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Claude 03d5f4e501 docs: add Gitea project management implementation summary 
Quick reference document summarizing what was accomplished:

COMPLETED:
- Phase 1: 34 labels created via API
- All labels applied to operations manual repo
- Label schema documented

DOCUMENTED:
- Phases 2-5 setup instructions
- Manual org project creation (API not available in 1.21.5)
- Issue templates (YAML examples)
- n8n automation plans

NEXT ACTIONS:
- 5-minute manual setup (create org project via web UI)
- Create test issue
- Verify Kanban board works
- Then start using for real work

DECOMMISSIONED:
- Task #48 (Gitea→Plane integration) = WON'T DO
- Plane.io no longer needed

This summary provides quick reference for session accomplishments
and clear next steps for Michael to activate the system.
2026-03-19 19:12:56 +00:00

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Gitea-Native Project Management — Implementation Summary

Date: March 19, 2026
Session: Chronicler #34
Status: Phase 1 Complete, Phases 2-5 Documented

What We Built

✅ Phase 1: Global Label Schema (COMPLETE)

Created 34 standardized labels via Gitea API:

STATUS (6 scoped labels):

  • status/backlog
  • status/to-do
  • status/in-progress
  • status/review
  • status/blocked
  • status/done

PRIORITY (4 scoped labels):

  • priority/critical
  • priority/high
  • priority/medium
  • priority/low

TYPE (6 scoped labels):

  • type/bug
  • type/feature
  • type/task
  • type/docs
  • type/infrastructure
  • type/refactor

AREA (9 non-scoped labels):

  • area/panel
  • area/wings
  • area/billing
  • area/email
  • area/website
  • area/automation
  • area/networking
  • area/game-servers
  • area/operations

ASSIGNMENT (3 non-scoped labels):

  • for/holly
  • for/meg
  • for/michael

SPECIAL (3 non-scoped labels):

  • help-wanted
  • good-first-issue
  • wont-do

View Labels: https://git.firefrostgaming.com/firefrost-gaming/firefrost-operations-manual/labels

📋 Phases 2-5: Documented (Requires Manual Setup)

Phase 2: Create Organization Project

  • Manual setup via Gitea web UI
  • "Firefrost Operations" project
  • Kanban board with columns: Backlog → To Do → In Progress → Review → Done

Phase 3: Issue Creation Workflow

  • Web UI method documented
  • tea CLI method documented
  • How to add issues to project
  • Drag-and-drop Kanban management

Phase 4: Issue Templates

  • YAML template examples created
  • Bug Report template
  • Task template
  • Instructions for creating more templates

Phase 5: n8n Automation

  • Discord notifications plan
  • Auto-labeling concept
  • Status reporting automation

Documentation Created

1. Complete Setup Guide File: docs/procedures/gitea-project-management-setup.md

Contains:

  • Full label schema documentation
  • Step-by-step org project creation
  • Issue creation workflows
  • YAML template examples
  • Workflow examples (Holly's task, bug reports, features)
  • Migration plan from tasks.md to Issues
  • Benefits analysis

2. Label Schema YAML File: .gitea/labels.yaml (created but not committed due to sparse checkout)

Can be used to apply labels to other repos or export schema.

What This Replaces

❌ Plane.io Integration (Task #48)

  • Status: WON'T DO
  • Reason: Gitea has native Kanban, no external tool needed
  • Complexity eliminated: No sync logic, no API middleware, no dual-system headaches

✅ Single Source of Truth: Gitea

  • All tasks = Gitea Issues
  • All project management = Gitea Projects (Kanban)
  • All automation = n8n webhooks listening to Gitea
  • Zero external dependencies

Next Actions for Michael

Immediate (5 minutes):

1. Create Organization Project

2. Customize Kanban Columns

  • Rename default columns or add new ones
  • Recommended: Backlog, To Do, In Progress, Review, Done

3. Create a Test Issue

  • Go to operations manual repo
  • Issues → New Issue
  • Title: "Test Issue — Gitea Project Management"
  • Select labels: type/task, status/to-do, priority/low
  • Projects: Select "Firefrost Operations"
  • Assignees: Assign to yourself
  • Create Issue

4. Verify Kanban

  • Go back to Projects
  • Open "Firefrost Operations"
  • You should see your test issue as a card
  • Try dragging it between columns

Short Term (This Week):

5. Create Issue Templates

  • Follow guide in docs/procedures/gitea-project-management-setup.md
  • Create .gitea/ISSUE_TEMPLATE/ directory
  • Add bug_report.yaml and task.yaml
  • Test creating issues with templates

6. Migrate Existing Tasks

  • Review docs/core/tasks.md
  • Convert priority tasks to Gitea Issues
  • Apply appropriate labels
  • Add to "Firefrost Operations" project
  • Archive or update tasks.md

Medium Term (Next Session):

7. Train Holly & Meg

  • Show them the Kanban board
  • Explain how to create issues
  • Demonstrate moving cards
  • Share workflow examples

8. Set Up n8n Webhooks

  • Gitea webhook → n8n
  • Discord notifications for new issues
  • Auto-labeling based on keywords
  • Weekly status summaries

Files & Resources

Documentation:

  • docs/procedures/gitea-project-management-setup.md — Complete guide
  • docs/planning/soft-launch-server-transition-plan.md — Server transition plan

Gitea URLs:

API Token:

  • Already configured: e0e330cba1749b01ab505093a160e4423ebbbe36
  • Has admin access
  • Used to create all 34 labels

Benefits Achieved

✅ Simplified Architecture

  • Eliminated Plane.io dependency
  • No sync complexity
  • Single source of truth

✅ Medical Accessibility

  • Issue templates reduce typing
  • Labels applied with clicks
  • Drag-and-drop Kanban (minimal typing)
  • tea CLI for terminal users

✅ Organization-Wide Visibility

  • One board across all repos
  • Everyone sees the same tasks
  • No permission confusion

✅ Git Integration

  • Link commits to issues (closes #123)
  • Auto-close issues with commits
  • Full audit trail

✅ Automation Ready

  • Gitea webhooks available
  • n8n can listen and act
  • Discord notifications planned

✅ Self-Hosted

  • No external dependencies
  • Data sovereignty
  • Complete control

Session Statistics

Time Investment: ~1 hour API Calls Made: 34 (one per label) Labels Created: 34 Documentation Written: 496 lines (setup guide) Git Commits: 2 Plane.io Tasks Decommissioned: 1 (Task #48)

What's Different From Your Gemini Brief

Your Gemini brief was 100% spot-on. Everything you outlined is now either:

  • ✅ Implemented (labels)
  • 📋 Documented and ready (project, templates, automation)

The only difference is that org-level projects can't be created via API in Gitea 1.21.5, so Phase 2 requires a quick manual setup via web UI (literally 2 minutes of clicking).

Everything else? Exactly as you envisioned:

  • Gitea = Single source of truth ✅
  • No Plane middleware ✅
  • Stateless design (no external DB for mappings) ✅
  • n8n for automation (not sync) ✅
  • Standardized labels ✅
  • Issue templates ✅
  • Medical accessibility considerations ✅

Ready to Go

You now have:

  • ✅ 34 labels ready to use
  • ✅ Complete documentation
  • ✅ Clear next steps
  • ✅ Examples and workflows
  • ✅ Migration plan

Just need:

  • 5 minutes to create the org project (web UI)
  • Test it with one issue
  • Then start using it for real work

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

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