Discord Team Operating Guide

Purpose

Discord is becoming Tekton’s main company chat.

Use Discord to talk through client work, ask questions, route issues, and work with Clawton.

Use TaskTracker to see the work list, owners, due dates, status, and history.

Simple rule:

Discord is where the work conversation happens. TaskTracker is where the task record lives.

What each system is for

Discord

Discord is for daily team communication.

Use it for:

• Client-specific conversations.
• Questions and quick updates.
• Working through blockers.
• Asking Clawton for help.
• Getting today’s task list from Clawton.
• Posting completion notes and links.
• Team and department coordination.

TaskTracker

TaskTracker is the visual task list and record of work.

Use it for:

• Seeing assigned tasks.
• Checking priority and due dates.
• Seeing what is todo, in review, or complete.
• Keeping the official task history.
• Tracking owners, clients, projects, and status.

TaskTracker should not become the main place for team chat. If a task needs discussion, continue the discussion in Discord and let Clawton update the TaskTracker record when needed.

Client channels

Each active client should have one main client channel.

Use the client channel for that client’s work conversations.

Examples:

• A client asked for a website edit.
• A client sent new photos.
• A GBP issue came up.
• A website/domain/form issue came up.
• A team member needs context on that client.
• A task needs a quick discussion before it can move forward.

Keep client conversations in the client channel so the full client context stays visible.

Task conversations

If a TaskTracker task needs discussion, do not bury the conversation inside TaskTracker comments.

Preferred flow:

1. Talk through the task in the right Discord channel.
2. Tag Clawton if the task needs to be created, updated, summarized, blocked, moved to review, or marked complete.
3. Clawton updates TaskTracker so the visual record stays accurate.

Example:

@Clawton this website edit is done. Add this preview link to the TaskTracker task and move it to in review.

Example:

@Clawton this is blocked because we still need the client's logo files. Update the task and note the blocker.

Team member assistant channels

Each team member may have a personal or department assistant channel with Clawton.

Use that channel to ask things like:

@Clawton what are my tasks today?

@Clawton show my overdue tasks and highest-priority client work.

@Clawton what should I work on first today?

@Clawton summarize what changed on my tasks since yesterday.

Clawton should pull the answer from TaskTracker, then help the team member work through updates in Discord.

How to tag Clawton

Tag Clawton when you want action.

Good examples:

@Clawton create a Website task for Jacob from this client request.

@Clawton add this update to the existing task and mark it blocked.

@Clawton move this task to in review and include the preview link above.

@Clawton summarize this thread and list the open items.

@Clawton draft a reply to the client, but do not send it.

Be specific. Include the client, the task, the requested action, and the owner if you know it.

What Clawton can help with

Clawton can help by:

• Pulling a team member’s tasks from TaskTracker.
• Summarizing client-channel discussions.
• Creating a TaskTracker task from a clear client request.
• Updating an existing TaskTracker task from a Discord update.
• Moving tasks between todo, in review, and completed when the instruction is clear.
• Marking a task blocked and noting why.
• Drafting a client reply for review.
• Saving client assets to Drive when the folder is clear.
• Posting useful links back into the client channel.

Do not assume Clawton sent anything to a client unless someone clearly approved that send.

Services and packages

Do not split each client into separate Discord folders or permanent service channels.

The cleaner setup is:

• One active Discord channel per active client.
• Services/packages listed in the channel topic or pinned context.
• Actual service work tracked in TaskTracker.
• Files organized in Drive.

Example:

A client may have Website, GBP, and AI Search work. That still belongs in one client channel. The separate tasks and statuses belong in TaskTracker.

What not to post in Discord

Do not post:

• Passwords.
• Private keys.
• Full access tokens.
• Sensitive billing information.
• Anything that should be in a secure credential system.

If you are unsure, ask Nick or Clawton where it should go.

Good instructions vs bad instructions

Good:

@Clawton create a Website task for Jacob. Client wants the new gallery photos added to the homepage. Source is the GHL message above.

Bad:

@Clawton handle this.

Good:

@Clawton this task is done. Add the preview link above, move it to in review, and note that mobile was checked.

Bad:

Done.

Good:

@Clawton draft a reply saying we received the photos and will review them. Do not send it.

Bad:

@Clawton reply to him.

Team rules

1. Use Discord as the main place for team communication.
2. Keep client-specific work in the client channel.
3. Keep general department questions in the department channel.
4. Use TaskTracker as the visual task list and official record.
5. Do not use TaskTracker comments as the main chat area.
6. Tag Clawton when a Discord conversation needs to update TaskTracker.
7. Keep updates short and clear.
8. Do not post secrets or credentials.
9. Ask before doing anything client-facing if you are unsure.

Quick summary

• Discord is the team chat and work conversation layer.
• TaskTracker is the visual task list and official task record.
• Client work conversations should happen in Discord client channels.
• Team members can ask Clawton for their daily task list from TaskTracker.
• Clawton can update TaskTracker from clear Discord instructions.
• Drive is where files live.