Notify speakers when their video is uploaded online

backend/notifications/migrations/0024_alter_emailtemplate_identifier.py

@@ -0,0 +1,18 @@
+# Generated by Django 5.2.8 on 2026-08-15 14:46
+
+from django.db import migrations, models
+
+
+class Migration(migrations.Migration):
+
+    dependencies = [
+        ('notifications', '0023_alter_sentemail_status'),
+    ]
+
+    operations = [
+        migrations.AlterField(
+            model_name='emailtemplate',
+            name='identifier',
+            field=models.CharField(choices=[('proposal_accepted', 'Proposal accepted'), ('proposal_scheduled', 'Proposal scheduled'), ('proposal_rejected', 'Proposal rejected'), ('proposal_in_waiting_list', 'Proposal in waiting list'), ('proposal_scheduled_time_changed', 'Proposal scheduled time changed'), ('proposal_received_confirmation', 'Proposal received confirmation'), ('speaker_communication', 'Speaker communication'), ('voucher_code', 'Voucher code'), ('reset_password', '[System] Reset password'), ('grant_application_confirmation', 'Grant application confirmation'), ('grant_approved', 'Grant approved'), ('grant_rejected', 'Grant rejected'), ('grant_waiting_list', 'Grant waiting list'), ('grant_waiting_list_update', 'Grant waiting list update'), ('sponsorship_brochure', 'Sponsorship brochure'), ('visa_invitation_letter_download', 'Visa invitation letter download'), ('speaker_video_recording_uploaded', 'Speaker: Video recording uploaded'), ('custom', 'Custom')], max_length=200, verbose_name='identifier'),
+        ),
+    ]

backend/notifications/models.py

@@ -53,6 +53,11 @@ class EmailTemplateIdentifier(models.TextChoices):
         _("Visa invitation letter download"),
     )
 
+    speaker_video_recording_uploaded = (
+        "speaker_video_recording_uploaded",
+        _("Speaker: Video recording uploaded"),
+    )
+
     custom = "custom", _("Custom")
 
 
@@ -165,6 +170,13 @@ class EmailTemplate(TimeStampedModel):
             "has_grant",
             "user_name",
         ],
+        EmailTemplateIdentifier.speaker_video_recording_uploaded: [
+            *BASE_PLACEHOLDERS,
+            "user_name",
+            "video_recording_url",
+            "schedule_item_title",
+            "schedule_item_type",
+        ],
     }
 
     conference = models.ForeignKey(

backend/schedule/admin.py

@@ -751,6 +751,7 @@ class ScheduleItemSentForVideoUploadAdmin(admin.ModelAdmin):
         "status",
         "video_uploaded",
         "thumbnail_uploaded",
+        "emails_scheduled",
         "attempts",
         "last_attempt_at",
     )

backend/schedule/migrations/0058_scheduleitemsentforvideoupload_emails_scheduled.py

@@ -0,0 +1,18 @@
+# Generated by Django 5.2.8 on 2026-08-15 16:41
+
+from django.db import migrations, models
+
+
+class Migration(migrations.Migration):
+
+    dependencies = [
+        ('schedule', '0057_room_attendees_total_capacity'),
+    ]
+
+    operations = [
+        migrations.AddField(
+            model_name='scheduleitemsentforvideoupload',
+            name='emails_scheduled',
+            field=models.BooleanField(default=False, verbose_name='Emails scheduled'),
+        ),
+    ]

backend/schedule/models.py

@@ -19,6 +19,11 @@
 from pycon.constants import COLORS
 from submissions.models import Submission
 
+from typing import TYPE_CHECKING
+
+if TYPE_CHECKING:
+    from users.models import User
+
 
 @dataclass
 class SpeakerEntity:
@@ -156,6 +161,7 @@ class Status(models.TextChoices):
     last_attempt_at = models.DateTimeField(_("Last attempt at"), null=True, blank=True)
     video_uploaded = models.BooleanField(_("Video uploaded"), default=False)
     thumbnail_uploaded = models.BooleanField(_("Thumbnail uploaded"), default=False)
+    emails_scheduled = models.BooleanField(_("Emails scheduled"), default=False)
     failed_reason = models.TextField(
         _("Failed reason"),
         blank=True,
@@ -334,7 +340,7 @@ def actual_attendees_total_capacity(self):
         return room.attendees_total_capacity if room else None
 
     @cached_property
-    def speakers(self):
+    def speakers(self) -> list["User"]:
         speakers = []
 
         if self.submission_id:
@@ -354,7 +360,9 @@ def speakers(self):
             speaker.user
             for speaker in sorted(additional_speakers, key=lambda speaker: speaker.id)
         )
-        return [speaker for speaker in speakers if speaker is not None]
+        return list(
+            dict.fromkeys(speaker for speaker in speakers if speaker is not None)
+        )
 
     def clean(self):
         if self.type == ScheduleItem.TYPES.submission and not self.submission:

backend/schedule/tasks.py

@@ -1,3 +1,4 @@
+from django.db import transaction
 from django.db.models import Q
 from conferences.tasks import send_conference_voucher_email
 from conferences.vouchers import create_conference_voucher
@@ -262,7 +263,7 @@ def upload_schedule_item_video(*, sent_for_video_upload_state_id: int):
 
     schedule_item = sent_for_video_upload.schedule_item
     remote_video_path = schedule_item.video_uploaded_path
-    video_id = None
+    video_id = schedule_item.youtube_video_id
 
     if not sent_for_video_upload.video_uploaded:
         logger.info("Uploading video for schedule_item_id=%s", schedule_item.id)
@@ -292,10 +293,9 @@ def upload_schedule_item_video(*, sent_for_video_upload_state_id: int):
     else:
         logger.info("Video already uploaded for schedule_item_id=%s", schedule_item.id)
 
-    if not sent_for_video_upload.thumbnail_uploaded:
-        video_id = video_id or schedule_item.youtube_video_id
-        assert video_id, "Video marked as uploaded but Video ID is missing"
+    assert video_id, "Video marked as uploaded but Video ID is missing"
 
+    if not sent_for_video_upload.thumbnail_uploaded:
         logger.info("Extracting thumbnail for schedule_item_id=%s", schedule_item.id)
 
         thumbnail_path = extract_video_thumbnail(
@@ -331,7 +331,29 @@ def upload_schedule_item_video(*, sent_for_video_upload_state_id: int):
 
     cleanup_local_files(schedule_item.id)
 
-    logger.info("Video uploaded for schedule_item_id=%s", schedule_item.id)
+    if not sent_for_video_upload.emails_scheduled:
+        conference = schedule_item.conference
+        all_speakers = schedule_item.speakers
+        email_template = EmailTemplate.objects.for_conference(
+            conference
+        ).get_by_identifier(EmailTemplateIdentifier.speaker_video_recording_uploaded)
+
+        with transaction.atomic():
+            for speaker in all_speakers:
+                email_template.draft_email(
+                    recipient=speaker,
+                    placeholders={
+                        "user_name": get_name(speaker, "there"),
+                        "video_recording_url": f"https://www.youtube.com/watch?v={video_id}",
+                        "schedule_item_title": schedule_item.title,
+                        "schedule_item_type": schedule_item.get_type_display(),
+                    },
+                )
+
+            sent_for_video_upload.emails_scheduled = True
+            sent_for_video_upload.save(update_fields=["emails_scheduled"])
+
+    logger.info("Workflow completed for schedule_item_id=%s", schedule_item.id)
     sent_for_video_upload.status = ScheduleItemSentForVideoUpload.Status.completed
     sent_for_video_upload.save(update_fields=["status"])