[codex] Improve gig activity and historical status handling

.env.example

@@ -36,6 +36,7 @@ JOB_RETRY_MAX_SECONDS=300
 JOB_TIMEOUT_SECONDS=600
 JOB_RESULT_TTL_SECONDS=3600
 GIG_RECRUITING_STALE_DAYS=7
+GIG_RECRUITING_REMINDER_MAX_AGE_DAYS=90
 
 # Internal transfer storage (optional defaults for host-run app services)
 MINIO_ENDPOINT=http://127.0.0.1:9000

apps/admin_dashboard/src/dashboard-utils.test.ts

@@ -3,6 +3,7 @@ import { describe, expect, it } from "vitest"
 import {
   daysSince,
   displayOnboarder,
+  formatDate,
   githubUrl,
   labelForOnboardingState,
   linkedinUrl,
@@ -45,4 +46,8 @@ describe("dashboard utility helpers", () => {
     expect(daysSince("2026-05-17T00:00:00Z", now)).toBe(0)
     expect(daysSince("not a date", now)).toBeNull()
   })
+
+  it("includes the year in formatted timestamps", () => {
+    expect(formatDate("2026-01-27T02:26:00Z")).toContain("2026")
+  })
 })

apps/admin_dashboard/src/dashboard-utils.ts

@@ -30,6 +30,7 @@ export function formatDate(value?: string | null) {
   const date = new Date(value)
   if (Number.isNaN(date.getTime())) return value
   return date.toLocaleString(undefined, {
+    year: "numeric",
     month: "short",
     day: "numeric",
     hour: "2-digit",

apps/admin_dashboard/src/main.tsx

@@ -786,6 +786,7 @@ function App() {
   const [status, setStatus] = useState("")
   const [jobType, setJobType] = useState("")
   const [gigStatus, setGigStatus] = useState("")
+  const [gigIncludeHistorical, setGigIncludeHistorical] = useState(false)
   const [gigLimit, setGigLimit] = useState(100)
   const [projectQuery, setProjectQuery] = useState("")
   const [projectStatus, setProjectStatus] = useState(initialProjectDetailId ? "" : "Open")
@@ -934,6 +935,7 @@ function App() {
   function gigsUrl() {
     const params = new URLSearchParams({ limit: String(gigLimit) })
     if (gigStatus) params.set("status", gigStatus)
+    if (gigIncludeHistorical) params.set("include_historical", "true")
     return `/dashboard/api/gigs?${params.toString()}`
   }
 
@@ -1793,10 +1795,10 @@ function App() {
     if (view === "jobs" && permissions.length > 0) void loadJobs()
   }, [minutes, status])
 
-  // biome-ignore lint/correctness/useExhaustiveDependencies: gigs reload intentionally follows status filter changes only while gigs is active.
+  // biome-ignore lint/correctness/useExhaustiveDependencies: gigs reload intentionally follows list filter changes only while gigs is active.
   useEffect(() => {
     if (view === "gigs" && permissions.length > 0) void loadGigs()
-  }, [gigStatus, gigLimit])
+  }, [gigStatus, gigIncludeHistorical, gigLimit])
 
   // biome-ignore lint/correctness/useExhaustiveDependencies: projects reload intentionally follows status changes only while projects is active.
   useEffect(() => {
@@ -2094,12 +2096,15 @@ function App() {
               sort={sort.gigs}
               loading={loading}
               status={gigStatus}
+              includeHistorical={gigIncludeHistorical}
               limit={gigLimit}
               staleDays={staleRecruitingDays}
               canWrite={can("gigs:write")}
+              canIncludeHistorical={can("people:read")}
               crmContactUrl={crmContactUrl}
               crmAttachmentUrl={crmAttachmentUrl}
               setStatus={setGigStatus}
+              setIncludeHistorical={setGigIncludeHistorical}
               setLimit={setGigLimit}
               onRefresh={refreshGigsView}
               onSort={(key) => handleSort("gigs", key)}
@@ -4417,12 +4422,15 @@ function GigsView(props: {
   sort: { key: string; direction: SortDirection }
   loading: Record<string, boolean>
   status: string
+  includeHistorical: boolean
   limit: number
   staleDays: number
   canWrite: boolean
+  canIncludeHistorical: boolean
   crmContactUrl: (contactId?: string) => string
   crmAttachmentUrl: (attachmentId?: string) => string
   setStatus: (value: string) => void
+  setIncludeHistorical: (value: boolean) => void
   setLimit: (value: number) => void
   onRefresh: () => void
   onSort: (key: string) => void
@@ -4442,7 +4450,7 @@ function GigsView(props: {
     { total: 0, applications: 0, interested: 0, stale: 0 },
   )
   const filterBar = (
-    <Card className="grid gap-3 p-4 md:grid-cols-[minmax(160px,1fr)_auto_auto] md:items-end">
+    <Card className="grid gap-3 p-4 md:grid-cols-[minmax(160px,1fr)_auto_auto_auto] md:items-end">
       <Label>
         Status
         <Select
@@ -4458,6 +4466,16 @@ function GigsView(props: {
           ))}
         </Select>
       </Label>
+      {props.canIncludeHistorical ? (
+        <label className="flex min-h-9 items-center gap-2 text-xs font-bold text-muted-foreground">
+          <input
+            type="checkbox"
+            checked={props.includeHistorical}
+            onChange={(event) => props.setIncludeHistorical(event.target.checked)}
+          />
+          Include historical
+        </label>
+      ) : null}
       <Button
         id="refreshGigs"
         type="button"

