ad/molodetz/templates/docs/prose/operator.md

# Operator runbook

This page is only visible to administrators. It covers the flows that move people and content through the system: invites, gallery updates, trash, caches and the environment rules.

## Member invites

Join requests end in membership through an invite link. The full flow:

1. Read the request under *Admin, Join requests*. `Check link` fetches the linked work once and stores the outcome on the request.
2. Move the status to `contacted` while talking, `declined` to refuse. A declined request cannot receive an invite.
3. Press *Issue invite*. The claim link is shown once on the confirmation page: copy it and send it to the person yourself. There is no email sending.
4. The person opens the link, picks a name and password and accepts the house rules. Claiming creates a Member account, logs them in and flips the request to `accepted`.

Rules the code enforces:

- One open invite per request. Issuing a new one revokes the previous.
- Single use, 7 day expiry by default (`invite_expiry_days` setting).
- Only a hash of the token is stored; a database read never yields a usable link.
- Unknown, used, revoked and expired links all answer identically (404, same message), so links cannot be probed for state.
- If the contact looked like an email address, the claim must use that same address. Handle-style contacts leave the email free for the claimer to fill in.
- `Revoke invite` kills the open link without touching the request.

API: `POST /admin/joins/{uid}/invite` returns `{"claim_url", "expires_at"}` in `data` (JSON only; the HTML form renders the one-time page instead). `POST /admin/joins/{uid}/invite/revoke` returns `{"revoked": n}`. Public claim is `GET` and `POST /invite/{token}`.

## Gallery updates

Source files plus catalogue entries arrive through deploy. After deploy, press *Resync* under *Admin, Gallery* (or `POST /admin/gallery/resync`). The status page shows live flyer and meme counts and lists catalogued files missing from disk. Resync refreshes thumbnails whose content changed and retires removed entries. Boot runs the same sync, so a production rebuild never needs the button.

## Trash

Soft-deleted rows carry a `deleted_at` stamp (UTC ISO). Restore and purge match the exact stamp across every soft-delete table, so one trash event restores or purges as a unit. Purge is permanent; there is no undo.

## Sessions and suspension

Login resolution order is session cookie, `X-API-KEY`, Bearer, Basic; see [API and authentication](/docs/api). Sessions live 7 days, 30 with *remember me* (`session_max_age_days`, `session_remember_days`). A suspended account (`suspended_until` in the future) is refused on every mutating route outside `/auth` with 403. Users whose `terms_version` lags behind the setting are sent to `/terms` on mutating routes (redirect for browsers, 403 with a redirect target for JSON) until they accept.

## Caches

Short TTLs everywhere; defaults below, environment variables may override per deploy:

| Cache | Default |
|-------|---------|
| landing page | 30 s |
| settings | 60 s |
| version | 1 s |
| unread counts | 10 s |
| sitemap | 3600 s |
| auth user lookups | 300 s |

Docs prose is additionally cached in the process for its lifetime: doc text changes need a staging restart or a production rebuild to show.

## Environments and data

All runtime data lives under `./data/[env]` (database, blobs, backups, logs). Never anything outside it. Production data is holy: copies flow production to staging only, never back. Staging runs the dev server, so file changes show without restart except for the process-lifetime caches above. Production is a baked image and needs a rebuild for code, prose and media changes.