feat: revamp communication hub with recipient preview and state filtering

- New previewRecipients query shows live project/applicant counts as you
  compose, with per-state breakdown for Round Applicants
- Exclude Rejected/Withdrawn checkboxes filter out terminal-state projects
- Compose form now has 2/3 + 1/3 layout with always-visible recipient
  summary sidebar showing project counts, applicant counts, state badges
- Preview dialog enlarged (max-w-3xl) with split layout: email preview
  on left, recipient/delivery summary on right
- Send button now shows recipient count ("Send to N Recipients")
- resolveRecipients accepts excludeStates param for ROUND_APPLICANTS

Co-Authored-By: Claude Opus 4.6 <noreply@anthropic.com>

src/app/(admin)/admin/messages/page.tsx

@@ -1,6 +1,6 @@
 'use client'
 
-import { useState } from 'react'
+import { useState, useMemo } from 'react'
 import Link from 'next/link'
 import { trpc } from '@/lib/trpc/client'
 import {
@@ -60,6 +60,10 @@ import {
   Inbox,
   CheckCircle2,
   Eye,
+  Users,
+  FolderOpen,
+  XCircle,
+  ArrowRight,
 } from 'lucide-react'
 import { toast } from 'sonner'
 import { formatDate } from '@/lib/utils'
@@ -77,6 +81,24 @@ const RECIPIENT_TYPE_OPTIONS: { value: RecipientType; label: string }[] = [
 
 const ROLES = ['JURY_MEMBER', 'MENTOR', 'OBSERVER', 'APPLICANT', 'PROGRAM_ADMIN']
 
+const STATE_LABELS: Record<string, string> = {
+  PENDING: 'Pending',
+  IN_PROGRESS: 'Active',
+  COMPLETED: 'Completed',
+  PASSED: 'Passed',
+  REJECTED: 'Rejected',
+  WITHDRAWN: 'Withdrawn',
+}
+
+const STATE_BADGE_VARIANT: Record<string, 'default' | 'success' | 'destructive' | 'secondary'> = {
+  PENDING: 'secondary',
+  IN_PROGRESS: 'default',
+  COMPLETED: 'default',
+  PASSED: 'success',
+  REJECTED: 'destructive',
+  WITHDRAWN: 'secondary',
+}
+
 export default function MessagesPage() {
   const [recipientType, setRecipientType] = useState<RecipientType>('ALL')
   const [selectedRole, setSelectedRole] = useState('')
@@ -90,11 +112,12 @@ export default function MessagesPage() {
   const [isScheduled, setIsScheduled] = useState(false)
   const [scheduledAt, setScheduledAt] = useState('')
   const [showPreview, setShowPreview] = useState(false)
+  const [excludeRejected, setExcludeRejected] = useState(true)
+  const [excludeWithdrawn, setExcludeWithdrawn] = useState(true)
 
   const utils = trpc.useUtils()
 
   // Fetch supporting data
-  // Get programs with stages
   const { data: programs } = trpc.program.list.useQuery({ includeStages: true })
   const rounds = programs?.flatMap((p) =>
     ((p.stages ?? []) as Array<{ id: string; name: string }>).map((s: { id: string; name: string }) => ({ ...s, program: { name: p.name } }))
@@ -105,12 +128,43 @@ export default function MessagesPage() {
     { enabled: recipientType === 'USER' }
   )
 
-  // Fetch sent messages for history (messages sent BY this admin)
+  // Fetch sent messages for history
   const { data: sentMessages, isLoading: loadingSent } = trpc.message.sent.useQuery(
     { page: 1, pageSize: 50 },
     { refetchInterval: 30_000 }
   )
 
+  // Compute exclude states list
+  const excludeStates = useMemo(() => {
+    const states: string[] = []
+    if (excludeRejected) states.push('REJECTED')
+    if (excludeWithdrawn) states.push('WITHDRAWN')
+    return states
+  }, [excludeRejected, excludeWithdrawn])
+
+  // Live recipient preview — fetches whenever selection changes
+  const recipientPreview = trpc.message.previewRecipients.useQuery(
+    {
+      recipientType,
+      recipientFilter: buildRecipientFilterValue(),
+      roundId: roundId || undefined,
+      excludeStates: recipientType === 'ROUND_APPLICANTS' ? excludeStates : undefined,
+    },
+    {
+      enabled: recipientType === 'ROUND_APPLICANTS'
+        ? !!roundId
+        : recipientType === 'ROUND_JURY'
+          ? !!roundId
+          : recipientType === 'ROLE'
+            ? !!selectedRole
+            : recipientType === 'USER'
+              ? !!selectedUserId
+              : recipientType === 'PROGRAM_TEAM'
+                ? !!selectedProgramId
+                : recipientType === 'ALL',
+    }
+  )
+
   const emailPreview = trpc.message.previewEmail.useQuery(
     { subject, body },
     { enabled: showPreview && subject.length > 0 && body.length > 0 }
@@ -164,7 +218,7 @@ export default function MessagesPage() {
     )
   }
 