apps/api/src/five08/backend/api.py

@@ -2797,6 +2797,7 @@ async def dashboard_people_handler(
 async def dashboard_gigs_handler(
     request: Request,
     status: str | None = Query(default=None),
+    include_historical: bool = Query(default=False),
     limit: int = Query(default=100, ge=1, le=500),
 ) -> JSONResponse:
     """Return dashboard-visible Discord gigs and candidate fit snapshots."""
@@ -2826,6 +2827,7 @@ async def dashboard_gigs_handler(
         settings,
         viewer_discord_user_id=session.subject,
         include_all=include_all,
+        include_historical=include_historical and include_all,
         status=normalized_status,
         limit=limit,
     )
@@ -2855,6 +2857,7 @@ async def dashboard_gig_detail_handler(
         settings,
         viewer_discord_user_id=session.subject,
         include_all=include_all,
+        include_historical=True,
         engagement_id=normalized_engagement_id,
         limit=1,
     )
@@ -2883,6 +2886,7 @@ async def dashboard_notifications_handler(
         viewer_discord_user_id=session.subject,
         include_all=include_all,
         stale_days=settings.gig_recruiting_stale_days,
+        max_age_days=settings.gig_recruiting_reminder_max_age_days,
         limit=limit,
     )
     return JSONResponse(

apps/api/src/five08/backend/static/dashboard/.vite/manifest.json

@@ -1,11 +1,11 @@
 {
   "index.html": {
-    "file": "assets/index-DAy1pv-J.js",
+    "file": "assets/index-DT8AhUVi.js",
     "name": "index",
     "src": "index.html",
     "isEntry": true,
     "css": [
-      "assets/index-0wkHV6At.css"
+      "assets/index-D2CiH-sJ.css"
     ]
   }
 }

apps/api/src/five08/backend/static/dashboard/index.html

@@ -4,8 +4,8 @@
     <meta charset="UTF-8" />
     <meta name="viewport" content="width=device-width, initial-scale=1.0" />
     <title>508 Operations Dashboard</title>
-    <script type="module" crossorigin src="/dashboard/assets/index-DAy1pv-J.js"></script>
-    <link rel="stylesheet" crossorigin href="/dashboard/assets/index-0wkHV6At.css">
+    <script type="module" crossorigin src="/dashboard/assets/index-DT8AhUVi.js"></script>
+    <link rel="stylesheet" crossorigin href="/dashboard/assets/index-D2CiH-sJ.css">
   </head>
   <body>
     <div id="root"></div>

apps/discord_bot/src/five08/discord_bot/cogs/jobs.py

@@ -2242,7 +2242,7 @@ async def _persist_thread_engagement_match(
         try:
             thread_name = str(getattr(thread, "name", "") or "")
             starter_id = getattr(starter, "id", None) or thread.id
-            status = parse_status_from_title(thread_name)
+            status = self._status_for_thread(thread)
             title = (
                 requirements.title
                 or strip_status_from_title(thread_name)
@@ -2270,6 +2270,7 @@ async def _persist_thread_engagement_match(
                     preferred_skills=requirements.preferred_skills,
                     requirements=requirements_to_payload(requirements),
                     preserve_existing_status=True,
+                    refresh_activity=False,
                 ),
             )
             saved = await asyncio.to_thread(
@@ -2327,12 +2328,31 @@ async def _upsert_thread_engagement(
                 body_raw=body,
                 body_normalized=body,
                 posted_at=getattr(post.starter, "created_at", None),
-                status=parse_status_from_title(thread_name),
+                status=self._status_for_thread(thread),
                 preserve_existing_status=True,
                 refresh_activity=refresh_activity,
             ),
         )
 
