# Simplified Gitea Kanban Workflow

**Version:** 2.0  
**Date:** March 19, 2026  
**Project:** Firefrost Operations

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## Column Structure (5 Columns)

### 1. 📋 Backlog (Default)
- **Color:** Gray (#7f8c8d)
- **Purpose:** Intake column - all new issues start here
- **Who Manages:** Anyone can add issues
- **Move When:** Issue is triaged, prioritized, and ready for assignment

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### 2. 🧙 Michael (Frost Blue)
- **Color:** #3498db (Frost Blue)
- **Purpose:** Michael's work queue (combines To Do + In Progress)
- **Who Manages:** Michael
- **Move When:** Michael claims the task and is working on it
- **Use Labels:** Add `status/in-progress` when actively working

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### 3. 🔥 Meg (Fire Orange)
- **Color:** #e67e22 (Fire Orange)
- **Purpose:** Meg's work queue (community, events, moderation)
- **Who Manages:** Meg
- **Move When:** Meg claims the task
- **Use Labels:** Add `status/in-progress` when actively working

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### 4. 🦄 Holly (Purple)
- **Color:** #9b59b6 (Purple)
- **Purpose:** Holly's work queue (building, creative, Pokerole)
- **Who Manages:** Holly
- **Move When:** Holly claims the task
- **Use Labels:** Add `status/in-progress` when actively working

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### 5. ✅ Done (Green)
- **Color:** #27ae60 (Green)
- **Purpose:** Completed work (last 30 days)
- **Who Manages:** Anyone
- **Move When:** Work is complete, deployed, and verified
- **Cleanup:** Archive/close issues older than 30 days

---

## Workflow Patterns

### New Issue Flow

```
1. Create issue (in Backlog by default)
2. Add labels: priority, type, area, assignment
3. If urgent → drag to person's column immediately
4. Otherwise → stays in Backlog until triaged
```

---

### Claiming Work

```
1. Find issue in Backlog
2. Drag to your column (Michael, Meg, or Holly)
3. Keep in your column (don't move back to Backlog)
4. Add status/in-progress label when you start working
5. Move to Done when complete
```

---

### Collaborative Work

```
1. Issue stays in primary owner's column
2. Add labels for additional people: for/michael, for/meg, for/holly
3. Use comments for coordination
4. Primary owner moves to Done when complete
```

---

### Blocked Work

```
1. Keep in your column (don't move back to Backlog)
2. Add status/blocked label
3. Add comment explaining blocker
4. Reference blocking issue: "Blocked by #123"
5. Remove blocked label when unblocked
```

---

## Label Usage

### Status Labels (Use with Person Columns)
- `status/backlog` - Not yet claimed
- `status/to-do` - Claimed but not started
- `status/in-progress` - Actively working
- `status/blocked` - Waiting on something
- `status/review` - Ready for review
- `status/done` - Complete

**Why?** Since columns are per-person (not per-status), use labels to show detailed status.

---

### Priority Labels
- `priority/critical` - Drop everything
- `priority/high` - This week
- `priority/medium` - This month
- `priority/low` - Backlog

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### Type Labels
- `type/bug` - Something broken
- `type/feature` - New functionality
- `type/task` - General work
- `type/docs` - Documentation
- `type/infrastructure` - Server/system work
- `type/refactor` - Code cleanup

---

### Area Labels
- `area/panel` - Pterodactyl Panel
- `area/wings` - Pterodactyl Wings
- `area/billing` - Paymenter
- `area/email` - Mailcow
- `area/website` - Ghost CMS
- `area/automation` - n8n, scripts
- `area/networking` - DNS, proxies
- `area/game-servers` - Minecraft servers
- `area/operations` - General ops

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### Assignment Labels
- `for/michael` - Michael's work
- `for/meg` - Meg's work
- `for/holly` - Holly's work

**Note:** Column position shows **primary owner**, labels show **collaborators**.

---

## Review Process

**No separate Review column** - use labels instead:

```
1. Complete work
2. Add status/review label
3. @ mention reviewer in comment
4. Reviewer tests/checks
5. Reviewer removes status/review label
6. Original owner moves to Done
```

---

## Duplicate Handling

If you find a duplicate issue:

```
1. Identify which is the "canonical" issue (usually the later one with more labels/context)
2. On the duplicate:
   - Add comment: "Duplicate of #XX"
   - Add label: duplicate
   - Close the issue
3. On the canonical issue:
   - Add comment: "See also #XX (closed as duplicate)"
```

---

## Weekly Cleanup

**Every Monday:**

1. **Review Backlog:**
   - Close stale/outdated issues
   - Prioritize top 5 items
   - Assign owners

2. **Check Person Columns:**
   - Move completed work to Done
   - Update blocked items
   - Re-prioritize if needed

3. **Archive Done Column:**
   - Close issues older than 30 days
   - Keep recent completions visible

---

## Quick Reference

**Issue in Backlog:**
- Not yet claimed
- Waiting for triage/priority
- May need more info

**Issue in Person Column:**
- Claimed by that person
- Check labels for status
- Active or queued work

**Issue in Done:**
- Complete and verified
- Will be archived after 30 days
- Closed when archived

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## Benefits of This System

✅ **Fits on screen** - No horizontal scrolling
✅ **Clear ownership** - Column = who's working on it
✅ **Detailed status** - Labels show exact state
✅ **Simple workflow** - Only 5 columns to manage
✅ **Fire + Frost colors** - Visual brand consistency
✅ **Flexible** - Add columns for new team members easily

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**Fire + Frost + Foundation = Where Love Builds Legacy** 💙🔥❄️