ModReady Operations HQ

Workflow Architecture · Updated 2026-03-18 · Generated 2026-03-22 06:21

Active / Running Partial / In Progress Planned / Not Started

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Contribute: This dashboard covers business, growth, and analytics flows. Product, platform, and infrastructure processes need to be added to complete the full picture. Edit data/ops_status.yaml — instructions and templates are at the top of the file.

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Revenue & Marketing Ad spend tracking, billing, financial dashboards, tax reporting

3 FLOWS ▼

Google Ads → Performance Analytics 0h agoUpdated within 24h — healthy. File: data/costs/adwords_daily.csv

How ad spend data gets from Google to our dashboards, daily and fully automated

Google AdsWhere we run paid search ads to acquire customers. All spend is in SEK.

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Apps ScriptA Google Apps Script runs daily at 06:00 CET. It pulls campaign data (impressions, clicks, cost, conversions) via Google Ads Query Language and writes rows to a Google Sheet.

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Google SheetsStaging area — data lands in the 'Adwords_Daily' tab. The sheet is published as a CSV so scripts can download it.

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sync_ads_from_sheet.shA shell script that downloads the published CSV from Google Sheets to a local file. Runs in GitHub Actions.

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adwords_daily.csvLocal CSV file with columns: Date, Campaign, AdGroup, Impressions, Clicks, Cost_SEK, Conversions, ConversionValue_SEK, CPA_SEK.

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Dashboard + ROAS ReportTwo scripts consume this: analyze_roas.py (generates a markdown report) and generate_dashboard.py (builds the visual dashboard).

Stripe → Financial Dashboard 0h agoUpdated within 24h — healthy. File: data/stripe_subscriptions.json

All subscription data pulled daily, turned into KPI dashboard, auto-deployed

Stripe APISource of truth for all billing. Contains subscriptions, customers, invoices, payment events.

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export_stripe_subscriptions.shShell script that fetches all ModReady subscriptions (filters out non-ModReady products like VIP). Handles multi-item subscriptions.

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generate_dashboard.pyPython script that calculates MRR, churn rate, ARPU, at-risk MRR, ROAS, and builds an interactive HTML dashboard with charts.

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GitHub ActionsRuns daily at 06:00 UTC. Commits updated data files and dashboard to the repo.

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dashboard.modready.ggPassword-protected dashboard deployed via GitHub Pages (separate repo: werket/modready-dashboard).

VAT Liability Reporting

EU tax calculations — ~55% of customers are EU-based, requiring ~21% VAT

stripe_subscriptions.jsonContains currency (EUR/USD) and region data for each subscription.

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generate_vat_report.shAnalyzes EU vs non-EU revenue. EU = currency EUR or region Europe. Applies 21% VAT rate.

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VAT ReportMonthly report in reports/vat/ with breakdown by region, currency, and total liability in EUR and SEK.

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Customer Operations CRM, email automation, support, customer lifecycle

4 FLOWS ▼

Stripe Webhooks → CRM → Automation

When a customer pays, fails to pay, or cancels — our systems react automatically

Stripe EventReal-time events: subscription.created, invoice.payment_failed, subscription.deleted, charge.dispute.created, etc.

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CRM Webhook HandlerFastAPI endpoint at /api/webhooks/stripe. Validates HMAC-SHA256 signature, routes events to handlers.

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Database UpdateCreates/updates Customer + Subscription records in PostgreSQL. Tracks cancellation reasons, metadata.

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Automation EngineMatches the event type to automation rules. If a rule matches, it enqueues an email sequence with scheduled delays.

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Email via ResendQueue processes every 2 minutes. Renders Jinja2 template with customer data. Sends via Resend API. Tracks delivery.

Email Automation Sequences

Automated email campaigns triggered by customer lifecycle events

Trigger EventExamples: subscription.created → welcome flow, payment_failed → dunning flow, subscription.deleted → win-back flow.

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Automation RuleDefines a sequence of steps with delays. E.g., Step 1: immediately send welcome email, Step 2: send tips after 24 hours.

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Email QueueItems scheduled for future delivery. Processed every 2 minutes by the CRM scheduler. Idempotent — won't re-send.

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Resend APIHandles actual email delivery. Returns tracking data: opens, bounces, clicks.

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AnalyticsOpen rates and clicks are tracked in the CRM but not yet surfaced in a dashboard. Planned improvement.

Discord Support System

Customer support tickets handled via Discord bot running on Node 1

Customer opens ticketCustomer clicks the create-ticket button in the ModReady Discord server.

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Bot triagesCategorizes ticket type: purchase, setup, technical, billing, other. Creates a private channel.

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Staff notifiedSupport staff (cxtides, fonzie1984, picklecord) get notified in the ticket channel.

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Resolution & closeStaff resolves the issue, ticket is closed. Transcript saved.

CRM Daily Data Sync

Stripe subscriptions and trial leads synced into CRM every morning

Stripe APIPaginated fetch of all subscriptions (100 per page). Filters out non-ModReady products.