-  const buildRecipientFilter = (): unknown => {
+  function buildRecipientFilterValue(): unknown {
     switch (recipientType) {
       case 'ROLE':
         return selectedRole ? { role: selectedRole } : undefined
@@ -187,9 +241,7 @@ export default function MessagesPage() {
       }
       case 'ROUND_JURY': {
         if (!roundId) return 'Stage Jury (none selected)'
-        const stage = rounds?.find(
+        const stage = rounds?.find((r) => r.id === roundId)
-          (r) => r.id === roundId
-        )
         return stage
           ? `Jury of ${stage.program ? `${stage.program.name} - ` : ''}${stage.name}`
           : 'Stage Jury'
@@ -219,44 +271,49 @@ export default function MessagesPage() {
     }
   }
 
-  const handlePreview = () => {
+  const validateForm = (): boolean => {
     if (!subject.trim()) {
       toast.error('Subject is required')
-      return
+      return false
     }
     if (!body.trim()) {
       toast.error('Message body is required')
-      return
+      return false
     }
     if (deliveryChannels.length === 0) {
       toast.error('Select at least one delivery channel')
-      return
+      return false
     }
     if (recipientType === 'ROLE' && !selectedRole) {
       toast.error('Please select a role')
-      return
+      return false
     }
     if ((recipientType === 'ROUND_JURY' || recipientType === 'ROUND_APPLICANTS') && !roundId) {
       toast.error('Please select a round')
-      return
+      return false
     }
     if (recipientType === 'PROGRAM_TEAM' && !selectedProgramId) {
       toast.error('Please select a program')
-      return
+      return false
     }
     if (recipientType === 'USER' && !selectedUserId) {
       toast.error('Please select a user')
-      return
+      return false
+    }
+    return true
   }
 
+  const handlePreview = () => {
+    if (!validateForm()) return
     setShowPreview(true)
   }
 
   const handleActualSend = () => {
     sendMutation.mutate({
       recipientType,
-      recipientFilter: buildRecipientFilter(),
+      recipientFilter: buildRecipientFilterValue(),
       roundId: roundId || undefined,
+      excludeStates: recipientType === 'ROUND_APPLICANTS' ? excludeStates : undefined,
       subject: subject.trim(),
       body: body.trim(),
       deliveryChannels,
@@ -266,6 +323,8 @@ export default function MessagesPage() {
     setShowPreview(false)
   }
 
+  const preview = recipientPreview.data
+
   return (
     <div className="space-y-6">
       {/* Header */}
@@ -297,7 +356,9 @@ export default function MessagesPage() {
         </TabsList>
 
         <TabsContent value="compose" className="space-y-4 mt-4">
-          {/* Compose Form */}
+          <div className="grid gap-4 lg:grid-cols-3">
+            {/* Left: Compose form */}
+            <div className="lg:col-span-2 space-y-4">
               <Card>
                 <CardHeader>
                   <CardTitle className="text-lg">Compose Message</CardTitle>
@@ -369,6 +430,37 @@ export default function MessagesPage() {
                     </div>
                   )}
 
