[codex] Improve desktop startup warmup performance

desktop/macos/Desktop/Sources/APIClient.swift

@@ -1709,6 +1709,11 @@ extension APIClient {
     return try await get(endpoint)
   }
 
+  /// Fetches one action item by backend ID.
+  func getActionItem(id: String) async throws -> TaskActionItem {
+    try await get("v1/action-items/\(id)")
+  }
+
   /// Updates an action item
   func updateActionItem(
     id: String,

desktop/macos/Desktop/Sources/AuthService.swift

@@ -332,6 +332,7 @@ class AuthService {
         AnalyticsManager.shared.identify()
         AnalyticsManager.shared.signInCompleted(provider: "apple")
         APIKeyService.shared.startFetchingKeys()
+        Task { await FloatingBarUsageLimiter.shared.fetchPlan() }
 
         // Start trial polling for the newly signed-in user
         if let state = AppState.current {
@@ -454,6 +455,7 @@ class AuthService {
             AnalyticsManager.shared.identify()
             AnalyticsManager.shared.signInCompleted(provider: provider)
             APIKeyService.shared.startFetchingKeys()
+            Task { await FloatingBarUsageLimiter.shared.fetchPlan() }
 
             // Start trial polling for the newly signed-in user
             if let state = AppState.current {

desktop/macos/Desktop/Sources/MainWindow/CrispManager.swift

@@ -49,6 +49,9 @@ class CrispManager: ObservableObject {
     var activationObserver: NSObjectProtocol?
     var refreshAllObserver: NSObjectProtocol?
 
+    /// Retained so a delayed startup poll cannot fire after sign-out/stop.
+    private var initialPollTask: Task<Void, Never>?
+
     /// Counter bumped at the top of `pollForMessages()`, before the auth-backoff
     /// guard and the network task. Lets `CrispManagerLifecycleTests` prove that
     /// posting `didBecomeActive` / `.refreshAllData` actually reaches the poll
@@ -62,11 +65,14 @@ class CrispManager: ObservableObject {
 
     /// Call once after sign-in to fetch Crisp messages and listen for activation/Cmd+R.
     ///
-    /// - Parameter performInitialPoll: If `true` (default), kicks off an immediate
-    ///   `pollForMessages()` call that hits `APIClient.shared`. Pass `false` only
-    ///   from lifecycle unit tests that want to exercise observer registration
-    ///   without touching the network, auth state, or firing real notifications.
-    func start(performInitialPoll: Bool = true) {
+    /// - Parameters:
+    ///   - performInitialPoll: If `true` (default), schedules an initial
+    ///     `pollForMessages()` call that hits `APIClient.shared`. Pass `false` only
+    ///     from lifecycle unit tests that want to exercise observer registration
+    ///     without touching the network, auth state, or firing real notifications.
+    ///   - initialPollDelay: Optional delay before the initial poll. Activation and
+    ///     Cmd+R events still poll immediately.
+    func start(performInitialPoll: Bool = true, initialPollDelay: TimeInterval = 0) {
         guard !isStarted else { return }
         isStarted = true
 
@@ -78,7 +84,17 @@ class CrispManager: ObservableObject {
         }
 
         if performInitialPoll {
-            pollForMessages()
+            if initialPollDelay > 0 {
+                initialPollTask?.cancel()
+                initialPollTask = Task { [weak self] in
+                    try? await Task.sleep(nanoseconds: UInt64(initialPollDelay * 1_000_000_000))
+                    guard !Task.isCancelled else { return }
+                    guard let self, self.isStarted else { return }
+                    self.pollForMessages()
+                }
+            } else {
+                pollForMessages()
+            }
         }
 
         // Refresh on app activation and Cmd+R (no periodic timer)
@@ -101,6 +117,8 @@ class CrispManager: ObservableObject {
 
