firefrost-operations-manual/docs/tasks/department-structure/README.md

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task_number: 23
status: open
priority: P2
owner: Michael
created: 2026-01-01
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task_number: 23

# 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