refactor: extract staff presence helpers

- Extract activeLeaveByUser, activePassSlipByUser, and approvedLeaveDays to staff_presence.dart utility module
- Replace inline indexing loops in dashboard_screen.dart with helper function calls
- Behavior unchanged, tests added covering all functions

Co-Authored-By: claude-flow <ruv@ruv.net>

lib/screens/dashboard/dashboard_screen.dart

@@ -44,6 +44,7 @@ import '../../widgets/app_metric_card.dart';
 import '../../widgets/app_page_header.dart';
 import '../../widgets/app_section_header.dart';
 import '../../utils/app_time.dart';
+import '../../utils/staff_presence.dart' as staff_presence;
 
 class DashboardMetrics {
   DashboardMetrics({
@@ -369,22 +370,10 @@ final dashboardMetricsProvider = Provider<AsyncValue<DashboardMetrics>>((ref) {
   }
 
   // Index today's leaves by user.
-  final todayLeaveByUser = <String, LeaveOfAbsence>{};
+  final todayLeaveByUser = staff_presence.activeLeaveByUser(allLeaves, now);
-  for (final l in allLeaves) {
-    if (l.status == 'approved' &&
-        !l.startTime.isAfter(now) &&
-        l.endTime.isAfter(now)) {
-      todayLeaveByUser[l.userId] = l;
-    }
-  }
 
   // Index active pass slips by user.
-  final activePassSlipByUser = <String, PassSlip>{};
+  final activePassSlipByUser = staff_presence.activePassSlipByUser(allPassSlips);
-  for (final slip in allPassSlips) {
-    if (slip.isActive) {
-      activePassSlipByUser[slip.userId] = slip;
-    }
-  }
 
   final noon = DateTime(now.year, now.month, now.day, 12, 0);
   final onePM = DateTime(now.year, now.month, now.day, 13, 0);

lib/utils/staff_presence.dart

@@ -0,0 +1,63 @@
+import 'package:tasq/models/leave_of_absence.model.dart';
+import 'package:tasq/models/pass_slip.model.dart';
+import 'programmer_daily_time.dart';
+
+/// Index approved leaves covering the given moment by user ID.
+///
+/// Filters to leaves where:
+/// - status == 'approved'
+/// - startTime <= now < endTime
+///
+/// Returns a map from userId to the leave record.
+Map<String, LeaveOfAbsence> activeLeaveByUser(
+  List<LeaveOfAbsence> leaves,
+  DateTime now,
+) {
+  final result = <String, LeaveOfAbsence>{};
+  for (final leave in leaves) {
+    if (leave.status == 'approved' &&
+        !leave.startTime.isAfter(now) &&
+        leave.endTime.isAfter(now)) {
+      result[leave.userId] = leave;
+    }
+  }
+  return result;
+}
+
+/// Index active pass slips by user ID.
+///
+/// Filters to slips where slip.isActive is true.
+///
+/// Returns a map from userId to the pass slip record.
+Map<String, PassSlip> activePassSlipByUser(List<PassSlip> slips) {
+  final result = <String, PassSlip>{};
+  for (final slip in slips) {
+    if (slip.isActive) {
+      result[slip.userId] = slip;
+    }
+  }
+  return result;
+}
+
+/// Get the set of Manila calendar days covered by approved leaves for a user.
+///
+/// Iterates through all approved leaves for the given user and collects the
+/// set of Manila day keys (as DateTime.utc(year, month, day)) from each
+/// leave's start date through end date, inclusive.
+Set<DateTime> approvedLeaveDays(
+  List<LeaveOfAbsence> leaves,
+  String userId,
+) {
+  final result = <DateTime>{};
+  for (final leave in leaves) {
+    if (leave.userId == userId && leave.status == 'approved') {
+      var current = manilaDay(leave.startTime);
+      final endDay = manilaDay(leave.endTime);
+      while (!current.isAfter(endDay)) {
+        result.add(current);
+        current = current.add(Duration(days: 1));
+      }
+    }
+  }
+  return result;
+}

