docs/operator-token-runbook.md

# Operator runbook — Cloudron tokens

How the co-op's Cloudron credentials are organized, and how to rotate them
without breaking the stack.

## The two-token split

There are **two separate** Cloudron API tokens, deliberately decoupled so
rotating one doesn't break the other:

| Token | Purpose | Where it lives |
|-------|---------|----------------|
| **Agent token** | Inferencebot's own Cloudron access | The agent's private `.env` (gitignored) |
| **Portal token** | The member portal's Cloudron access (create users, set groups, invite links) | Cloudron's env store, under the portal app's `CLOUDRON_TOKEN` |

The portal needs only a handful of Cloudron capabilities (user/group management,
invite links). It is the most exposed app (public webhook + broker endpoints),
so it must **not** hold the agent's token — a portal compromise shouldn't reach
the agent's wider Cloudron access.

## Rotating a token

### Portal token

1. In `my.inference.coop` → **Settings → API Tokens**, create a **"Read and Write"** token.
2. Set it as the portal's `CLOUDRON_TOKEN` env var (custom apps have no env-var
   UI — use the Cloudron CLI or the API; see the next section).
3. Verify: the portal can reach `GET /api/v1/users` with the new token (HTTP 200).

### Agent token

1. Create a fresh token in `Settings → API Tokens`.
2. Put it in the agent's `.env` as `CLOUDRON_TOKEN`.
3. Verify against `/api/v1/cloudron/status`.

**The trap this split exists to prevent:** the portal keeps its *own copy* of a
Cloudron token. If the agent's token is rotated without also updating the portal
copy, the portal's Cloudron calls start returning `401` — which breaks
provisioning (new members can't be created) and the member dashboard (its
usage/keys data is resolved through the portal's Cloudron calls).

## Chat image: spaCy model for document parsing (EPUB/DOCX)

Open WebUI's document parser (`unstructured`) lazily downloads the spaCy model
`en_core_web_sm` on first EPUB/DOCX parse — but the app directory is read-only
under Cloudron, so that install always fails ("Errno 30 Read-only file
system"). Fixed 2026-10-14 (issue #20) by pre-installing the model into
persistent storage:

- `/app/data/spacy_model/` holds the unpacked wheel
  (SHA-verified `en_core_web_sm-3.8.0-py3-none-any.whl` from the pinned URL in
  `unstructured/nlp/tokenize.py`).
- App env has `PYTHONPATH=/app/data/spacy_model` so `import en_core_web_sm`
  resolves and the lazy download never triggers.

**Restore caveat:** a backup restore from before 2026-10-14 will NOT contain
the model dir — re-create it (download the pinned wheel, unzip into
`/app/data/spacy_model/`, verify `spacy.load("en_core_web_sm")` works in the
container). The `PYTHONPATH` env survives restores (it's in app config).

## Scheduled tasks (scheduler addon)

The portal and gateway run their own housekeeping via the Cloudron scheduler
addon, declared in each app's `CloudronManifest.json` under `addons.scheduler`:

- **portal**: `membership_sweep` (nightly 3am, `/app/code/sweep.sh` →
  `POST /admin/sweep` with the `WEBHOOK_TOKEN` header) and `rag_refresh`
  (nightly 3:30am, `/app/code/rag_refresh.py` — pulls docs from the Gitea raw
  API and refreshes the chat knowledge base; needs `OWUI_API_KEY` +
  `DOCS_KNOWLEDGE_ID` in the app env).
- **gateway**: `audio_keepalive` (every 10 minutes, `/app/code/audio_keepalive.py`
  — pings the Tinfoil audio models locally to avoid the ~24s TEE cold-start;
  reads the master key from `/app/data/.master_key`, which `start.sh` writes —
  the env var `LITELLM_MASTER_KEY` is only exported into the litellm process).

**After any manifest change, verify the scheduler survived the deploy:** the
build log must show `setupAddons: setting up addon scheduler with options
{...}` listing your task(s), and each script must succeed when run manually
inside the container (`cloudron exec --app <id> -- <command>`). The scheduler
has historically gone missing from the manifest during edits — a deploy without
the setupAddons line means nightly reconciliation is NOT running.

