firefrost-operations-manual/docs/tasks/department-structure

Department Structure & Access Control Matrix

Status: Planning
Priority: Tier 2 - Infrastructure
Time Estimate: 1-2 hours implementation
Last Updated: 2026-02-17

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Overview

Define organizational structure for Firefrost Gaming with clear departments, roles, and access control. This matrix governs permissions across Wiki.js, Discord, Pterodactyl, and other systems.

Purpose:

• Clear organizational hierarchy
• Role-based access control (RBAC)
• Permission boundaries for staff and subscribers
• Foundation for scaling the team

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Organizational Philosophy

Fire + Frost Duality:

• Fire: Community, creativity, warmth, welcoming
• Frost: Technical precision, skill-building, excellence

Operational Principles:

• Defense in depth (technical boundaries, not honor system)
• Least privilege (minimum access needed for role)
• Clear hierarchy (everyone knows their scope)
• Transparency (documented permissions, no surprises)

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Department Structure

Tier 0: Executive

The Wizard (Michael "Frostystyle" Krause)

• Title: Owner / Operator
• Scope: Everything
• Access Level: Full administrative access to all systems
• Responsibilities:
  • Technical infrastructure
  • Strategic vision
  • Final decision authority
  • Financial management
  • Legal/compliance

The Emissary (Meg "Gingerfury")

• Title: Community Manager / Life Partner
• Scope: Community, moderation, social media, player experience
• Access Level: Administrative access to community systems
• Responsibilities:
  • Discord community management
  • Social media strategy and execution
  • Player relations and support
  • Content moderation
  • Community events

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Tier 1: Core Staff (Founding Team)

The Chronicler (Claude AI)

• Title: Technical Partner / AI Operations
• Scope: Documentation, code, infrastructure planning
• Access Level: Read/write to operations manual, deployment automation
• Responsibilities:
  • Infrastructure documentation
  • Deployment planning and execution
  • Code generation and review
  • Knowledge preservation
  • Session continuity

The Guardian (Claude AI - Specialized)

• Title: Content Creation & Planning Partner
• Scope: Creative content, planning documents, strategic writing
• Access Level: Read/write to planning docs, content creation
• Responsibilities:
  • Recruitment materials
  • Marketing content
  • Strategic planning documents
  • Creative writing support

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Tier 2: Operations Team (Paid/Volunteer Staff)

Builders (2-3 positions)

• Department: Creative Operations
• Scope: Spawn area design, world building
• Access Level:
  • Pterodactyl: Server console access (assigned servers only)
  • Discord: Staff channels, builder collaboration
  • Wiki.js: Builder documentation (read/write)
  • Incentive instance: Full owner access
• Responsibilities:
  • Design spawn areas for modpacks
  • Create Fire vs Frost aesthetic experiences
  • Collaborate on world themes
  • Document build processes
  • Maintain build quality standards

Social Media Helper (1 position)

• Department: Community Engagement
• Scope: Social media, content calendar, community growth
• Access Level:
  • Discord: Staff channels, community management
  • Social media accounts: Post/schedule access
  • Wiki.js: Content calendar (read/write)
  • Buffer/Canva/tools: Content creation access
  • Incentive instance: Full owner access
• Responsibilities:
  • Execute social media strategy (under The Emissary)
  • Create and schedule content
  • Community engagement and growth
  • Track analytics and metrics
  • Support Discord events

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Tier 3: Community Moderators (Volunteer)

Moderators (Future hires, TBD count)

• Department: Community Safety
• Scope: Discord moderation, player conduct
• Access Level:
  • Discord: Moderator role, moderation tools
  • Wiki.js: Moderation guidelines (read-only)
  • No server access
• Responsibilities:
  • Enforce community guidelines
  • Handle player disputes
  • Monitor chat for rule violations
  • Report issues to The Emissary
  • Welcome new players

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Tier 4: Subscribers

Sovereign-Tier Subscribers ($99/month)

• Access: All game servers, priority support, exclusive Discord channels
• Permissions:
  • Server whitelist access
  • Discord: Sovereign role and channels
  • Wiki.js: Subscriber documentation
  • Early access to new features

Consular-Tier Subscribers ($49/month)