test/staff_presence_test.dart

@@ -0,0 +1,266 @@
+import 'package:flutter_test/flutter_test.dart';
+import 'package:tasq/models/leave_of_absence.model.dart';
+import 'package:tasq/models/pass_slip.model.dart';
+import 'package:tasq/utils/app_time.dart';
+import 'package:tasq/utils/staff_presence.dart';
+
+void main() {
+  setUpAll(() {
+    AppTime.initialize();
+  });
+
+  group('activeLeaveByUser', () {
+    test('includes approved leave covering now', () {
+      final now = AppTime.now();
+      final startTime = now.subtract(Duration(hours: 1));
+      final endTime = now.add(Duration(hours: 1));
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'sick_leave',
+        justification: 'Sick',
+        startTime: startTime,
+        endTime: endTime,
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: now,
+      );
+
+      final result = activeLeaveByUser([leave], now);
+      expect(result, containsPair('user1', leave));
+    });
+
+    test('excludes pending leave', () {
+      final now = AppTime.now();
+      final startTime = now.subtract(Duration(hours: 1));
+      final endTime = now.add(Duration(hours: 1));
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'sick_leave',
+        justification: 'Sick',
+        startTime: startTime,
+        endTime: endTime,
+        status: 'pending',
+        filedBy: 'admin',
+        createdAt: now,
+      );
+
+      final result = activeLeaveByUser([leave], now);
+      expect(result, isEmpty);
+    });
+
+    test('excludes leave that ended before now', () {
+      final now = AppTime.now();
+      final startTime = now.subtract(Duration(hours: 3));
+      final endTime = now.subtract(Duration(hours: 1));
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'sick_leave',
+        justification: 'Sick',
+        startTime: startTime,
+        endTime: endTime,
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: now,
+      );
+
+      final result = activeLeaveByUser([leave], now);
+      expect(result, isEmpty);
+    });
+
+    test('excludes leave that starts after now', () {
+      final now = AppTime.now();
+      final startTime = now.add(Duration(hours: 1));
+      final endTime = now.add(Duration(hours: 3));
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'sick_leave',
+        justification: 'Sick',
+        startTime: startTime,
+        endTime: endTime,
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: now,
+      );
+
+      final result = activeLeaveByUser([leave], now);
+      expect(result, isEmpty);
+    });
+  });
+
+  group('activePassSlipByUser', () {
+    test('includes active pass slip', () {
+      final slip = PassSlip(
+        id: 'slip1',
+        userId: 'user1',
+        dutyScheduleId: 'sched1',
+        reason: 'Test',
+        status: 'approved',
+        requestedAt: AppTime.now(),
+        slipStart: AppTime.now(),
+        slipEnd: null,
+      );
+
+      final result = activePassSlipByUser([slip]);
+      expect(result, containsPair('user1', slip));
+    });
+
+    test('excludes pending pass slip', () {
+      final slip = PassSlip(
+        id: 'slip1',
+        userId: 'user1',
+        dutyScheduleId: 'sched1',
+        reason: 'Test',
+        status: 'pending',
+        requestedAt: AppTime.now(),
+        slipStart: null,
+        slipEnd: null,
+      );
+
+      final result = activePassSlipByUser([slip]);
+      expect(result, isEmpty);
+    });
+
+    test('excludes ended pass slip', () {
+      final slip = PassSlip(
+        id: 'slip1',
+        userId: 'user1',
+        dutyScheduleId: 'sched1',
+        reason: 'Test',
+        status: 'approved',
+        requestedAt: AppTime.now(),
+        slipStart: AppTime.now(),
+        slipEnd: AppTime.now().add(Duration(hours: 1)),
+      );
+
+      final result = activePassSlipByUser([slip]);
+      expect(result, isEmpty);
+    });
+  });
+
+  group('approvedLeaveDays', () {
+    test('single day leave returns one day key', () {