+                  {/* Exclude filters for Round Applicants */}
+                  {recipientType === 'ROUND_APPLICANTS' && roundId && (
+                    <div className="rounded-lg border p-3 space-y-2">
+                      <Label className="text-sm font-medium">Exclude Project States</Label>
+                      <div className="flex flex-wrap gap-4">
+                        <div className="flex items-center gap-2">
+                          <Checkbox
+                            id="exclude-rejected"
+                            checked={excludeRejected}
+                            onCheckedChange={(v) => setExcludeRejected(!!v)}
+                          />
+                          <label htmlFor="exclude-rejected" className="text-sm cursor-pointer flex items-center gap-1.5">
+                            <XCircle className="h-3.5 w-3.5 text-destructive" />
+                            Exclude Rejected
+                          </label>
+                        </div>
+                        <div className="flex items-center gap-2">
+                          <Checkbox
+                            id="exclude-withdrawn"
+                            checked={excludeWithdrawn}
+                            onCheckedChange={(v) => setExcludeWithdrawn(!!v)}
+                          />
+                          <label htmlFor="exclude-withdrawn" className="text-sm cursor-pointer flex items-center gap-1.5">
+                            <XCircle className="h-3.5 w-3.5 text-muted-foreground" />
+                            Exclude Withdrawn
+                          </label>
+                        </div>
+                      </div>
+                    </div>
+                  )}
+
                   {recipientType === 'PROGRAM_TEAM' && (
                     <div className="space-y-2">
                       <Label>Select Program</Label>
@@ -544,7 +636,7 @@ export default function MessagesPage() {
                     )}
                   </div>
 
-              {/* Send button */}
+                  {/* Preview button */}
                   <div className="flex justify-end">
                     <Button onClick={handlePreview} disabled={sendMutation.isPending}>
                       {sendMutation.isPending ? (
@@ -557,6 +649,115 @@ export default function MessagesPage() {
                   </div>
                 </CardContent>
               </Card>
+            </div>
+
+            {/* Right sidebar: Recipient Summary */}
+            <div className="space-y-4">
+              <Card>
+                <CardHeader className="pb-3">
+                  <CardTitle className="text-sm flex items-center gap-2">
+                    <Users className="h-4 w-4 text-blue-500" />
+                    Recipient Summary
+                  </CardTitle>
+                </CardHeader>
+                <CardContent>
+                  {recipientPreview.isLoading ? (
+                    <div className="space-y-2">
+                      <Skeleton className="h-5 w-32" />
+                      <Skeleton className="h-4 w-24" />
+                    </div>
+                  ) : preview ? (
+                    <div className="space-y-3">
+                      <div className="text-sm text-muted-foreground">
+                        {getRecipientDescription()}
+                      </div>
+
+                      {/* Stats */}
+                      <div className="grid grid-cols-2 gap-3">
+                        {preview.totalProjects > 0 && (
+                          <div className="rounded-lg border p-3 text-center">
+                            <div className="flex items-center justify-center gap-1.5 mb-1">
+                              <FolderOpen className="h-3.5 w-3.5 text-muted-foreground" />
+                              <span className="text-xs text-muted-foreground">Projects</span>
+                            </div>
+                            <p className="text-xl font-bold tabular-nums">{preview.totalProjects}</p>
+                          </div>
+                        )}
+                        <div className={`rounded-lg border p-3 text-center ${preview.totalProjects > 0 ? '' : 'col-span-2'}`}>
+                          <div className="flex items-center justify-center gap-1.5 mb-1">
+                            <Users className="h-3.5 w-3.5 text-muted-foreground" />
+                            <span className="text-xs text-muted-foreground">Recipients</span>
+                          </div>
+                          <p className="text-xl font-bold tabular-nums">{preview.totalApplicants}</p>
+                        </div>
+                      </div>
+
+                      {/* State breakdown for Round Applicants */}
+                      {recipientType === 'ROUND_APPLICANTS' && Object.keys(preview.stateBreakdown).length > 0 && (
+                        <div className="space-y-2">
+                          <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">
+                            Projects by Status
+                          </p>
+                          <div className="space-y-1.5">
+                            {Object.entries(preview.stateBreakdown)
+                              .sort(([a], [b]) => {
+                                const order = ['IN_PROGRESS', 'PENDING', 'COMPLETED', 'PASSED', 'REJECTED', 'WITHDRAWN']
+                                return order.indexOf(a) - order.indexOf(b)
+                              })
+                              .map(([state, count]) => {
+                                const isExcluded = excludeStates.includes(state)
+                                return (
+                                  <div
+                                    key={state}
+                                    className={`flex items-center justify-between rounded-md px-2.5 py-1.5 text-sm ${
+                                      isExcluded ? 'bg-muted/50 opacity-50 line-through' : 'bg-muted/30'
+                                    }`}
+                                  >
+                                    <div className="flex items-center gap-2">
+                                      <Badge
+                                        variant={STATE_BADGE_VARIANT[state] || 'secondary'}
+                                        className="text-[10px] px-1.5 py-0"
+                                      >
+                                        {STATE_LABELS[state] || state}
+                                      </Badge>
+                                      {isExcluded && (
+                                        <span className="text-[10px] text-muted-foreground">(excluded)</span>
+                                      )}
+                                    </div>
+                                    <span className="font-semibold tabular-nums">{count}</span>
+                                  </div>
+                                )
+                              })}
+                          </div>
+
+                          {/* Included vs excluded summary */}
+                          {excludeStates.length > 0 && (
+                            <div className="rounded-lg bg-blue-500/5 border border-blue-200/50 p-2.5 mt-2">
+                              <p className="text-xs text-blue-700">
+                                Sending to <span className="font-semibold">{preview.totalApplicants}</span> applicants
+                                {' '}across{' '}
+                                <span className="font-semibold">
+                                  {preview.totalProjects - Object.entries(preview.stateBreakdown)
+                                    .filter(([s]) => excludeStates.includes(s))
+                                    .reduce((sum, [, c]) => sum + c, 0)}
+                                </span>{' '}
+                                projects (excluding{' '}
+                                {excludeStates.map((s) => STATE_LABELS[s] || s).join(' & ').toLowerCase()}).
+                              </p>
+                            </div>
+                          )}
+                        </div>
+                      )}
+                    </div>
+                  ) : (
+                    <p className="text-sm text-muted-foreground">
+                      Select a recipient type{recipientType !== 'ALL' ? ' and filter' : ''} to see a summary.
+                    </p>
+                  )}
+                </CardContent>
+              </Card>
+            </div>
+          </div>
         </TabsContent>
 