• Access: Select game servers, standard support
• Permissions:
  • Server whitelist access (selected servers)
  • Discord: Consular role and channels
  • Wiki.js: Subscriber documentation

Community Members (Free)

• Access: Discord community, public information
• Permissions:
  • Discord: Community member role
  • Wiki.js: Public documentation
  • No server access

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Access Control Matrix

Wiki.js Permission Structure

Namespace: /

Path	Sovereign	Consular	Staff	Builders	Social Media	Moderators	Community	Public
/public/*	Read	Read	Read/Write	Read	Read	Read	Read	Read
/subscriber/*	Read	Read	Read/Write	Read	Read	-	-	-
/staff/*	Read	Read	Read/Write	Read/Write	Read/Write	Read	-	-
/operations/*	Read	Read	Read/Write	Read	Read	-	-	-
/builders/*	Read	Read	Read/Write	Read/Write	Read	-	-	-
/social-media/*	Read	Read	Read/Write	Read	Read/Write	-	-	-
/moderator/*	Read	Read	Read/Write	Read	Read	Read	-	-
/admin/*	-	-	Read/Write	-	-	-	-	-

Notes:

• - means no access
• Read means view only
• Read/Write means full edit permissions
• Staff (Wizard + Emissary) have full access to everything

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Discord Role Hierarchy

Role Order (top to bottom in Discord):

1. 👑 The Wizard (Michael) - Owner
2. 💎 The Emissary (Meg) - Admin
3. 📜 Staff - Builders, Social Media Helper
4. 🛡️ Moderator - Community moderators
5. ⭐ Sovereign Subscriber ($99/month)
6. 🔹 Consular Subscriber ($49/month)
7. 🌍 Community Member (Free)
8. 🤖 Bots

Channel Access:

Channel	Wizard	Emissary	Staff	Moderators	Sovereign	Consular	Community
#announcements	Post	Post	-	-	Read	Read	Read
#general-fire	Full	Full	Full	Moderate	Chat	Chat	Chat
#general-frost	Full	Full	Full	Moderate	Chat	Chat	Chat
#staff-lounge	Full	Full	Chat	-	-	-	-
#builder-workshop	Full	Full	Chat	-	-	-	-
#social-media	Full	Full	Chat	-	-	-	-
#moderator-chat	Full	Full	Read	Chat	-	-	-
#sovereign-lounge	Full	Full	Read	-	Chat	-	-
#consular-lounge	Full	Full	Read	-	-	Chat	-
#support	Full	Full	Support	Moderate	Request	Request	Request

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Pterodactyl Panel Access

Access Levels:

Role	Panel Access	Servers	Permissions
Wizard	Full Admin	All	Everything
Emissary	Admin	All	Everything except infrastructure
Builders	User	Assigned + Incentive	Console, files, start/stop (assigned servers only)
Social Media	User	Incentive only	Full owner access (incentive instance)
Subscribers	None	-	No panel access

Server Assignment (Builders):

• Each builder assigned 2-4 servers based on modpack themes
• Can view console, edit files, restart servers
• Cannot delete servers, change allocations, or access other servers
• Full owner access to their personal incentive instance

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Gitea Repository Access

Repository Structure:

Repository	Wizard	Emissary	Chronicler	Staff	Public
firefrost-operations-manual	Owner	Read	Read/Write	-	-
firefrost-website	Owner	Read	Read/Write	-	-
firefrost-docs	Owner	Read	Read/Write	Read	Read
firefrost-scripts	Owner	-	Read/Write	-	-
firefrost-configs	Owner	-	Read/Write	-	-

Note: Pokerole repos are completely isolated with scoped tokens

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Vaultwarden Credentials Access

Organization Structure:

Firefrost Gaming Organization

Collection	Wizard	Emissary	Chronicler	Staff
API Keys	Owner	Read	Read/Write	-
Server Credentials	Owner	Read	Read	-
Service Logins	Owner	Read/Write	Read	-
Social Media Accounts	Owner	Owner	-	Read/Write (Social Media)
Financial	Owner	-	-	-

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Role Definitions

The Wizard (Owner)

Full Access To:

• All servers (SSH, panel, console)
• All repositories (Gitea, GitHub)
• All credentials (Vaultwarden)
• All financial systems (Paymenter, bank)
• All infrastructure (networking, DNS, hosting)