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CRM Stripe SyncRuns daily at 08:00 UTC via APScheduler. Creates/updates Customer + Subscription records. Detects status changes.

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Trial DatabaseTrial leads from /var/www/modready-api/trials.db synced at 07:00 UTC into CRM.

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PostgreSQLCRM database with full customer history, event timeline, subscription details.

Customer Journey iThe customer lifecycle from discovery to retention. Green = fully automated, amber = partially automated, gray = not yet built.

Discovery

Customer finds ModReady via Google Ads, Reddit, or word of mouth

Trial

Free trial signup on website — server auto-provisioned

Purchase

Stripe Checkout creates subscription, server activated

Onboarding

Welcome email sequence + setup tips via CRM automation

Active

Customer using their server, support available via Discord

At-Risk

Payment failed (dunning emails) or cancel_at_period_end set

Churned

Subscription ended, server suspended, data kept safe

Win-back

Re-engagement email campaigns to churned customers

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Development & Deploy Website, CI/CD, staging, Git workflow

2 FLOWS ▼

Website Deployment Pipeline

Code changes go from local development through staging review to production at modready.gg

Local devNext.js 16 + TypeScript + Tailwind CSS 4. Work on the 'staging' branch.

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Push to stagingGit push to staging branch triggers Coolify auto-deploy.

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Coolify buildsDocker build + deploy to staging server on Node 1 (port 3000).

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Staging reviewTest at staging URL. Verify changes work before production.

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Merge to mainCreate PR, get approval, merge. Never push directly to main.

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Production liveCoolify auto-deploys from main branch → modready.gg (port 80).

Dashboard Auto-Deploy

GitHub Actions pipeline: sync data → generate dashboards → commit → deploy — runs daily

Trigger (06:00 UTC)GitHub Actions cron schedule. Can also be triggered manually via workflow_dispatch.

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Sync ads CSVDownloads latest Google Ads data from published Google Sheet.

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Generate dashboardsRuns generate_dashboard.py (financial) + generate_ops_dashboard.py (this dashboard).

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Commit to repoAuto-commits updated HTML files + data to the main repo.

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Deploy to GH PagesPushes to werket/modready-dashboard repo via SSH deploy key. Serves dashboard.modready.gg.

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Infrastructure & AI Servers, services, agents, scheduled automation

2 FLOWS ▼

Game Server Management

Pterodactyl Panel on Node 1 managing game servers across all 20 nodes

Pterodactyl Panelpanel.modready.gg — web UI for managing game servers. Runs on Node 1 with MySQL backend.

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Wings DaemonRuns on all 20 nodes. Manages Docker containers for game servers. Communicates with Panel via API.

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Customer PanelCustomers log in to panel.modready.gg to start/stop servers, manage files, install modpacks.

Auto-Suspend / Unsuspend

Servers automatically suspended when payment fails, unsuspended when payment succeeds

Payment failsStripe sends invoice.payment_failed webhook. Subscription enters past_due status.

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CRM processesWebhook handler updates subscription status, triggers dunning email automation.

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Server suspendedPterodactyl API suspends the game server. Customer can't access it.

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Payment succeedsCustomer pays (or card retried successfully). Stripe sends invoice.payment_succeeded.

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Server unsuspendedServer automatically reactivated. Customer regains access.

Server Providers iHosting companies running Pterodactyl Wings nodes. Multi-provider = less single-vendor risk.

Hetzner

OVH

HostHatch

PebbleHost

Services iKey software running on the fleet. Most on Node 1 (management server). Hover (i) for details.

Pterodactyl PanelNode 1iGame server management UI at panel.modready.gg

Pterodactyl WingsNode all 20iGame server daemon running on every node

CoolifyNode 1iContainer orchestration — auto-deploys website and CRM

MySQLNode 1iPterodactyl panel database

PostgreSQLNode 1iCRM database (Docker container)

Discord BotNode 1iSupport ticket system at /var/www/modready-discord-bot/

CRM API (FastAPI)Node 1iCustomer management + automation engine

Website (Next.js)Node 1imodready.gg served via Coolify

DashboardNode externalidashboard.modready.gg on GitHub Pages

AI Agents (2/5 active) iAI agents handling work autonomously. Part of the AI-first operating model.

CFO Strategic FinanceiRunning in production. Owner: adam. Config: agents/cfo-strategic-finance/.

Financial analysis, SaaS metrics, forecasting, board reports

adam

stripenotion

Discord Support BotiRunning in production. Owner: jonathan. Config: /var/www/modready-discord-bot/.

Ticket triage, auto-responses, customer support

jonathan

discord

Operations AgentiIn development or design phase. Owner: adam. No config yet.

Infrastructure monitoring, node health checks, auto-remediation

adam

sshpterodactyl

Marketing AgentiIn development or design phase. Owner: adam. No config yet.

