under_red_hrs ?? 2)
-      setWorkforceRota(cfg.workforce_rota || null)
+      setWfShifts(shifts)
       if (cfg.last_reviewed) {
         setSavedLastReviewed(cfg.last_reviewed)
         if (!lastViewed) setLastViewed(cfg.last_reviewed)
@@ -199,13 +204,13 @@ export function Planner() {
 
   useEffect(() => { loadAll(false) }, []) // eslint-disable-line react-hooks/exhaustive-deps
 
-  // Lazily load WF staff list for datalist once a rota snapshot exists
+  // Lazily load WF staff list for datalist once any shifts exist
   useEffect(() => {
-    if (workforceRota && !wfStaffLoaded.current) {
+    if (Object.keys(wfShifts).length > 0 && !wfStaffLoaded.current) {
       wfStaffLoaded.current = true
       getWorkforceStaff().then(setWfStaff).catch(() => {})
     }
-  }, [workforceRota])
+  }, [wfShifts])
 
   // Beacon save on unload
   useEffect(() => {
@@ -291,11 +296,13 @@ export function Planner() {
   // ── Workforce sync ───────────────────────────────────────────────────────────
 
   async function syncRota() {
-    if (!bookings) return
     setSyncing(true)
     try {
-      const rota = await syncWorkforceRota(bookings.dates[0], bookings.dates[bookings.dates.length - 1])
-      setWorkforceRota(rota)
+      await syncWorkforce()
+      if (bookings) {
+        const shifts = await getWorkforceShifts(bookings.dates[0], bookings.dates[bookings.dates.length - 1])
+        setWfShifts(shifts)
+      }
       flash('Rota synced from Workforce')
     } catch (e) {
       flash(e instanceof Error ? e.message : 'Sync failed', true)
@@ -305,14 +312,17 @@ export function Planner() {
   }
 
   function wfSyncLabel(): string {
-    if (!workforceRota) return 'Never synced'
-    const d = new Date(workforceRota.last_sync).toLocaleDateString('en-GB', {
-      weekday: 'short', day: 'numeric', month: 'short',
-    })
-    const matchesWeek = bookings &&
-      workforceRota.dates[0] === bookings.dates[0] &&
-      workforceRota.dates[1] === bookings.dates[bookings.dates.length - 1]
-    return matchesWeek ? `Synced ${d}` : `Synced ${d} — different week`
+    if (!bookings) return ''
+    const viewDates = bookings.dates.filter(d => wfShifts[d])
+    if (!viewDates.length) return 'Not synced'
+    const oldest = viewDates.reduce((min, d) =>
+      new Date(wfShifts[d].synced_at) < new Date(wfShifts[min].synced_at) ? d : min
+    )
+    const dt = new Date(wfShifts[oldest].synced_at)
+    const day  = dt.toLocaleDateString('en-GB', { weekday: 'short', day: 'numeric', month: 'short' })
+    const time = dt.toLocaleTimeString('en-GB', { hour: '2-digit', minute: '2-digit' })
+    const missing = bookings.dates.filter(d => !wfShifts[d]).length
+    return missing ? `Partial sync — from ${day} ${time}` : `From ${day} ${time}`
   }
 
   // ── Required hours (memoised on state changes) ────────────────────────────
@@ -462,7 +472,7 @@ export function Planner() {
                 warnUnderAmber={warnUnderAmber}
                 warnUnderRed={warnUnderRed}
                 onChange={handleStaffChange}
-                workforceRota={workforceRota}
+                wfShifts={wfShifts}
                 wfStaff={wfStaff}
               />
             </div>
@@ -786,7 +796,20 @@ function RequiredTable({ bookings, required }: { bookings: BookingsData; require
 
 // ── Staff Table ───────────────────────────────────────────────────────────────
 
-function StaffTable({ bookings, staff, required, warnOverRed, warnOverAmber, warnUnderAmber, warnUnderRed, onChange, workforceRota, wfStaff }: {
+function pivotWfShifts(wfShifts: Record<string, WfDayData>, dates: string[]): WfStaffMember[] {
+  const members: Record<string, WfStaffMember> = {}
+  for (const date of dates) {
+    const day = wfShifts[date]
+    if (!day) continue
+    for (const s of day.staff) {
+      if (!members[s.id]) members[s.id] = { id: s.id, name: s.name, days: {} }
+      members[s.id].days[date] = { hours: s.hours, times: s.times }
+    }
+  }
+  return Object.values(members).sort((a, b) => a.name.localeCompare(b.name))
+}
+
+function StaffTable({ bookings, staff, required, warnOverRed, warnOverAmber, warnUnderAmber, warnUnderRed, onChange, wfShifts, wfStaff }: {
   bookings: BookingsData
   staff: StaffMember[]
   required: Record<string, RequiredDay>
@@ -795,7 +818,7 @@ function StaffTable({ bookings, staff, required, warnOverRed, warnOverAmber, war
   warnUnderAmber: number
   warnUnderRed: number
   onChange: (next: StaffMember[]) => void
-  workforceRota: WorkforceRota | null
+  wfShifts: Record<string, WfDayData>
   wfStaff: { id: string; name: string }[]
 }) {
   const { dates } = bookings
@@ -821,7 +844,7 @@ function StaffTable({ bookings, staff, required, warnOverRed, warnOverAmber, war
     onChange(staff.filter((_, idx) => idx !== i))
   }
 
-  const rotaMembers = workforceRota?.staff ?? []
+  const rotaMembers = pivotWfShifts(wfShifts, dates)
 
   return (
     <table className="hk-table">

frontend/src/types.ts

@@ -54,21 +54,21 @@ export interface Adjustment {
   hours: Record<string, number>  // YYYY-MM-DD → positive or negative hours
 }
 
-export interface WorkforceShiftDay {
+export interface WfShiftDay {
   hours: number
   times: string
 }
 
-export interface WorkforceRotaMember {
+export interface WfStaffMember {
   id: string
   name: string
-  days: Record<string, WorkforceShiftDay>
+  days: Record<string, WfShiftDay>
 }
 
-export interface WorkforceRota {
-  last_sync: string
-  dates: [string, string]
-  staff: WorkforceRotaMember[]
+export interface WfDayData {
+  synced_at: string
+  source: string
+  staff: { id: string; name: string; hours: number; times: string }[]
 }
 
 export interface RequiredDay {