firefrost-operations-manual/docs/tasks/staff-recruitment-launch/prerequisites.md

Staff Recruitment Launch - Prerequisites

Task: Staff Recruitment Launch
Document Type: Prerequisites & Setup Guide
Status: ACTIVE
Last Updated: 2026-02-17

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Overview

This document outlines what must be in place BEFORE posting the recruitment ad. Use this as a checklist to ensure a smooth recruitment process.

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✅ PREREQUISITE CHECKLIST

1. Incentive Instances Ready to Provision

What are incentive instances? Private dedicated Minecraft servers offered to recruits as compensation. Each recruit gets their own high-performance server for personal projects during their tenure with Firefrost.

Resource Allocation per Instance:

• CPU: Define allocation (suggested: 2-4 cores dedicated)
• RAM: Define allocation (suggested: 8-16GB)
• Disk Space: Define allocation (suggested: 50-100GB)
• Node: Which server hosts incentive instances? (TX1 or NC1)

Provisioning Plan:

• Pterodactyl egg/template ready for quick deployment
• Default modpack selection (or allow recruit to choose?)
• Port allocation strategy (how to assign ports without conflicts)
• Backup policy for incentive instances

Access & Permissions:

• Full server owner access in Pterodactyl panel
• File management permissions (FTP/SFTP access)
• Console access for debugging
• Mod installation permissions (can they install mods?)

Documentation for Recruits:

• "How to Access Your Incentive Instance" guide
• "Managing Your Server" quick start
• Resource limits and fair use policy
• What happens to instance if they leave

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2. Application Process Defined

Application Reception:

• Where do applications go? Discord DM to @frostystyle
• Alternative method? (Email, Google Form, etc.)
• Response time commitment (how fast will you respond?)

Review Criteria:

For Builders:

• Portfolio quality (technical skill + aesthetic sense)
• Understanding of modded Minecraft (which packs they've played)
• Communication style (professional, collaborative?)
• Availability match (can they commit to the timeline?)
• Fire/Frost aesthetic understanding

For Social Media Helper:

• Social media management experience (proven track record)
• Platform expertise (Discord, Twitter/X, TikTok, Reddit)
• Content creation skills (graphics, video, copywriting)
• Brand voice alignment (do they "get" Fire/Frost?)
• Tools proficiency (Canva, Buffer, CapCut, etc.)

Vetting Process:

• Phase 1: Initial application review (accept/reject/need more info)
• Phase 2: Interview (voice call, video call, or written?)
• Phase 3: Test project (small assignment to evaluate skills)
• Phase 4: Reference check (if applicable)
• Phase 5: Final decision and offer

Interview Questions to Prepare:

Builders:

1. Walk me through your favorite build. What were you trying to achieve aesthetically?
2. How would you differentiate a "Fire" spawn from a "Frost" spawn visually?
3. You're building a spawn for a tech-heavy modpack. What elements do you include?
4. How do you handle creative blocks or when a build isn't working?
5. What's your turnaround time for a spawn area (with given resources)?

Social Media Helper:

1. What social media platforms do you have the most experience with?
2. How would you grow a brand-new gaming community from zero followers?
3. Describe the "Fire vs Frost" brand voice in your own words.
4. Show me an example of content you've created (or would create) for a gaming community.
5. How do you measure social media success beyond follower count?

Test Projects:

Builders:

• Build a small spawn area (32x32 platform) embodying either "Fire" OR "Frost" aesthetic
• Time limit: 1-2 hours
• Provide screenshot + brief explanation of design choices

Social Media Helper:

• Create 3 social media posts (one each for Discord, Twitter, TikTok concept) announcing Firefrost launch
• Should demonstrate Fire/Frost brand voice understanding
• Bonus: Create simple graphic mockup for one post

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3. Application Tracking System

How to track incoming applications:

• Spreadsheet template created (Google Sheets or Excel)
  • Columns: Name, Contact, Role Applied, Date Applied, Portfolio Link, Status, Interview Date, Notes
• Shared access (does Meg need access?)
• Status workflow (Applied → Reviewing → Interview → Test → Offer/Reject)

Communication Templates:

Template 1: Application Received

Hi [Name],

Thanks for applying to join Firefrost Gaming as a [Builder/Social Media Helper]! We've received your application and are reviewing it now.

We'll get back to you within [X days] with next steps.

🔥❄️ Frostystyle
Firefrost Gaming

Template 2: Request for More Info

Hi [Name],

Thanks for your interest in Firefrost Gaming! Your application looks promising, but we'd love to learn more about [specific aspect].

Could you provide:
- [Specific request 1]
- [Specific request 2]

Looking forward to hearing back!

🔥❄️ Frostystyle

Template 3: Interview Invitation

Hi [Name],

We loved your application! We'd like to schedule a brief interview to discuss the [Builder/Social Media Helper] role.

