feat: enhance project management by canceling pending actions for archived and on_hold projects

backend/routers/dashboard.py

@@ -1,5 +1,6 @@
 from fastapi import APIRouter, Request, Depends
 from sqlalchemy.orm import Session
+from sqlalchemy import and_
 from datetime import datetime, timedelta
 
 from backend.database import get_db
@@ -48,10 +49,18 @@ def dashboard_todays_actions(request: Request, db: Session = Depends(get_db)):
     today_start_utc = today_start_local.astimezone(ZoneInfo("UTC")).replace(tzinfo=None)
     today_end_utc = today_end_local.astimezone(ZoneInfo("UTC")).replace(tzinfo=None)
 
+    # Exclude actions from paused/removed projects
+    paused_project_ids = [
+        p.id for p in db.query(Project.id).filter(
+            Project.status.in_(["on_hold", "archived", "deleted"])
+        ).all()
+    ]
+
     # Query today's actions
     actions = db.query(ScheduledAction).filter(
         ScheduledAction.scheduled_time >= today_start_utc,
         ScheduledAction.scheduled_time < today_end_utc,
+        ScheduledAction.project_id.notin_(paused_project_ids),
     ).order_by(ScheduledAction.scheduled_time.asc()).all()
 
     # Enrich with location/project info and parse results

backend/routers/projects.py

@@ -342,6 +342,14 @@ async def update_project(
         project.description = data["description"]
     if "status" in data:
         project.status = data["status"]
+        # Cancel pending scheduled actions when archiving
+        if data["status"] == "archived":
+            db.query(ScheduledAction).filter(
+                and_(
+                    ScheduledAction.project_id == project_id,
+                    ScheduledAction.execution_status == "pending",
+                )
+            ).update({"execution_status": "cancelled"})
     if "client_name" in data:
         project.client_name = data["client_name"]
     if "site_address" in data:
@@ -374,6 +382,14 @@ async def delete_project(project_id: str, db: Session = Depends(get_db)):
     project.deleted_at = datetime.utcnow()
     project.updated_at = datetime.utcnow()
 
+    # Cancel all pending scheduled actions
+    db.query(ScheduledAction).filter(
+        and_(
+            ScheduledAction.project_id == project_id,
+            ScheduledAction.execution_status == "pending",
+        )
+    ).update({"execution_status": "cancelled"})
+
     db.commit()
 
     return {"success": True, "message": "Project deleted. Data will be permanently removed after 60 days."}
@@ -414,6 +430,15 @@ async def hold_project(project_id: str, db: Session = Depends(get_db)):
 
     project.status = "on_hold"
     project.updated_at = datetime.utcnow()
+
+    # Cancel pending scheduled actions so they don't appear in dashboards or fire
+    db.query(ScheduledAction).filter(
+        and_(
+            ScheduledAction.project_id == project_id,
+            ScheduledAction.execution_status == "pending",
+        )
+    ).update({"execution_status": "cancelled"})
+
     db.commit()
 
     return {"success": True, "message": "Project put on hold."}
@@ -672,10 +697,14 @@ async def get_project_schedules(
             "result": result_data,
         })
 
+    project = db.query(Project).filter_by(id=project_id).first()
+    project_status = project.status if project else "active"
+
     return templates.TemplateResponse("partials/projects/schedule_list.html", {
         "request": request,
         "project_id": project_id,
         "schedules_by_date": schedules_by_date,
+        "project_status": project_status,
     })
 
 

backend/routers/recurring_schedules.py

@@ -497,6 +497,9 @@ async def get_schedule_list_partial(
     """
     Return HTML partial for schedule list.
     """
+    project = db.query(Project).filter_by(id=project_id).first()
+    project_status = project.status if project else "active"
+
     schedules = db.query(RecurringSchedule).filter_by(
         project_id=project_id
     ).order_by(RecurringSchedule.created_at.desc()).all()
@@ -515,4 +518,5 @@ async def get_schedule_list_partial(
         "request": request,
         "project_id": project_id,
         "schedules": schedule_data,
+        "project_status": project_status,
     })

backend/services/recurring_schedule_service.py

@@ -15,7 +15,7 @@ from zoneinfo import ZoneInfo
 from sqlalchemy.orm import Session
 from sqlalchemy import and_
 
-from backend.models import RecurringSchedule, ScheduledAction, MonitoringLocation, UnitAssignment
+from backend.models import RecurringSchedule, ScheduledAction, MonitoringLocation, UnitAssignment, Project
 
 logger = logging.getLogger(__name__)
 