     /// Stop observing (called on sign-out)
     func stop() {
+        initialPollTask?.cancel()
+        initialPollTask = nil
         if let obs = activationObserver { NotificationCenter.default.removeObserver(obs) }
         if let obs = refreshAllObserver { NotificationCenter.default.removeObserver(obs) }
         activationObserver = nil
@@ -117,6 +135,7 @@ class CrispManager: ObservableObject {
 
     private func pollForMessages() {
         pollInvocations += 1
+        guard !isRunningUnderXCTest else { return }
         Task {
             // Skip if in auth backoff period (recent 401 errors)
             guard !AuthBackoffTracker.shared.shouldSkipRequest() else { return }
@@ -165,6 +184,11 @@ class CrispManager: ObservableObject {
         }
     }
 
+    private var isRunningUnderXCTest: Bool {
+        ProcessInfo.processInfo.environment["XCTestConfigurationFilePath"] != nil
+            || NSClassFromString("XCTestCase") != nil
+    }
+
     private struct CrispUnreadResponse: Codable {
         let unread_count: Int
         let messages: [CrispOperatorMessage]
@@ -209,6 +233,10 @@ class CrispManager: ObservableObject {
             return []
         }
 
+        if httpResponse.statusCode == 401 {
+            throw APIError.unauthorized
+        }
+
         guard httpResponse.statusCode == 200 else {
             log("CrispManager: backend returned \(httpResponse.statusCode)")
             return []

desktop/macos/Desktop/Sources/MainWindow/DesktopHomeView.swift

@@ -39,6 +39,10 @@ struct DesktopHomeView: View {
   @State private var previousIndexBeforeSettings: Int = 0
   @State private var logoPulse = false
   @State private var lastActivationRefresh = Date.distantPast
+  @State private var didScheduleAgentVMProvisioning = false
+  @State private var proactiveMonitoringStartGate = RetryableDelayedStartGate()
+  @State private var didScheduleConversationWarmup = false
+  @State private var initialFileIndexingBackfill = DelayedFileIndexingBackfillState()
   // Dismiss state for the Neo "no desktop access" banner (resets each launch).
   @State private var neoDesktopBannerDismissed = false
 
@@ -145,11 +149,7 @@ struct DesktopHomeView: View {
 
               // For existing users who haven't indexed files yet, run a background scan
               if !UserDefaults.standard.bool(forKey: "hasCompletedFileIndexing") {
-                UserDefaults.standard.set(true, forKey: "hasCompletedFileIndexing")
-                Task {
-                  log("DesktopHomeView: Running background file scan for existing user")
-                  await FileIndexerService.shared.backgroundRescan()
-                }
+                scheduleInitialFileIndexing()
               }
 
               let settings = AssistantSettings.shared
@@ -162,6 +162,7 @@ struct DesktopHomeView: View {
                   appState.startTranscription()
                 } else {
                   log("DesktopHomeView: Deferring transcription — API keys not yet loaded")
+                  Task { await APIKeyService.shared.waitForKeys() }
                 }
               } else if !settings.transcriptionEnabled {
                 log("DesktopHomeView: Transcription disabled in settings, skipping auto-start")
@@ -188,15 +189,7 @@ struct DesktopHomeView: View {
               // If API keys aren't loaded yet, this may fail — onChange below retries.
               if settings.screenAnalysisEnabled {
                 if APIKeyService.keysAvailable {
-                  ProactiveAssistantsPlugin.shared.startMonitoring { success, error in
-                    if success {
-                      log("DesktopHomeView: Screen analysis started")
-                    } else {
-                      log(
-                        "DesktopHomeView: Screen analysis failed to start: \(error ?? "unknown") — setting remains enabled for next launch"
-                      )
-                    }
-                  }
+                  scheduleProactiveMonitoringStart(reason: "launch")
                 } else {
                   log(
                     "DesktopHomeView: Deferring screen analysis — API keys not yet loaded"
@@ -207,7 +200,7 @@ struct DesktopHomeView: View {
               }
 
               // Start Crisp chat in background for notifications
-              CrispManager.shared.start()
+              CrispManager.shared.start(initialPollDelay: StartupWarmupPolicy.crispInitialPollDelay)
 