Ad copy generation, campaign analysis, Reddit scouting

adam

google-adsslack

Onboarding AgentiNot yet started. Owner: jonathan. No config yet.

New customer setup guidance, modpack recommendations

jonathan

none

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Scheduled Jobs Everything that runs automatically on a schedule

7 JOBS ▼

Job	Schedule	System	Description
Google Ads Data Export	Daily 06:00 CET	Google Apps Script	Pulls campaign metrics from Google Ads API → Google Sheets
Dashboard Generation + Deploy	Daily 06:00 UTC	GitHub Actions	Syncs ads data, generates financial + ops dashboards, commits and deploys to dashboard.modready.gg
CRM Trial Sync	Daily 07:00 UTC	CRM Scheduler	Imports trial leads from trials.db into CRM database
CRM Stripe Sync	Daily 08:00 UTC	CRM Scheduler	Fetches all Stripe subscriptions, creates/updates CRM records, detects status changes
Email Queue Processor	Every 2 minutes	CRM Scheduler	Finds pending automation emails due for send, renders templates, sends via Resend API
Campaign Scheduler	Every 5 minutes	CRM Scheduler	Checks for scheduled email campaigns due for batch send
Churn Insights	Weekly (Mon 08:00 UTC)	CRM Scheduler	Generates weekly churn analysis, retention metrics, stores as ChurnInsight record

📋 Improvement Roadmap iItems from the March 2026 architecture report + identified gaps. Click any item to expand details — what needs to happen, the value it provides, and implementation risks.

2 complete, 4 in progress, 6 not started — click items to expand

✅ Establish branch protection rules high ▼

What: Prevent direct pushes to main branch. Require pull requests for all changes.

Value: Prevents accidental breaking changes in production. Creates audit trail.

Risk: Low — Git/GitHub configuration only.

✅ Implement staging environment for website high ▼

What: Separate staging deployment on Coolify that mirrors production for pre-release testing.

Value: Catch bugs before they reach customers. Safe place to test new features.

Risk: Low — Coolify supports multiple environments natively.

⬜ Create unified runbook for incident response medium ▼

What: Step-by-step procedures for common incidents: node down, database issues, payment failures, DDoS.

Value: Faster incident resolution. Enables anyone (or an AI agent) to respond consistently.

Risk: Low — documentation effort, no infrastructure changes needed.

🔶 Set up structured task management high ▼

What: Move from ad-hoc Claude conversations to Notion or Linear with priorities and deadlines.

Value: Clear visibility into what's being worked on, what's blocked, and what's next.

Risk: Low — tooling choice. Small risk of over-engineering process for a small team.

🔶 Automate deployment pipeline (CI/CD) high ▼

What: Add automated tests, build verification, and post-deploy health checks to the deployment process.

Value: Catch errors before deployment. Enable confident, frequent releases without manual verification.

Risk: Medium — bad CI config could block all deployments. Start with non-blocking checks.

⬜ Centralize monitoring and alerting high ▼

What: Set up Uptime Robot or similar for service monitoring. Alert to Slack/Discord on downtime.

Value: Know when things break before customers report it. Reduce downtime and response time.

Risk: Low for setup. Risk of alert fatigue if too many noisy alerts configured.

🔶 Document all manual operations medium ▼

What: Identify and document every manual task (server setup, customer migrations, billing adjustments) as future automation candidates.

Value: Foundation for the AI-first model. Can't automate what isn't documented.

Risk: Low — documentation only. Requires ongoing discipline to keep updated.

⬜ AI agent coordination framework low ▼

What: Framework for multiple AI agents to collaborate, share context, and hand off tasks between each other.

Value: Enables scaling automation without human coordination overhead.

Risk: High complexity. Premature if current individual agents aren't mature yet.

⬜ Add error tracking (Sentry or similar) high ▼

What: Integrate error tracking in website, CRM, and Discord bot. Real-time alerts for unhandled exceptions.

Value: Catch bugs that users don't report. Understand error frequency and patterns.

Risk: Low — SaaS integration. Small performance overhead from tracking SDK.

⬜ Add uptime monitoring for critical services high ▼

What: Monitor: modready.gg, panel.modready.gg, dashboard.modready.gg, CRM API, Discord bot.

Value: Immediate notification when any service goes down. Track uptime SLA over time.

Risk: Low — external service, no infra changes. Cost: ~$5-10/month.

⬜ Automated backup verification medium ▼

What: Verify backups are complete and restorable. Test recovery procedure monthly.

Value: Confidence that we can actually recover from data loss. Customer trust.

Risk: Medium — recovery testing must be done carefully to avoid affecting production data.

🔶 Build unified customer view in CRM medium ▼

What: Link Stripe billing, Pterodactyl server data, and Discord tickets into a single customer profile.

Value: Support sees full customer context in one place. Enables smarter automation triggers.

Risk: Medium — requires API integrations across 3 systems. Data consistency challenges.

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To update: edit data/ops_status.yaml then run python3 scripts/generate_ops_dashboard.py