         <TabsContent value="history" className="mt-4">
@@ -609,6 +810,8 @@ export default function MessagesPage() {
                                 ? `By role`
                                 : msg.recipientType === 'ROUND_JURY'
                                   ? 'Round jury'
+                                  : msg.recipientType === 'ROUND_APPLICANTS'
+                                    ? 'Round applicants'
                                     : msg.recipientType === 'USER'
                                       ? `${recipientCount || 1} user${recipientCount > 1 ? 's' : ''}`
                                       : msg.recipientType}
@@ -671,30 +874,30 @@ export default function MessagesPage() {
         </TabsContent>
       </Tabs>
 
-      {/* Preview Dialog */}
+      {/* Preview & Send Dialog */}
       <Dialog open={showPreview} onOpenChange={setShowPreview}>
-        <DialogContent className="max-w-2xl">
+        <DialogContent className="max-w-3xl max-h-[90vh] overflow-y-auto">
           <DialogHeader>
-            <DialogTitle>Preview Message</DialogTitle>
+            <DialogTitle className="text-xl">Review & Send</DialogTitle>
-            <DialogDescription>Review your message before sending</DialogDescription>
+            <DialogDescription>Verify everything looks correct before sending</DialogDescription>
           </DialogHeader>
-          <div className="space-y-4">
+
-            <div>
+          <div className="grid gap-6 md:grid-cols-5">
-              <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">Recipients</p>
+            {/* Left: Message details */}
-              <p className="text-sm mt-1">{getRecipientDescription()}</p>
+            <div className="md:col-span-3 space-y-4">
-            </div>
               <div>
                 <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">Subject</p>
-              <p className="text-sm font-medium mt-1">{subject}</p>
+                <p className="text-base font-semibold mt-1">{subject}</p>
               </div>
+
               <div>
-              <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">Email Preview</p>
+                <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider mb-2">Email Preview</p>
-              <div className="mt-1 rounded-lg border overflow-hidden bg-gray-50">
+                <div className="rounded-lg border overflow-hidden bg-gray-50">
                   {emailPreview.data?.html ? (
                     <iframe
                       srcDoc={emailPreview.data.html}
                       sandbox="allow-same-origin"
-                    className="w-full h-[500px] border-0"
+                      className="w-full h-[400px] border-0"
                       title="Email Preview"
                     />
                   ) : (
@@ -704,9 +907,71 @@ export default function MessagesPage() {
                   )}
                 </div>
               </div>
-            <div>
+            </div>
-              <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">Delivery Channels</p>
+
-              <div className="flex items-center gap-2 mt-1">
+            {/* Right: Recipient & delivery summary */}
+            <div className="md:col-span-2 space-y-4">
+              <div className="rounded-lg border p-4 space-y-3">
+                <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">Recipients</p>
+                <p className="text-sm font-medium">{getRecipientDescription()}</p>
+
+                {preview && (
+                  <div className="space-y-2">
+                    {preview.totalProjects > 0 && (
+                      <div className="flex items-center justify-between text-sm">
+                        <span className="text-muted-foreground flex items-center gap-1.5">
+                          <FolderOpen className="h-3.5 w-3.5" />
+                          Projects
+                        </span>
+                        <span className="font-semibold tabular-nums">
+                          {preview.totalProjects - Object.entries(preview.stateBreakdown)
+                            .filter(([s]) => excludeStates.includes(s))
+                            .reduce((sum, [, c]) => sum + c, 0)}
+                          {excludeStates.length > 0 && (
+                            <span className="text-muted-foreground font-normal"> / {preview.totalProjects}</span>
