firefrost-operations-manual/docs/tasks/plane-deployment/README.md

# Task #47 — Plane Project Management Deployment

**Status:** READY  
**Priority:** Tier 2 — Major Infrastructure  
**Time:** 2-3 hours  
**Created:** March 15, 2026  
**Created By:** The Navigator (Chronicler #30)  
**Updated:** March 15, 2026 — Chronicler #31  
**Owner:** Michael "Frostystyle" Krause  
**Target URL:** tasks.firefrostgaming.com  
**Server:** TX1 Dallas (38.68.14.26)

## Hardware Decision (March 15, 2026)

Full fleet audit conducted. VPS machines all RAM-constrained for Plane's 4GB minimum:
- Command Center: 3.8GB total
- Panel VPS: 1.9GB total
- Ghost VPS: overloaded with Ghost + 3 Wiki.js instances
- Billing VPS: reserved for Mailcow

TX1 and NC1 are dedicated servers with 251GB RAM each. TX1 selected:
- TX1: 226GB free RAM, 771GB free disk — Plane is a rounding error
- NC1: disk at 61% used — TX1 has more headroom

**Philosophy note:** TX1 is nominally "game servers only" but the resource headroom
makes this a pragmatic exception. Plane won't impact game server performance.

---

## Why Plane

Firefrost needs a task management system that:
- Works for non-technical staff (Meg, Holly, moderators, social media helpers)
- Scales from 3 to 15+ people without migrating
- Stays self-hosted (data ownership, fits Firefrost philosophy)
- Has a mobile-friendly interface
- Supports assignment, priorities, milestones, and comments

Plane is the open source self-hosted answer to Linear. Docker-based, actively developed, genuinely good UI. Free forever when self-hosted.

**Decision:** Self-hosted Plane on Command Center, accessible at tasks.firefrostgaming.com.

---

## System Requirements

Per Plane documentation:
- **Minimum:** 2 CPU cores, 4GB RAM, 20GB storage
- **Recommended for production:** 4+ CPU cores, 16GB RAM

Command Center (63.143.34.217) handles Gitea, Uptime Kuma, and Code-Server comfortably. Plane fits here.

Verify before deploying:
```bash
free -h
df -h /
docker --version
docker compose version
```

---

## Phase 1: DNS Setup (5 min — Cloudflare)

Add A record in Cloudflare:
```
tasks.firefrostgaming.com  A  63.143.34.217  (cf-proxied: false)
```

---

## Phase 2: Installation (30 min)

### SSH to Command Center
```bash
ssh root@63.143.34.217
```

### Create directory
```bash
mkdir -p /opt/plane && cd /opt/plane
```

### Download Plane installer
```bash
curl -fsSL https://raw.githubusercontent.com/makeplane/plane/master/deploy/selfhost/install.sh -o install.sh
chmod +x install.sh
```

### Run installer
```bash
./install.sh
```

When prompted:
- **Action:** 1 (Install)
- **Domain:** `tasks.firefrostgaming.com`
- **Installation type:** Express (use defaults)

### Start Plane
```bash
./install.sh
```
Select **2 (Start)**

### Verify containers running
```bash
docker compose ps
```

Key containers that should be Up:
- plane-web
- plane-api
- plane-worker
- plane-postgres
- plane-redis
- plane-minio (file storage)
- plane-proxy (nginx)

---

## Phase 3: Nginx + SSL (20 min)

### Create Nginx config
```bash
nano /etc/nginx/sites-available/plane
```

```nginx
server {
    listen 80;
    server_name tasks.firefrostgaming.com;

    location / {
        proxy_pass http://localhost:8080;
        proxy_http_version 1.1;
        proxy_set_header Upgrade $http_upgrade;
        proxy_set_header Connection 'upgrade';
        proxy_set_header Host $host;
        proxy_set_header X-Real-IP $remote_addr;
        proxy_set_header X-Forwarded-For $proxy_add_x_forwarded_for;
        proxy_set_header X-Forwarded-Proto $scheme;
        proxy_cache_bypass $http_upgrade;
    }
}
```

### Enable site
```bash
ln -s /etc/nginx/sites-available/plane /etc/nginx/sites-enabled/
nginx -t && systemctl reload nginx
```

### SSL certificate
```bash
certbot --nginx -d tasks.firefrostgaming.com
```

---

## Phase 4: Initial Setup (20 min)

### Access Plane
Go to: **https://tasks.firefrostgaming.com**

### Create admin account
- Email: frostystyle@firefrostgaming.com (or michael@ once Mailcow is live)
- Set strong password — store in Vaultwarden

