PBS Project Tracking System

Two-layer project tracking: GitHub Issues for task-level work (linked to commits), Trello for shared high-level visibility with Jenny.

Architecture

GitHub Issues — per-repo project boards, task-level tracking, linked to commits via issue numbers
Trello — shared board with Jenny, high-level project phases and milestones
Gitea — unchanged, continues as Obsidian vault repo and n8n pipeline endpoint
Lovebug — references GitHub issue numbers in phase-based commits (e.g. closes #14)

Phase 1 — Manual Setup (Loose Coupling)

Goal: Get both tracking layers in place and establish the workflow habit. No automation between GitHub and Trello — manual sync only.

GitHub Issues Setup

Enable GitHub Projects on each active PBS repo
Create issue templates for standard task types (feature, bug, infrastructure)
Create labels that map to project areas (e.g. membership, security, content-intelligence, infrastructure)
Create milestones for current project phases (e.g. "Membership LOE 1 Phase 3", "Cloudflare Access Setup")
Populate initial issues from existing project plans in the vault
Confirm Lovebug workflow includes issue number references in commit messages

Trello Board Setup

Create PBS shared board (or repurpose existing if Jenny has one)
Define lists: Backlog, Up Next, In Progress, Done
Create cards for each high-level project/phase:
- Membership Platform LOE 1 — Phase 3 (Sunflower Garden)
- Cloudflare Access Setup
- Content Intelligence Platform (YouTube + GSC pipelines)
- Per-Container Ansible Playbooks
- WordPress Log Monitor
- Video Editing queue
Add checklists to cards for sub-phase visibility (e.g. Phase 3a–3e under Membership)
Invite Jenny to the board
Establish cadence — update Trello cards when starting/finishing a phase

Phase 2 — n8n Automation (Trello Sync)

Goal: Automate status updates from GitHub to Trello so the shared board stays current without manual effort.

n8n Workflow Design

Set up GitHub webhook trigger in n8n (listen for issue state changes)
Map GitHub repo + milestone to corresponding Trello card
When all issues in a GitHub milestone close → move Trello card to Done (or update checklist item)
When first issue in a milestone moves to In Progress → move Trello card to In Progress
Add Google Chat notification on Trello card transitions (webadmin space)
Test on a single repo/card pair before expanding

Mapping Strategy

Define naming convention so n8n can match GitHub milestones to Trello cards (e.g. milestone name matches card title)
Document the mapping in this project file once established

Key Decisions

Per-repo issue boards (not a single central tracker) — keeps issues next to the code
Loose coupling first — validate the workflow before automating
GitHub over Gitea for project tracking — keeps CI/CD and build compute off the production server
Gitea unchanged — continues serving Obsidian vault and n8n pipeline

Commit Linking Convention

Reference issues in commit messages for automatic linking:

# Link to an issue
git commit -m "Build card grid component for Sunflower Garden #12"

# Close an issue from a commit
git commit -m "Wire up save button API, closes #14"

This turns git history into a traceable project journal.

-- ...sent from Jenny & Travis

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