As a Member, I want to be able to easily and rapidly communicate to all relevant parties, when I'm not able to attend an upcoming shift

[seuribe]

Background
Often a member cannot attend a shift and wants to be excused. Depending on whether it's a flying shift, how far away in the future the shift is, and other factors, it might not be possible for them to just remove themselves from the shift in Tapir. In those cases, they need to communicate the issue with the members office and the team leader (if there's one). This communication is right now handled outside of Tapir.

Proposal
Add a button in the shift page, that a member can use to inform the appropriate people that they want to cancel their shift.

• The button should be in the button area for the shift, as an additional button
• The action should require confirmation (then same type of confirmation as for registering for a shift or asking for a replacement)
• When the user is requested the confirmation, they will also be shown a text field, where they can enter additional information for the members office and the team leader. This text field should be optional.
• Once the user confirms, the button should not be available/active anymore: they should only be able to execute this action once.
• Tapir should inform the Team Leader (if there's one) and the members' office. In addition, the member him/herself should receive a confirmation for the action.
• At the moment, this information will be sent by email. In the future, there might be other communication channels (e.g., Slack/Matrix, SMS, etc.)
• The email should contain at least the following information:

1. The fact that a shift cancellation was requested
2. Who requested it (either member name or number)
3. Shift information (when, what)
4. If the member entered additional information in the text field, then it should also be included here, making it clear that it was user input (e.g., "message from member: blah blah blah")

• The action should be logged

Additional questions

• Under which conditions should this button be shown or not? For example, if it's possible for the member to just cancel their shift (e.g. flying shift and >7 days in the future), then it might not make sense to show the button.
• Should anything else happen, beyond the communication? No (might change in the future). But the shift state might need to be changed, so that the user cannot click on the button again (implementation details? might need further discussion)

References

• Slack thread discussions https://supercoopberlin.slack.com/archives/C01SYB5QSTB/p1664962284903259 and https://supercoopberlin.slack.com/archives/C01SYB5QSTB/p1664771138424559

[Theophile-Madet]

Thanks for the detailed description!

Tapir should inform the Team Leader (if there's one) and the member's.

Should this say "and the member's office"?

Should we give the member requesting the cancellation a text field to explain why they can't attend the shift, that would be included in the email?

[Theophile-Madet]

I add the "medium priority" label for all tickets where I don't have a clear opinion what priority they should have, but feel free to update based on your own judgement.

[seuribe]

Thanks for the detailed description!

Tapir should inform the Team Leader (if there's one) and the member's.
Do you mean "and the member's office"?

Should we give the member requesting the cancellation a text field to explain why they can't attend the shift, that would be included in the email?

Yes, we could add it. I'll update the issue.

[Theophile-Madet]

Replaced with #597 and #607