### Create the Firefrost workspace
- Workspace name: **Firefrost Gaming**
- URL: `firefrost` (will be tasks.firefrostgaming.com/firefrost)

### Create projects

Start with these projects:

| Project | Description | Who uses it |
|---|---|---|
| Infrastructure | Server, deployment, technical tasks | Michael + future devs |
| Community | Discord, social media, moderation tasks | Meg, moderators |
| Content | Ghost posts, server spotlights, announcements | Meg, social media helpers |
| Builds | Holly's builder tasks, world projects | Holly, builders |
| Operations | General ops, cross-team tasks | All staff |

### Create staff accounts

Invite via email once Mailcow is live. For now, create accounts manually:
- gingerfury@firefrostgaming.com — Meg — Member role
- unicorn20089@firefrostgaming.com — Holly — Member role

### Set up labels (global)

Create these labels for consistent tagging:

**Priority:**
- 🔴 Critical
- 🟠 High  
- 🟡 Medium
- 🟢 Low

**Type:**
- 🔧 Infrastructure
- 🎨 Content
- 🛡️ Moderation
- 🏗️ Build
- 🐛 Bug
- ✨ Feature

---

## Phase 5: Migrate Current Tasks (1 hour)

Migrate the top priority tasks from tasks.md into Plane. Don't migrate everything at once — start with active tasks only.

**Priority order for migration:**

1. Task #47 — This task (mark complete once deployed)
2. Task #11 — Mailcow (April 1 target — assign to Michael)
3. Task #40 — Holly's Builder rank (assign to Michael + Holly)
4. Task #45 — Server Sunset Evaluation (assign to Michael)
5. Task #28 — Discord reorganization (assign to Meg — she's handling it via Holly)
6. Task #46 — Ghost music player (assign to Michael)

For each task in Plane:
- Title matches tasks.md task name
- Description links to `docs/tasks/[task-name]/README.md` in Gitea
- Assignee set
- Priority set
- Due date if applicable (e.g. Mailcow = April 1, 2026)

---

## Phase 6: Backup Configuration (15 min)

### Manual backup command
```bash
cd /opt/plane && ./install.sh
```
Select **7 (Backup Data)**

### Automate daily backups
```bash
crontab -e
```

Add:
```bash
0 3 * * * cd /opt/plane && ./install.sh backup >> /var/log/plane-backup.log 2>&1
```

Backups at 3am daily. Review logs weekly.

---

## Phase 7: Uptime Kuma Monitor (5 min)

Add Plane to Uptime Kuma monitoring:
- URL: https://tasks.firefrostgaming.com
- Monitor type: HTTP(s)
- Name: Plane (tasks.firefrostgaming.com)
- Interval: 5 minutes

---

## Post-Deployment

- [ ] tasks.firefrostgaming.com accessible via HTTPS
- [ ] Admin account created, password in Vaultwarden
- [ ] Firefrost workspace created
- [ ] 5 projects created (Infrastructure, Community, Content, Builds, Operations)
- [ ] Meg and Holly accounts created
- [ ] Labels configured
- [ ] Top priority tasks migrated from tasks.md
- [ ] Daily backup cron running
- [ ] Uptime Kuma monitor added
- [ ] DNS record confirmed
- [ ] tasks.md updated with note: "Active tasks tracked in Plane at tasks.firefrostgaming.com"

---

## Staff Onboarding

Once deployed, each staff member needs a quick orientation:

**For Meg and Holly:**
- Log in at tasks.firefrostgaming.com
- Check "My Issues" to see assigned tasks
- Click a task to see details and add comments
- Mark done by changing status to Done
- That's it — they don't need to know anything else to start

**Mobile:** Plane has a mobile web interface that works well. Native apps are in development.

---

## Future Integrations

When ready:
- **Gitea webhook** — link commits to Plane issues via issue ID in commit messages
- **Mailcow** — email notifications for task assignments (configure after Mailcow live)
- **Discord bot** — post task updates to #staff-announcements (future)

---

## Related Documentation

- Plane self-hosting docs: https://developers.plane.so/self-hosting/methods/docker-compose
- Current tasks: `docs/core/tasks.md`
- Staff accounts: `docs/reference/staff-accounts.md` (to be created)

---

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