+    @staticmethod
+    def _thread_looks_done(thread: discord.Thread) -> bool:
+        """Treat closed Discord forum posts as no longer actively recruiting."""
+        return bool(
+            getattr(thread, "locked", False) or getattr(thread, "archived", False)
+        )
+
+    @classmethod
+    def _status_for_thread(cls, thread: discord.Thread) -> EngagementStatus:
+        explicit_status = parse_status_from_title(
+            str(getattr(thread, "name", "") or "")
+        )
+        if cls._thread_looks_done(thread) and explicit_status in {
+            EngagementStatus.UNKNOWN,
+            EngagementStatus.RECRUITING,
+        }:
+            return EngagementStatus.OUTDATED
+        return explicit_status
+
     @staticmethod
     async def _rename_gig_thread_for_status(
         thread: discord.Thread,
@@ -2852,6 +2872,7 @@ async def _send_due_recruiting_reminders(self) -> None:
                 list_due_recruiting_reminders,
                 settings,
                 stale_days=settings.gig_recruiting_stale_days,
+                max_age_days=settings.gig_recruiting_reminder_max_age_days,
             )
         except Exception as exc:
             logger.warning("Failed loading due recruiting reminders: %s", exc)
@@ -2869,6 +2890,15 @@ async def _send_due_recruiting_reminders(self) -> None:
                     thread = await self.bot.fetch_channel(int(thread_id))
                 if not isinstance(thread, discord.Thread):
                     continue
+                if self._thread_looks_done(thread):
+                    await asyncio.to_thread(
+                        update_engagement_status,
+                        settings,
+                        engagement_id=str(engagement_id),
+                        status=EngagementStatus.OUTDATED,
+                        actor_discord_user_id=None,
+                    )
+                    continue
                 age_days = int(
                     row.get("age_days") or settings.gig_recruiting_stale_days
                 )
@@ -2968,7 +2998,7 @@ async def _persist_thread_direct_interest(self, message: discord.Message) -> boo
                     body_raw=post.starter.content or None,
                     body_normalized=post.starter.content or None,
                     posted_at=getattr(post.starter, "created_at", None),
-                    status=parse_status_from_title(thread_name),
+                    status=self._status_for_thread(thread),
                     preserve_existing_status=True,
                 ),
             )
@@ -3027,7 +3057,7 @@ async def _persist_thread_reply_activity(self, message: discord.Message) -> None
                     body_raw=post.starter.content or None,
                     body_normalized=post.starter.content or None,
                     posted_at=getattr(post.starter, "created_at", None),
-                    status=parse_status_from_title(thread_name),
+                    status=self._status_for_thread(thread),
                     preserve_existing_status=True,
                     refresh_activity=True,
                 ),

docs/configuration.md

@@ -23,6 +23,7 @@ that most often matter in local development and deployment.
 - `JOB_RETRY_BASE_SECONDS`
 - `JOB_RETRY_MAX_SECONDS`
 - `GIG_RECRUITING_STALE_DAYS`
+- `GIG_RECRUITING_REMINDER_MAX_AGE_DAYS`
 
 `./scripts/dev.sh` overrides local Redis settings to deterministic per-worktree
 localhost ports. Compose injects Docker-network URLs.

docs/discord-gig-dashboard.md

@@ -74,16 +74,24 @@ guards for phrases such as "not available" or "not interested".
 
 `GIG_RECRUITING_STALE_DAYS` controls when a recruiting gig is considered stale.
 The default is `7`.
+`GIG_RECRUITING_REMINDER_MAX_AGE_DAYS` bounds reminders and stale notifications
+to recently posted gigs. The default is `90`, so old backfilled Discord posts are
+not treated as active recruiting work.
 
 The dashboard notification tray uses `GET /dashboard/api/notifications` to show
 recruiting gigs whose latest known activity is older than the configured
 threshold.
+The main gig list hides only historical terminal statuses (`LOST` and
+`OUTDATED`) by default. Steering/admin viewers can opt into historical gigs when
+they need those records.
 
 The Discord bot also runs a periodic reminder loop. When a stale recruiting gig
 has a Discord thread and original poster, it replies in the thread and mentions
 the poster asking for a status update. Sent reminders update
 `last_recruiting_reminder_at` but do not advance `last_activity_at`, so passive
 reminders do not make stale gigs look active.
+Locked or archived Discord gig threads are treated as done and marked outdated
+instead of receiving a reminder.
 