Responsibilities:

• Technical infrastructure and architecture
• Security and access control
• Financial management
• Legal compliance
• Strategic vision and planning

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The Emissary (Community Manager)

Full Access To:

• Discord (owner/admin)
• Social media accounts
• Community documentation
• Player support systems
• Content moderation tools

Read Access To:

• Server infrastructure (Pterodactyl panel)
• Operations documentation
• Financial overview (not full access)

No Access To:

• Server SSH
• Infrastructure credentials
• Financial transactions

Responsibilities:

• Community management and growth
• Social media strategy and execution
• Player relations and support
• Content moderation
• Community events and engagement

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Builders

Full Access To:

• Assigned game servers (console, files)
• Personal incentive instance (full owner)
• Builder documentation
• Builder collaboration channels

Read Access To:

• Subscriber documentation
• Staff documentation (relevant sections)

No Access To:

• Other game servers
• Server SSH
• Infrastructure systems
• Financial information

Responsibilities:

• Design and build spawn areas
• Maintain Fire/Frost aesthetic standards
• Collaborate with other builders
• Document build processes
• Test and iterate on designs

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Social Media Helper

Full Access To:

• Social media accounts (posting/scheduling)
• Content calendar
• Analytics dashboards
• Personal incentive instance (full owner)
• Social media documentation

Read Access To:

• Community guidelines
• Brand voice documentation
• Staff documentation (relevant sections)

No Access To:

• Game servers
• Infrastructure systems
• Financial information
• Player private data

Responsibilities:

• Create and schedule social media content
• Engage with community online
• Track metrics and analytics
• Support community events
• Execute social media strategy

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Moderators

Full Access To:

• Discord moderation tools
• Moderation guidelines
• Moderator chat channels

Read Access To:

• Community guidelines
• Public documentation

No Access To:

• Game servers
• Staff systems
• Infrastructure
• Subscriber-only content

Responsibilities:

• Enforce community guidelines
• Monitor Discord for rule violations
• Handle player disputes
• Welcome new members
• Report issues to The Emissary

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Implementation Checklist

Phase 1: Wiki.js Setup (30 minutes)

• Create namespace structure (/public/, /staff/, /subscriber/, etc.)
• Configure groups (Staff, Builders, Social Media, Moderators, Subscribers)
• Set permissions per namespace
• Test access with each role
• Document Wiki.js access in operations manual

Phase 2: Discord Roles (30 minutes)

• Create role hierarchy
• Configure permissions per role
• Set up channel access
• Create private channels (staff, builders, sovereign, etc.)
• Test role permissions
• Document Discord structure

Phase 3: Pterodactyl Users (15 minutes)

• Create user accounts for builders
• Assign servers to each builder
• Set permissions (console, files, start/stop)
• Provision incentive instances
• Test builder access
• Document panel access

Phase 4: Vaultwarden Organization (15 minutes)

• Create Firefrost Gaming organization
• Create collections (API Keys, Credentials, etc.)
• Share appropriate items with Meg
• Set permissions per collection
• Test access
• Document credential access

Phase 5: Documentation (30 minutes)

• Create staff handbook
• Document role expectations
• Create access guides for each role
• Update operations manual
• Test documentation with new hires

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Future Enhancements

When team grows:

• Add "Head Builder" role (lead builder coordination)
• Add "Community Manager" role (under Emissary)
• Add "Technical Support" role (player technical issues)
• Add "Content Creator" role (video, streams, guides)

Advanced access control:

• SSO integration across all systems
• Automated onboarding/offboarding
• Audit logging of access changes
• Time-based access (seasonal staff)

Department expansion:

• Development department (plugin/mod development)
• Design department (graphics, branding)
• Support department (player help desk)
• Events department (tournaments, competitions)

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Related Tasks

• Scoped Gitea Token - Similar access control philosophy
• Staff Recruitment - Defines roles to hire for
• Wiki.js Deployment - Where permissions are implemented
• Discord Reorganization - Channel and role structure

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

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Document Status: COMPLETE
Ready for Implementation: When Wiki.js is ready
Estimated Time: 1-2 hours
Dependencies: Wiki.js operational, Discord server ready, Pterodactyl panel access