fix(booking): ensure BASE/SELF_SERVICE users can create bookings from asset index

[DonKoko]

Add teamMembersForForm support to both simple and advanced mode loaders in data.server.ts. This ensures BASE/SELF_SERVICE users always have their team member available in the custodian dropdown when creating bookings from the asset index bulk actions, regardless of pagination settings.

Previously, when canSeeAllCustody was true, team members were paginated to 12 items, and the current user's team member might not be in the first page, preventing booking creation.

This completes the fix across all booking creation entry points:

• Bookings index
• Calendar
• Asset detail page
• Kit detail page
• Asset index bulk actions (this change)

[vercel]

The latest updates on your projects. Learn more about Vercel for GitHub.

1 Skipped Deployment

Project	Deployment	Preview	Comments	Updated (UTC)
shelf-docs	Ignored	Preview		Nov 3, 2025 3:08pm

[Copilot]

Pull Request Overview

This PR refactors team member data fetching for booking forms to optimize performance and separate concerns between filter dropdowns and form custodian selects. The key change introduces a new getTeamMemberForForm function that optimizes the query for BASE/SELF_SERVICE users by fetching only their team member in a single query, while ADMIN users continue to get the paginated list.

• Replaces getTeamMemberForCustodianFilter with getTeamMemberForForm in booking form contexts
• Introduces conditional data fetching: BASE/SELF_SERVICE users get optimized single queries, ADMIN users reuse filter data
• Adds teamMembersForForm property across multiple routes to maintain backward compatibility and clear separation

Reviewed Changes

Copilot reviewed 10 out of 10 changed files in this pull request and generated 2 comments.

Show a summary per file

File	Description
app/modules/team-member/service.server.ts	Adds new getTeamMemberForForm function that optimizes team member fetching for forms
app/routes/_layout+/bookings.new.tsx	Replaces getTeamMemberForCustodianFilter with getTeamMemberForForm and adds teamMembersForForm property
app/routes/_layout+/bookings._index.tsx	Conditionally fetches team members for forms, reusing filter data for ADMIN users
app/routes/_layout+/calendar.tsx	Separates filter and form team member fetching with conditional logic for BASE/SELF_SERVICE
app/routes/_layout+/assets.$assetId.overview.create-new-booking.tsx	Updates to use getTeamMemberForForm for booking creation
app/routes/_layout+/kits.$kitId.assets.create-new-booking.tsx	Updates to use getTeamMemberForForm for kit booking creation
app/modules/asset/data.server.ts	Adds conditional team member fetching for both simple and advanced mode loaders
app/components/booking/forms/new-booking-form.tsx	Updates to use teamMembersForForm with fallback to teamMembers
app/components/booking/forms/fields/custodian.tsx	Changes initialDataKey from teamMembers to teamMembersForForm
app/components/booking/create-booking-dialog.tsx	Updates to use teamMembersForForm instead of teamMembers

Comments suppressed due to low confidence (1)

app/modules/team-member/service.server.ts:576

• Corrected spelling of 'THis' to 'This' and 'doenst' to 'doesn't'.

 * Fixes team members with invalid names. THis runs as void on the background so it doenst block the main thread

[chatgpt-codex-connector]

💡 Codex Review

shelf.nu/app/components/assets/assets-index/create-booking-for-selected-assets-dialog.tsx

Lines 25 to 56 in b6c7e69

	export default function CreateBookingForSelectedAssetsDialog() {
	const { currentOrganization, teamMembers, tagsData } =
	useLoaderData<AssetIndexLoaderData>();
	const tagsSuggestions = tagsData.tags.map((tag) => ({
	label: tag.name,
	value: tag.id,
	}));
	const selectedAssets = useAtomValue(selectedBulkItemsAtom);
	const workingHoursData = useWorkingHours(currentOrganization.id);
	const { workingHours } = workingHoursData;
	const bookingSettings = useBookingSettings();
	const zo = useZorm(
	"CreateBookingWithAssets",
	BookingFormSchema({
	action: "new",
	workingHours,
	bookingSettings,
	})
	);
	const { startDate: defaultStartDate, endDate: defaultEndDate } =
	getBookingDefaultStartEndTimes(
	workingHours,
	bookingSettings.bufferStartTime
	);
	const [startDate, setStartDate] = useState(defaultStartDate);
	const [endDate, setEndDate] = useState(defaultEndDate);
	const { isBaseOrSelfService, roles } = useUserRoleHelper();
	const user = useUserData();
	const defaultTeamMember = isBaseOrSelfService
	? teamMembers.find((tm) => tm.userId === user!.id)

Custodian defaults still pull from paginated teamMembers list

The bulk booking dialog on the asset index still derives defaultTeamMember from teamMembers. For BASE/SELF_SERVICE users with canSeeAllCustody, that array is paginated to 12 results and often does not contain the current user—exactly the scenario this change set is meant to solve. Although the loader now returns teamMembersForForm with the guaranteed current team member, the dialog ignores it and therefore still yields undefined defaults and an unusable custodian select. Use teamMembersForForm (or fall back to teamMembers) for the lookup so these users can actually create bookings from the asset index.

ℹ️ About Codex in GitHub

Your team has set up Codex to review pull requests in this repo. Reviews are triggered when you

• Open a pull request for review
• Mark a draft as ready
• Comment "@codex review".

If Codex has suggestions, it will comment; otherwise it will react with 👍.

Codex can also answer questions or update the PR. Try commenting "@codex address that feedback".