+                          )}
+                        </span>
+                      </div>
+                    )}
+                    <div className="flex items-center justify-between text-sm">
+                      <span className="text-muted-foreground flex items-center gap-1.5">
+                        <Users className="h-3.5 w-3.5" />
+                        Applicants
+                      </span>
+                      <span className="font-semibold tabular-nums">{preview.totalApplicants}</span>
+                    </div>
+
+                    {/* State breakdown in preview */}
+                    {recipientType === 'ROUND_APPLICANTS' && Object.keys(preview.stateBreakdown).length > 0 && (
+                      <div className="pt-2 border-t space-y-1">
+                        {Object.entries(preview.stateBreakdown)
+                          .sort(([a], [b]) => {
+                            const order = ['IN_PROGRESS', 'PENDING', 'COMPLETED', 'PASSED', 'REJECTED', 'WITHDRAWN']
+                            return order.indexOf(a) - order.indexOf(b)
+                          })
+                          .map(([state, count]) => {
+                            const isExcluded = excludeStates.includes(state)
+                            return (
+                              <div
+                                key={state}
+                                className={`flex items-center justify-between text-xs ${isExcluded ? 'opacity-40 line-through' : ''}`}
+                              >
+                                <Badge variant={STATE_BADGE_VARIANT[state] || 'secondary'} className="text-[10px] px-1.5 py-0">
+                                  {STATE_LABELS[state] || state}
+                                </Badge>
+                                <span className="tabular-nums">{count} projects</span>
+                              </div>
+                            )
+                          })}
+                      </div>
+                    )}
+                  </div>
+                )}
+              </div>
+
+              <div className="rounded-lg border p-4 space-y-2">
+                <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">Delivery</p>
+                <div className="flex flex-wrap gap-1.5">
                   {deliveryChannels.includes('EMAIL') && (
                     <Badge variant="outline" className="text-xs">
                       <Mail className="mr-1 h-3 w-3" />
@@ -720,15 +985,17 @@ export default function MessagesPage() {
                     </Badge>
                   )}
                 </div>
-            </div>
                 {isScheduled && scheduledAt && (
-              <div>
+                  <div className="flex items-center gap-1.5 text-sm text-muted-foreground mt-1">
-                <p className="text-xs font-medium text-muted-foreground uppercase tracking-wider">Scheduled For</p>
+                    <Clock className="h-3.5 w-3.5" />
-                <p className="text-sm mt-1">{formatDate(new Date(scheduledAt))}</p>
+                    Scheduled: {formatDate(new Date(scheduledAt))}
                   </div>
                 )}
               </div>
-          <DialogFooter className="flex-col sm:flex-row gap-2">
+            </div>
+          </div>
+
+          <DialogFooter className="flex-col sm:flex-row gap-2 mt-4 border-t pt-4">
             <Button
               variant="ghost"
               size="sm"
@@ -744,15 +1011,15 @@ export default function MessagesPage() {
               Send Test to Me
             </Button>
             <Button variant="outline" onClick={() => setShowPreview(false)}>
-              Edit
+              Back to Edit
             </Button>
-            <Button onClick={handleActualSend} disabled={sendMutation.isPending}>
+            <Button onClick={handleActualSend} disabled={sendMutation.isPending} size="lg">
               {sendMutation.isPending ? (
                 <Loader2 className="mr-2 h-4 w-4 animate-spin" />
               ) : (
                 <Send className="mr-2 h-4 w-4" />
               )}
-              {isScheduled ? 'Confirm & Schedule' : 'Confirm & Send'}
+              {isScheduled ? 'Confirm & Schedule' : `Send to ${preview?.totalApplicants ?? '...'} Recipients`}
             </Button>
           </DialogFooter>
         </DialogContent>