               // Set up floating control bar (only show if user hasn't disabled it)
               FloatingControlBarManager.shared.setup(
@@ -223,14 +216,9 @@ struct DesktopHomeView: View {
             }
             .task {
               // Trigger eager data loading when main content appears
-              // Load conversations/folders in parallel with other data
-              async let vmLoad: Void = viewModelContainer.loadAllData()
-              async let conversations: Void = appState.loadConversations()
-              async let folders: Void = appState.loadFolders()
-              _ = await (vmLoad, conversations, folders)
-
-              // Backend-based check: ensure user has a cloud agent VM
-              await AgentVMService.shared.ensureProvisioned()
+              await viewModelContainer.loadAllData()
+              scheduleConversationWarmup()
+              scheduleAgentVMProvisioning()
             }
             // Refresh conversations when app becomes active (e.g. switching back from another app)
             .onReceive(
@@ -249,8 +237,8 @@ struct DesktopHomeView: View {
               if AssistantSettings.shared.screenAnalysisEnabled && !plugin.isMonitoring {
                 plugin.refreshScreenRecordingPermission()
                 if plugin.hasScreenRecordingPermission {
-                  log("DesktopHomeView: Permission available on app active — starting monitoring")
-                  plugin.startMonitoring { _, _ in }
+                  log("DesktopHomeView: Permission available on app active — scheduling monitoring")
+                  scheduleProactiveMonitoringStart(reason: "app active")
                 }
               }
             }
@@ -265,15 +253,7 @@ struct DesktopHomeView: View {
               // Retry screen analysis
               let plugin = ProactiveAssistantsPlugin.shared
               if AssistantSettings.shared.screenAnalysisEnabled && !plugin.isMonitoring {
-                plugin.startMonitoring { success, error in
-                  if success {
-                    log("DesktopHomeView: Screen analysis started (after key load)")
-                  } else {
-                    log(
-                      "DesktopHomeView: Screen analysis retry failed: \(error ?? "unknown")"
-                    )
-                  }
-                }
+                scheduleProactiveMonitoringStart(reason: "key load")
               }
             }
             // Cmd+R: refresh all data (conversations, chat, tasks, memories)
@@ -289,6 +269,18 @@ struct DesktopHomeView: View {
               log(
                 "DesktopHomeView: userDidSignOut — resetting hasCompletedOnboarding and stopping transcription"
               )
+              viewModelContainer.resetStartupState()
+              didScheduleConversationWarmup = false
+              didScheduleAgentVMProvisioning = false
+              appState.conversations = []
+              appState.folders = []
+              appState.selectedFolderId = nil
+              appState.selectedDateFilter = nil
+              appState.showStarredOnly = false
+              appState.totalConversationsCount = nil
+              appState.conversationsError = nil
+              appState.isLoadingConversations = false
+              appState.isLoadingFolders = false
               appState.hasCompletedOnboarding = false
               appState.stopTranscription()
             }
@@ -565,7 +557,7 @@ struct DesktopHomeView: View {
       updatedAt: ISO8601DateFormatter().string(from: Date())
     )
 
-    Task {
+    Task { @MainActor in
       await DesktopAutomationStateStore.shared.update(snapshot)
     }
   }
@@ -653,6 +645,139 @@ struct DesktopHomeView: View {
     }
   }
 
