Operational Playbook

Operational Playbook

Quick checklist and verification steps after adding the bot to a new server.

Related docs

• Multi-guild configuration (required channels, feature config): configuration.md
• Reminders (one-off vs recurring, embed watcher): commands.md (EmbedReminderWatcher, ReminderManager)
• Ticket system: commands.md and configuration.md

Pre-flight checklist

• DATABASE_URL environment variable is set
• Bot has administrator permissions in the server
• All required channels exist and bot can read/send messages
• Bot can create channels and roles (for ticket system)

Startup verification

After starting the bot, confirm in the logs:

• “DB pool created”
• “audit_logs table created” or “audit_logs table verified”
• “health_check_history table created” or “health_check_history table verified”
• “Command tracker: Database pool set”
• “Bot has successfully started and connected to X server(s)!”
• Guild enumeration with server names and IDs

Testing functionality

1. Embed-driven reminder

• Post an embed in the announcements channel with date/time.
• Bot should detect it and schedule a reminder.
• Check /config system show to verify channel settings.

2. Manual reminder

• Use /add_reminder.
• Verify the reminder appears in the list and triggers at the correct time.
• Test /reminder_edit to modify it.

3. Import (owner only)

• Use /import_onboarding and /import_invites after configuring the required channels.
• Check WATCHER_LOG_CHANNEL for “created”, “sent”, and “deleted” log embeds.

4. Recurring reminder

• Create a recurring reminder (days + time).
• It should send only on the matching weekday at the configured time and not be deleted afterward.

5. Idempotency

• Restart the bot within the same minute window of a scheduled send.
• Verify only one send occurs (duplicates prevented via last_sent_at).

Troubleshooting reminders

• No sends? Verify timezone is Brussels and system clock is correct.
• Check that time in the DB equals the intended trigger minute (HH:MM).
• Inspect WATCHER_LOG_CHANNEL for parsing or SQL errors.
• Optional indexes for performance:

  CREATE INDEX IF NOT EXISTS idx_reminders_time ON reminders (time);
  CREATE INDEX IF NOT EXISTS idx_reminders_reminder_date ON reminders ((event_time - interval '60 minutes')::date);