@@ -594,8 +594,16 @@ class RecurringScheduleService:
         return self.db.query(RecurringSchedule).filter_by(project_id=project_id).all()
 
     def get_enabled_schedules(self) -> List[RecurringSchedule]:
-        """Get all enabled recurring schedules."""
+        """Get all enabled recurring schedules for projects that are not on hold or deleted."""
-        return self.db.query(RecurringSchedule).filter_by(enabled=True).all()
+        active_project_ids = [
+            p.id for p in self.db.query(Project.id).filter(
+                Project.status.notin_(["on_hold", "archived", "deleted"])
+            ).all()
+        ]
+        return self.db.query(RecurringSchedule).filter(
+            RecurringSchedule.enabled == True,
+            RecurringSchedule.project_id.in_(active_project_ids),
+        ).all()
 
 
 def get_recurring_schedule_service(db: Session) -> RecurringScheduleService:

backend/services/scheduler.py

@@ -107,10 +107,19 @@ class SchedulerService:
         try:
             # Find pending actions that are due
             now = datetime.utcnow()
+
+            # Only execute actions for active/completed projects (not on_hold, archived, or deleted)
+            active_project_ids = [
+                p.id for p in db.query(Project.id).filter(
+                    Project.status.notin_(["on_hold", "archived", "deleted"])
+                ).all()
+            ]
+
             pending_actions = db.query(ScheduledAction).filter(
                 and_(
                     ScheduledAction.execution_status == "pending",
                     ScheduledAction.scheduled_time <= now,
+                    ScheduledAction.project_id.in_(active_project_ids),
                 )
             ).order_by(ScheduledAction.scheduled_time).all()
 

templates/partials/projects/recurring_schedule_list.html

@@ -5,7 +5,7 @@
     {% if schedules %}
         {% for item in schedules %}
         <div class="bg-white dark:bg-gray-800 rounded-lg border border-gray-200 dark:border-gray-700 p-4
-                    {% if not item.schedule.enabled %}opacity-60{% endif %}">
+                    {% if project_status == 'on_hold' or not item.schedule.enabled %}opacity-60{% endif %}">
             <div class="flex items-start justify-between gap-4">
                 <div class="flex-1 min-w-0">
                     <div class="flex items-center gap-3 mb-2">
@@ -29,7 +29,15 @@
                         {% endif %}
 
                         <!-- Status badge -->
-                        {% if item.schedule.enabled %}
+                        {% if project_status == 'on_hold' %}
+                        <span class="px-2 py-0.5 text-xs font-medium rounded-full bg-amber-100 text-amber-700 dark:bg-amber-900/30 dark:text-amber-400">
+                            On Hold
+                        </span>
+                        {% elif project_status == 'archived' %}
+                        <span class="px-2 py-0.5 text-xs font-medium rounded-full bg-gray-100 text-gray-600 dark:bg-gray-700 dark:text-gray-400">
+                            Archived
+                        </span>
+                        {% elif item.schedule.enabled %}
                         <span class="px-2 py-0.5 text-xs font-medium rounded-full bg-green-100 text-green-700 dark:bg-green-900/30 dark:text-green-300">
                             Active
                         </span>
@@ -98,7 +106,8 @@
                     </div>
                 </div>
 
-                <!-- Actions -->
+                <!-- Actions (hidden when project is on hold or archived) -->
+                {% if project_status not in ('on_hold', 'archived') %}
                 <div class="flex items-center gap-2 flex-shrink-0">
                     {% if item.schedule.enabled %}
                     <button hx-post="/api/projects/{{ project_id }}/recurring-schedules/{{ item.schedule.id }}/disable"
@@ -131,6 +140,7 @@
                         </svg>
                     </button>
                 </div>
+                {% endif %}
             </div>
         </div>
         {% endfor %}

templates/partials/projects/schedule_list.html

@@ -19,7 +19,8 @@
             <!-- Actions for this date -->
             <div class="space-y-3 ml-13 pl-3 border-l-2 border-gray-200 dark:border-gray-700">
                 {% for item in date_group.actions %}
-                <div class="bg-white dark:bg-slate-800 border border-gray-200 dark:border-gray-700 rounded-lg p-4 hover:shadow-md transition-shadow">
+                <div class="bg-white dark:bg-slate-800 border border-gray-200 dark:border-gray-700 rounded-lg p-4 hover:shadow-md transition-shadow
+                    {% if project_status == 'on_hold' and item.schedule.execution_status == 'pending' %}opacity-60{% endif %}">
                     <div class="flex items-start justify-between gap-3">
                         <div class="min-w-0 flex-1">
                             <div class="flex items-center gap-3 mb-2">
@@ -54,6 +55,11 @@
                                     <span class="px-2 py-0.5 text-xs font-medium bg-yellow-100 text-yellow-800 dark:bg-yellow-900/30 dark:text-yellow-300 rounded-full">
                                         Pending
                                     </span>
+                                    {% if project_status == 'on_hold' %}
+                                    <span class="px-2 py-0.5 text-xs font-medium bg-amber-100 text-amber-700 dark:bg-amber-900/30 dark:text-amber-400 rounded-full">
+                                        On Hold
+                                    </span>
+                                    {% endif %}
                                 {% elif item.schedule.execution_status == 'completed' %}
                                     <span class="px-2 py-0.5 text-xs font-medium bg-green-100 text-green-800 dark:bg-green-900/30 dark:text-green-300 rounded-full">
                                         Completed
@@ -157,7 +163,8 @@
                             {% endif %}
                         </div>
 
-                        <!-- Actions -->
+                        <!-- Actions (hidden when project is on hold or archived) -->
+                        {% if project_status not in ('on_hold', 'archived') %}
                         <div class="flex items-center gap-2 flex-shrink-0">
                             {% if item.schedule.execution_status == 'pending' %}
                                 <button onclick="executeSchedule('{{ item.schedule.id }}')"
@@ -177,6 +184,7 @@
                                 </button>
                             {% endif %}
                         </div>
+                        {% endif %}
                     </div>
                 </div>
                 {% endfor %}