+  private func scheduleAgentVMProvisioning() {
+    guard !didScheduleAgentVMProvisioning else { return }
+    didScheduleAgentVMProvisioning = true
+
+    Task { @MainActor in
+      try? await Task.sleep(
+        nanoseconds: UInt64(StartupWarmupPolicy.agentVMProvisioningDelay * 1_000_000_000)
+      )
+      guard !Task.isCancelled else {
+        didScheduleAgentVMProvisioning = false
+        return
+      }
+      guard await AuthState.shared.isSignedIn else {
+        didScheduleAgentVMProvisioning = false
+        return
+      }
+      await AgentVMService.shared.ensureProvisioned()
+    }
+  }
+
+  private func scheduleConversationWarmup() {
+    guard !didScheduleConversationWarmup else { return }
+    didScheduleConversationWarmup = true
+
+    Task { @MainActor in
+      try? await Task.sleep(
+        nanoseconds: UInt64(StartupWarmupPolicy.conversationWarmupDelay * 1_000_000_000)
+      )
+      guard !Task.isCancelled else {
+        didScheduleConversationWarmup = false
+        return
+      }
+      guard await AuthState.shared.isSignedIn else {
+        didScheduleConversationWarmup = false
+        return
+      }
+
+      async let conversations: Void = loadConversationsIfNeeded()
+      async let folders: Void = loadFoldersIfNeeded()
+      _ = await (conversations, folders)
+    }
+  }
+
+  private func loadConversationsIfNeeded() async {
+    guard appState.conversations.isEmpty else { return }
+    await appState.loadConversations()
+  }
+
+  private func loadFoldersIfNeeded() async {
+    guard appState.folders.isEmpty else { return }
+    await appState.loadFolders()
+  }
+
+  private func scheduleInitialFileIndexing() {
+    guard
+      initialFileIndexingBackfill.reserveIfNeeded(
+        hasCompletedBackfill: UserDefaults.standard.bool(forKey: "hasCompletedFileIndexing"))
+    else { return }
+
+    Task { @MainActor in
+      try? await Task.sleep(
+        nanoseconds: UInt64(StartupWarmupPolicy.initialFileIndexingDelay * 1_000_000_000)
+      )
+      guard !Task.isCancelled else {
+        initialFileIndexingBackfill.releaseReservation()
+        return
+      }
+      guard await AuthState.shared.isSignedIn else {
+        initialFileIndexingBackfill.releaseReservation()
+        return
+      }
+      log("DesktopHomeView: Running delayed background file scan for existing user")
+      await FileIndexerService.shared.backgroundRescan()
+      guard !Task.isCancelled else {
+        initialFileIndexingBackfill.releaseReservation()
+        return
+      }
+      guard await AuthState.shared.isSignedIn else {
+        initialFileIndexingBackfill.releaseReservation()
+        return
+      }
+      initialFileIndexingBackfill.markScanCompleted()
+      if initialFileIndexingBackfill.shouldMarkComplete {
+        UserDefaults.standard.set(true, forKey: "hasCompletedFileIndexing")
+        log(
+          "DesktopHomeView: Marked existing-user file indexing backfill complete after background scan returned"
+        )
+      }
+    }
+  }
+
+  private func scheduleProactiveMonitoringStart(reason: String) {
+    guard proactiveMonitoringStartGate.reserve() else { return }
+
+    Task { @MainActor in
+      try? await Task.sleep(
+        nanoseconds: UInt64(StartupWarmupPolicy.proactiveAssistantsStartDelay * 1_000_000_000)
+      )
+      guard !Task.isCancelled else {
+        proactiveMonitoringStartGate.finishAttempt()
+        return
+      }
+      guard await AuthState.shared.isSignedIn else {
+        proactiveMonitoringStartGate.finishAttempt()
+        return
+      }
+
+      let plugin = ProactiveAssistantsPlugin.shared
+      guard AssistantSettings.shared.screenAnalysisEnabled, !plugin.isMonitoring else {
+        proactiveMonitoringStartGate.finishAttempt()
+        return
+      }
+      guard APIKeyService.keysAvailable else {
+        proactiveMonitoringStartGate.finishAttempt()
+        log("DesktopHomeView: Screen analysis still deferred after \(reason) — API keys not yet loaded")
+        return
+      }
+
+      plugin.startMonitoring { success, error in
+        Task { @MainActor in
+          proactiveMonitoringStartGate.finishAttempt()
+          if success {
+            log("DesktopHomeView: Screen analysis started (\(reason), delayed)")
+          } else {
+            log(
+              "DesktopHomeView: Screen analysis failed to start (\(reason)): \(error ?? "unknown") — setting remains enabled for next launch"
+            )
+          }
+        }
+      }
+    }
+  }
+
   private func updateStoreActivity(for index: Int) {
     viewModelContainer.tasksStore.isActive =
       index == SidebarNavItem.dashboard.rawValue || index == SidebarNavItem.tasks.rawValue