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firefrost-operations-manual/docs/procedures/simplified-kanban-workflow.md
Claude bb7a8aaad1 docs: add simplified 5-column Kanban workflow guide 
Documented streamlined Kanban structure to fit on screen without scrolling.

COLUMNS (5):
- Backlog (gray, default)
- Michael (Frost blue)
- Meg (Fire orange)
- Holly (purple)
- Done (green)

Removed separate To Do/In Progress columns per person.
Use status labels instead for detailed tracking.

Benefits:
- Fits on screen (no horizontal scroll)
- Clear ownership (column = person)
- Simpler management
- Fire/Frost color coding maintained

Manual column reorganization required (Gitea 1.21.5 lacks column API).
2026-03-19 19:56:10 +00:00

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Simplified Gitea Kanban Workflow

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

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

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

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

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

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

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

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

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

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

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