+      // Sep 24, 08:00 to Sep 24, 17:00 Manila time → just Sep 24
+      final start = AppTime.fromComponents(year: 2026, month: 9, day: 24, hour: 8, minute: 0);
+      final end = AppTime.fromComponents(year: 2026, month: 9, day: 24, hour: 17, minute: 0);
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'sick_leave',
+        justification: 'Sick',
+        startTime: start,
+        endTime: end,
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: DateTime.utc(2026, 9, 23),
+      );
+
+      final result = approvedLeaveDays([leave], 'user1');
+      expect(result, contains(DateTime.utc(2026, 9, 24)));
+      expect(result.length, 1);
+    });
+
+    test('multi-day leave returns all day keys', () {
+      // Sep 24, 08:00 to Sep 25, 17:00 Manila time → Sep 24 and Sep 25
+      final start = AppTime.fromComponents(year: 2026, month: 9, day: 24, hour: 8, minute: 0);
+      final end = AppTime.fromComponents(year: 2026, month: 9, day: 25, hour: 17, minute: 0);
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'vacation_leave',
+        justification: 'Vacation',
+        startTime: start,
+        endTime: end,
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: DateTime.utc(2026, 9, 23),
+      );
+
+      final result = approvedLeaveDays([leave], 'user1');
+      expect(result, contains(DateTime.utc(2026, 9, 24)));
+      expect(result, contains(DateTime.utc(2026, 9, 25)));
+      expect(result.length, 2);
+    });
+
+    test('excludes pending leaves', () {
+      final start = AppTime.fromComponents(year: 2026, month: 9, day: 24, hour: 8, minute: 0);
+      final end = AppTime.fromComponents(year: 2026, month: 9, day: 25, hour: 17, minute: 0);
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'vacation_leave',
+        justification: 'Vacation',
+        startTime: start,
+        endTime: end,
+        status: 'pending',
+        filedBy: 'admin',
+        createdAt: DateTime.utc(2026, 9, 23),
+      );
+
+      final result = approvedLeaveDays([leave], 'user1');
+      expect(result, isEmpty);
+    });
+
+    test('filters by userId', () {
+      final start = AppTime.fromComponents(year: 2026, month: 9, day: 24, hour: 8, minute: 0);
+      final end = AppTime.fromComponents(year: 2026, month: 9, day: 25, hour: 17, minute: 0);
+
+      final leave = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'vacation_leave',
+        justification: 'Vacation',
+        startTime: start,
+        endTime: end,
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: DateTime.utc(2026, 9, 23),
+      );
+
+      final result = approvedLeaveDays([leave], 'user2');
+      expect(result, isEmpty);
+    });
+
+    test('handles multiple approved leaves for same user', () {
+      final leave1 = LeaveOfAbsence(
+        id: 'leave1',
+        userId: 'user1',
+        leaveType: 'sick_leave',
+        justification: 'Sick',
+        startTime: AppTime.fromComponents(year: 2026, month: 9, day: 24, hour: 8, minute: 0),
+        endTime: AppTime.fromComponents(year: 2026, month: 9, day: 24, hour: 17, minute: 0),
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: AppTime.fromComponents(year: 2026, month: 9, day: 23),
+      );
+
+      final leave2 = LeaveOfAbsence(
+        id: 'leave2',
+        userId: 'user1',
+        leaveType: 'vacation_leave',
+        justification: 'Vacation',
+        startTime: AppTime.fromComponents(year: 2026, month: 9, day: 26, hour: 8, minute: 0),
+        endTime: AppTime.fromComponents(year: 2026, month: 9, day: 27, hour: 17, minute: 0),
+        status: 'approved',
+        filedBy: 'admin',
+        createdAt: AppTime.fromComponents(year: 2026, month: 9, day: 23),
+      );
+
+      final result = approvedLeaveDays([leave1, leave2], 'user1');
+      expect(result, contains(DateTime.utc(2026, 9, 24)));
+      expect(result, contains(DateTime.utc(2026, 9, 26)));
+      expect(result, contains(DateTime.utc(2026, 9, 27)));
+      expect(result.length, 3);
+    });
+  });
+}