Are you available for a [voice/video] call on [dates/times]?

We'll discuss:
- Your experience and portfolio
- The Fire/Frost vision in detail
- Your incentive instance benefits
- Next steps

🔥❄️ Frostystyle

Template 4: Test Project Assignment

Hi [Name],

Great talking with you! As the next step, we'd like to see your skills in action.

Your assignment: [specific test project details]

Timeline: [deadline]

Submit to: [contact method]

Questions? Let me know!

🔥❄️ Frostystyle

Template 5: Offer Letter

Hi [Name],

Congratulations! We'd love to have you join Firefrost Gaming as a founding [Builder/Social Media Helper].

Here's what you'll receive:
- Private dedicated Minecraft server (your incentive instance)
  - [X] GB RAM, [Y] cores
  - Full owner access via Pterodactyl panel
  - Host on [TX1/NC1] node
- Sovereign-Tier subscriber access ($499 value)
- Recognition as founding team member
- Creative freedom within Fire/Frost framework

Next steps:
1. Confirm acceptance by [date]
2. We'll provision your incentive instance (takes ~1 hour)
3. Onboarding begins [date]

Welcome to the family. 🔥❄️

Frostystyle

Template 6: Rejection (Kind)

Hi [Name],

Thank you for applying to Firefrost Gaming. We really appreciate your interest and the time you put into your application.

After careful consideration, we've decided to move forward with other candidates whose experience more closely matches our current needs.

We encourage you to apply again in the future as we grow!

Best of luck with your projects.

🔥❄️ Frostystyle

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4. Recruitment Ad Finalized

Decisions to make:

• Mention specific modpacks? (Pro: Shows what they'll work on. Con: Limits flexibility)

  • Current ad says "13+ curated modpacks" (general)
  • Alternative: List 2-3 flagship packs as examples

• Application deadline? (Pro: Creates urgency. Con: May limit quality applicants)

  • Suggested: "Rolling applications, positions filled when qualified candidates found"
  • Alternative: "Applications close [date]"

• Compensation clarity (Currently says "Volunteer position" + benefits)

  • Is this accurate and acceptable?
  • Any future paid opportunities to mention?

Final Review:

• Proofread for typos/grammar
• Verify contact info (@frostystyle Discord handle)
• Ensure Fire/Frost branding is clear
• All questions answered that applicants might have

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5. Posting Strategy

Target Channels:

• r/feedthebeast (Reddit)
• r/feedthebeast Discord server
• r/admincraft (Reddit - for builder recruitment)
• Modded Minecraft Discord communities (which ones?)
• Twitter/X with #ModdedMinecraft hashtag
• Firefrost Discord (when established)

Posting Schedule:

• When to post? (Best time: evenings/weekends for gaming communities)
• Stagger posts or post all at once?
• Follow-up posts if not enough applicants?

Engagement Plan:

• Monitor comments/questions on posts
• Respond within [X hours]
• Cross-post to drive traffic?

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6. Onboarding Documentation Ready

Create these guides BEFORE making offers:

• "Welcome to Firefrost" - Overview for new team members
• "How to Access Your Incentive Instance" - Step-by-step Pterodactyl guide
• "Fire vs Frost Philosophy" - Deep dive on brand aesthetics
• "Team Communication" - Discord channels, response times, working style
• "Builder Workflow" - How to plan, build, review, deploy spawn areas
• "Social Media Workflow" - Content calendar, approval process, posting schedule

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🚨 CRITICAL: DO NOT POST UNTIL COMPLETE

The recruitment ad should NOT be posted until:

1. ✅ You can provision incentive instances within 24 hours of making an offer
2. ✅ You have a clear application review process
3. ✅ You can respond to applicants promptly (within 48 hours)
4. ✅ Onboarding materials are ready

Why?

• Posting prematurely damages credibility
• Delayed provisioning frustrates recruits
• Slow responses lose good candidates
• Poor onboarding creates confusion

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ESTIMATED TIME TO COMPLETE PREREQUISITES

Total: 2-3 hours spread across tasks

1. Define incentive instance specs - 30 minutes
2. Create application tracking spreadsheet - 15 minutes
3. Prepare interview questions - 30 minutes
4. Write communication templates - 30 minutes
5. Finalize recruitment ad edits - 15 minutes
6. Create onboarding guides - 45-60 minutes

Can be done in one session or broken into smaller chunks.

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NEXT STEPS

1. Review this checklist with Michael
2. Make decisions on open questions (modpack mentions, deadlines, etc.)
3. Complete each prerequisite section
4. Create onboarding documentation
5. TEST the application process (mock application walkthrough)
6. POST the recruitment ad
7. Manage incoming applications

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

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Document Status: ACTIVE
Ready to Post Ad: When all checkboxes complete