 Ordinary registered gig thread replies count as activity. This makes the stale
 recruiting reminder instruction to "leave a thread reply if it is still active"

packages/shared/src/five08/engagements.py

@@ -830,6 +830,7 @@ def list_dashboard_engagements(
     *,
     viewer_discord_user_id: str | None,
     include_all: bool,
+    include_historical: bool = False,
     status: EngagementStatus | None = None,
     engagement_id: str | None = None,
     limit: int = 50,
@@ -846,6 +847,8 @@ def list_dashboard_engagements(
     if status is not None:
         conditions.append("e.status = %s")
         params.append(status.value)
+    elif engagement_id is None and not include_historical:
+        conditions.append("e.status IN ('recruiting', 'filled', 'unknown')")
     params.append(max(1, min(limit, 500)))
     sql = f"""
         SELECT
@@ -923,7 +926,15 @@ def list_dashboard_engagements(
             )
         WHERE {" AND ".join(conditions)}
         GROUP BY e.id
-        ORDER BY e.last_activity_at DESC NULLS LAST, e.created_at DESC
+        ORDER BY
+            CASE e.status
+                WHEN 'recruiting' THEN 0
+                WHEN 'filled' THEN 1
+                WHEN 'unknown' THEN 2
+                ELSE 3
+            END ASC,
+            e.last_activity_at DESC NULLS LAST,
+            e.created_at DESC
         LIMIT %s
     """
     with get_postgres_connection(settings) as conn:
@@ -939,11 +950,13 @@ def list_dashboard_notifications(
     viewer_discord_user_id: str | None,
     include_all: bool,
     stale_days: int,
+    max_age_days: int,
     limit: int = 20,
 ) -> list[dict[str, Any]]:
     """Return dashboard notification items visible to one viewer."""
     days = max(1, stale_days)
-    params: list[Any] = [days]
+    max_age = max(days, max_age_days)
+    params: list[Any] = [days, max_age]
     conditions = [
         "e.lifecycle_stage = 'pending_gig'",
         "e.status = 'recruiting'",
@@ -955,6 +968,7 @@ def list_dashboard_notifications(
             e.created_at
         ) <= NOW() - make_interval(days => %s)
         """,
+        "COALESCE(e.posted_at, e.created_at) >= NOW() - make_interval(days => %s)",
     ]
     if not include_all:
         conditions.append("e.posted_by_discord_user_id = %s")
@@ -1002,10 +1016,12 @@ def list_due_recruiting_reminders(
     settings: SharedSettings,
     *,
     stale_days: int,
+    max_age_days: int,
     limit: int = 25,
 ) -> list[dict[str, Any]]:
     """Atomically claim recruiting gig threads that need a Discord status reminder."""
     days = max(1, stale_days)
+    max_age = max(days, max_age_days)
     sql = """
         WITH due AS (
             SELECT e.id
@@ -1020,6 +1036,7 @@ def list_due_recruiting_reminders(
                     COALESCE(e.posted_at, '-infinity'::timestamptz),
                     e.created_at
                   ) <= NOW() - make_interval(days => %s)
+              AND COALESCE(e.posted_at, e.created_at) >= NOW() - make_interval(days => %s)
               AND (
                     e.last_recruiting_reminder_at IS NULL
                     OR e.last_recruiting_reminder_at <= NOW() - make_interval(days => %s)
@@ -1061,7 +1078,7 @@ def list_due_recruiting_reminders(
         FROM claimed e
         ORDER BY e.last_recruiting_reminder_at ASC NULLS FIRST, e.created_at ASC
     """
-    params = (days, days, max(1, min(limit, 100)))
+    params = (days, max_age, days, max(1, min(limit, 100)))
     with get_postgres_connection(settings) as conn:
         with conn.cursor(row_factory=dict_row) as cursor:
             cursor.execute(sql, params)

packages/shared/src/five08/settings.py

@@ -39,6 +39,7 @@ class SharedSettings(BaseSettings):
     job_timeout_seconds: int = 600
     job_result_ttl_seconds: int = 3600
     gig_recruiting_stale_days: int = Field(default=7, ge=1)
+    gig_recruiting_reminder_max_age_days: int = Field(default=90, ge=1)
     minio_endpoint: str = "http://127.0.0.1:9000"
     minio_root_user: str = "internal"
     minio_root_password: str = ""