ShivWorks Production Hub

Task Tracker (template)

What this is: the single go-live checklist for one client build. One row per task. Nothing ships until every row is Done.

When to use: the moment a client build gets a lock-in (scope + price + date in writing). Fill it in, keep it current, close rows as they land.

Fill guidance is in italics like this. Delete the italics when you fill the row in.

Lock-in

• Scope: one paragraph, the locked spec — what is in, what is explicitly out
• Price: $ number, deposit and milestones if any
• Date: the committed date
• Review: canonical review file + version, if a prototype exists

Tasks

Status vocabulary (fixed, never invent new ones):

Open — not started. Waiting — with someone else, no action needed from us. Blocked — cannot proceed until the named blocker clears. Done — verified, not just attempted.

Rules:

• Every task has exactly one owner. "Max / Aaron" is not an owner; pick the person who moves it.
• A task is Done only when its "Done looks like" line is true and someone checked it.
• If a task stays Blocked more than 48 hours, it becomes an open question below.

Open questions

Changelog

Asset Index (template)

What this is: every asset for one client build in one table. If it is not in this table, it does not exist for the project.

When to use: alongside the task tracker, from the first review version. Update it every time an asset is added, replaced, or approved.

Fill guidance is in italics like this. Delete the italics when you fill the row in.

Assets

Status vocabulary (fixed):

• Canonical — the one true version; all other copies are derived.
• Approved — the client or owner picked this exact file.
• Preview quality — a stand-in that must be replaced before go-live. Flag it, never silently ship it.
• Pending — received but not reviewed yet.

Rules:

• Preview-quality assets are always flagged in the Status column and in any doc that lists them. They get replaced, never relabeled.
• Thumbnails and stills the client picked themselves are marked Approved with the source (e.g. "Max's pick, message 357").
• Keep the canonical file path in the Notes of the production package, not here; this table is the index, not the archive.

Replacements log

Production Package (template)

What this is: the source document for the client's production PDF. One file, generated into the PDF via the VDot CLI (warm interior) with the dark VDot cover merged in front. This template is the outline; fill it per project.

When to use: when a build is locked in and needs a single document that carries the whole project: what it is, what was agreed, what is left, what everything is, where to talk about it.

Fill guidance is in italics like this. Delete the italics when you fill it in.

Project name Production Package

Client: name, company · Site: domain

Stack: framework, host · Repo: owner/repo (private/public)

Package date: YYYY-MM-DD · Owner: Macks Studios

Project snapshot

Three to five sentences: what the business is, what this engagement covers, how it is being built and reviewed. Include standing rules that constrain the work (access limits, who uploads what, accounts that must never be mixed).

Lock-in

• Scope: the locked spec — in and out, in one place
• Price: $ number, deposit/milestones
• Date: committed date
• Review: canonical review file + version

Go-live task tracker

Open questions and go-live risks go here as plain paragraphs after the table: the exact question, who was asked, when; each risk with what must be reconciled before go-live.

Asset inventory

Communication plan

Note anything not yet set up (e.g. forum topics pending the owner's action) and the proposed shape.

Companion files

• Production hub HTML path (interactive task tracker)
• Template directory path
• Anything else generated from this package

---

Build notes (for Maren, not the PDF): interior is generated with

vdot pdf <this-file> --output interior.pdf --page-size Letter --background-preset warm --layout-mode paged

from a _base41 project dir (vdot init, vdot select-project, vdot sync first). Dark cover comes from the

canonical vdot_pdf.py (VDotPDF.cover), merged in front with pypdf. Every page is render-checked with

pdftoppm before shipping. Background preset is the document owner's choice, never assumed.

Comms Plan (template)

What this is: the channel registry for one client build. Every lane has one job; every message has exactly one correct lane.

When to use: before the first review version goes out. Revisit it whenever a message lands in the wrong lane twice.

Fill guidance is in italics like this. Delete the italics when you fill the row in.

Lanes

Rules:

• Review versions ride the working review lane. Finished, approved versions ride the finished lane. They are never the same lane.
• Anything the client must receive goes through the forwarding lane, so the owner forwards it himself. Never send to the client on the owner's behalf without his explicit word for that send.
• Work-in-progress never lands in the finished lane. If it did, say so in the changelog and move it.

Message conventions

• Review posts: version number, what changed since the last version (one line per change), what to look at, what is still pending. Always the same shape.
• Handoffs: who it is for, what they need to do, the exact link or file, the deadline. The owner forwards; the handoff says so.
• Questions for the client: asked in the questions lane, logged in the task tracker's open questions, never asked twice in chat.

Changelog

ShivWorks Production Package

Client: Aaron Thomas, Outer Fields · Site: theshivworksnetwork.com

Stack: SvelteKit app on Cloudflare Pages · Repo: createsomethingtoday/shivworks-network (private)

Package date: 2026-09-30 · Owner: Macks Studios

Project snapshot

The ShivWorks Network is a live production membership site (1,000+ users served) selling martial-arts video courses. This package covers the landing-page redesign engagement: a full visual and structural rebuild of the landing page, reviewed as an interactive HTML prototype and ported to the production SvelteKit app on a dedicated branch.

Standing rules for this engagement: Maren has read-only access to ShivWorks production. No production edits, uploads, deploys, or pushes without Max's explicit go-ahead. Max uploads trailer originals to Cloudflare Stream himself; Maren wires the Stream UIDs. Cloudflare account separation is strict: the ShivWorks account and the Macks account are never mixed.

Lock-in

• Scope: Andre's outline from the 2026-09-30 call. Landing page only. No testimonial-videos page, no /access offer page, no checkout rebuild, no tracking work.
• Price: $700
• Date: done by end of day 2026-09-30
• Review: v17 canonical at ~/workspace/shivworks-scope/shivworks-landing-review.html

Go-live task tracker

Open questions: the correct ShivWorks Facebook URL (asked Max 2026-09-30). Go-live data risks: Wrestling shows a playable course card while production D1 marks it coming_soon with zero episodes; Seizing Initiative and Lost Initiative are status=available while badges say "Coming Soon"; orphan duplicate "Lost Initiative" (coming_soon, zero episodes); preview D1 is stale. Reconcile before go-live.

Asset inventory

Communication index

One table, everything findable. Each row is a lane or topic: its ID and exactly what lives there.

Forum topics 2-5 are not created yet: they need Topics enabled in the Shivworks group settings plus topic-management permission for @macks_control_bot. Their IDs fill into this table once created.

Lane rules: work-in-progress never lands in the finished lane. Review versions and finished versions are never the same lane. Nothing reaches the client except through Outgoing, forwarded by Max himself.

Companion files

• Production hub (interactive task tracker): ~/workspace/shivworks-scope/shivworks-production-hub.html
• Reusable doc templates: ~/workspace/shivworks-scope/templates/ (task-tracker, asset-index, production-package, comms-plan)