src/server/routers/message.ts

@@ -17,6 +17,7 @@ export const messageRouter = router({
         recipientType: z.enum(['USER', 'ROLE', 'ROUND_JURY', 'ROUND_APPLICANTS', 'PROGRAM_TEAM', 'ALL']),
         recipientFilter: z.any().optional(),
         roundId: z.string().optional(),
+        excludeStates: z.array(z.string()).optional(),
         subject: z.string().min(1).max(500),
         body: z.string().min(1),
         deliveryChannels: z.array(z.string()).min(1),
@@ -30,7 +31,8 @@ export const messageRouter = router({
         ctx.prisma,
         input.recipientType,
         input.recipientFilter,
-        input.roundId
+        input.roundId,
+        input.excludeStates
       )
 
       if (recipientUserIds.length === 0) {
@@ -385,6 +387,72 @@ export const messageRouter = router({
       return { html: getEmailPreviewHtml(input.subject, input.body) }
     }),
 
+  /**
+   * Preview recipient counts for a given recipient type + filters.
+   * Returns project breakdown by state for ROUND_APPLICANTS, or total user count for others.
+   */
+  previewRecipients: adminProcedure
+    .input(z.object({
+      recipientType: z.enum(['USER', 'ROLE', 'ROUND_JURY', 'ROUND_APPLICANTS', 'PROGRAM_TEAM', 'ALL']),
+      recipientFilter: z.any().optional(),
+      roundId: z.string().optional(),
+      excludeStates: z.array(z.string()).optional(),
+    }))
+    .query(async ({ ctx, input }) => {
+      // For ROUND_APPLICANTS, return a breakdown by project state
+      if (input.recipientType === 'ROUND_APPLICANTS' && input.roundId) {
+        const projectStates = await ctx.prisma.projectRoundState.findMany({
+          where: { roundId: input.roundId },
+          select: {
+            state: true,
+            projectId: true,
+            project: {
+              select: {
+                submittedByUserId: true,
+                teamMembers: { select: { userId: true } },
+              },
+            },
+          },
+        })
+
+        // Count projects per state
+        const stateBreakdown: Record<string, number> = {}
+        for (const ps of projectStates) {
+          stateBreakdown[ps.state] = (stateBreakdown[ps.state] || 0) + 1
+        }
+
+        // Compute total unique users respecting exclusions
+        const excludeSet = new Set(input.excludeStates ?? [])
+        const includedUserIds = new Set<string>()
+        for (const ps of projectStates) {
+          if (excludeSet.has(ps.state)) continue
+          if (ps.project.submittedByUserId) includedUserIds.add(ps.project.submittedByUserId)
+          for (const tm of ps.project.teamMembers) includedUserIds.add(tm.userId)
+        }
+
+        return {
+          totalProjects: projectStates.length,
+          totalApplicants: includedUserIds.size,
+          stateBreakdown,
+        }
+      }
+
+      // For other recipient types, just count resolved users
+      const userIds = await resolveRecipients(
+        ctx.prisma,
+        input.recipientType,
+        input.recipientFilter,
+        input.roundId,
+        input.excludeStates
+      )
+
+      return {
+        totalProjects: 0,
+        totalApplicants: userIds.length,
+        stateBreakdown: {} as Record<string, number>,
+      }
+    }),
+
   /**
    * Send a test email to the currently logged-in admin.
    */
@@ -415,7 +483,8 @@ async function resolveRecipients(
   prisma: PrismaClient,
   recipientType: string,
   recipientFilter: unknown,
-  roundId?: string
+  roundId?: string,
+  excludeStates?: string[]
 ): Promise<string[]> {
   const filter = recipientFilter as Record<string, unknown> | undefined
 
@@ -454,9 +523,13 @@ async function resolveRecipients(
     case 'ROUND_APPLICANTS': {
       const targetRoundId = roundId || (filter?.roundId as string)
       if (!targetRoundId) return []
-      // Get all projects in this round
+      // Get all projects in this round, optionally excluding certain states
+      const stateWhere: Record<string, unknown> = { roundId: targetRoundId }
+      if (excludeStates && excludeStates.length > 0) {
+        stateWhere.state = { notIn: excludeStates }
+      }
       const projectStates = await prisma.projectRoundState.findMany({
-        where: { roundId: targetRoundId },
+        where: stateWhere,
         select: { projectId: true },
       })
       const projectIds = projectStates.map((ps) => ps.projectId)