## Custom apps have no env-var UI

The member portal is a *custom* app (packaged by us), not an App Store app.
Custom apps do **not** expose environment variables in the Cloudron dashboard.
Env vars for custom apps are set via:

- **Cloudron CLI** (on your workstation, *not* the server): `cloudron env set --app portal.inference.coop CLOUDRON_TOKEN=...`
- **Cloudron API**: `POST /apps/:appId/configure/env`

## `configure/env` is a full replace

`POST /apps/:appId/configure/env` with body `{"env": {KEY: value, ...}}`
**replaces the entire environment** — it does not merge. Sending a partial map
(e.g. a single test variable) wipes every other variable.

- To change **one** variable, read the current env first (`GET /api/v1/apps/:id`
  → `.env`), merge in memory, and POST the full map back.
- Never probe the endpoint with a throwaway body against a live app.
- If the env is wiped, it is recoverable from a Cloudron app backup:
  `GET /api/v1/apps/:appId/backups` → newest entry → `GET .../backups/:backupId/download`
  (a `.tar.gz` containing `config.json`, whose `.env` field holds the original map).

## Reference

- Cloudron CLI: `npm install -g cloudron` (install on your workstation, not the server), then `cloudron login my.inference.coop`.
- Cloudron API docs: `docs.cloudron.io/api/`.

## Open Collective: the bot token needs the `email` scope (Sept 2026)

The portal identifies members by email, read via the bot's OC personal token
(`OC_PERSONAL_TOKEN`) as `collective.members.nodes[].account.email` with the
`... on Individual { email }` inline fragment.

**The `email` scope is load-bearing.** The bot's personal token must be minted
with the `email` scope. Without it, the GraphQL `email` field returns `null` for
*every* member — including the bot's own `me { email }` — even though:

- the bot still authenticates and reports `isAdmin: true`, and
- the OC **admin CSV export still shows emails** (it's a separate, non-GraphQL
  path; its `contributorEmail` column is not a GraphQL field).

**Symptoms when the scope is missing:** `fetch_members()` filters out empty
emails and returns `[]`, so the webhook can't provision anyone by email and the
nightly sweep goes into its empty-list fail-safe (skips, doesn't deactivate).
A new member's webhook fires cleanly but no "Sent email to …" log line follows,
and no Cloudron user is created. (This is easy to misread as a "guest with no
email" problem — it is not; verify the scope first.)

**Diagnosis:** run `me { email }` with the bot token. `null` here while
`isAdmin: true` → the token is missing the `email` scope (or the scope was
revoked). Fix: re-add the `email` scope to the token on Open Collective
(Settings → Developers → Personal Tokens). No token rotation, no re-granting of
admin — just the scope.

## Credential inventory (draft, 2026-10-26)

Every credential the agent and the member-facing apps hold, compiled from the
public code and docs. **No secret values appear here, only names and roles.**
"Where it lives" and "Who rotates" are filled in where the docs say; blank
cells are for the operator to complete. When rotating anything, check every
row that names the same credential: several are held by more than one app.

### Member portal (`portal.inference.coop`)

| Credential | Purpose | Where it lives | Who rotates | Notes |
|---|---|---|---|---|
| `CLOUDRON_TOKEN` (portal token) | Create users and groups, invite links | Portal app env | GM | See "The two-token split" above |
| `OC_PERSONAL_TOKEN` | Read members and orders from Open Collective GraphQL | Portal app env | The Open Collective account that minted it | Needs the `email` scope (see below). Currently a personal token; a co-op-owned OC account would make it a co-op credential |
| `WEBHOOK_TOKEN` | Secret in the Open Collective webhook URL | Portal app env, and the webhook URL on Open Collective | GM | Rotating means re-creating the webhook on OC as well |
| `LITELLM_MASTER_KEY` | Create gateway teams and keys for members | Portal app env (copy of the gateway's) | GM | Also held by the gateway; rotate both together |
| `LITELLM_DB_*` | Read spend logs from the gateway database | Portal app env | Cloudron (addon) | Postgres credentials for the gateway's database |
| `MATRIX_BOT_TOKEN` | `@inference-bot:inference.coop` admin account: invites, space membership | Portal app env | GM | The account has no password; the token is the only credential |
| `LOOMIO_API_KEY`, `LOOMIO_B3_KEY` | Forum (Loomio) membership sync | Portal app env | GM | |
| `LISTMONK_API_USER`, `LISTMONK_API_TOKEN` | Newsletter list sync | Portal app env | GM | |
| `OWUI_API_KEY`, `OWUI_JWT_SECRET` | Open WebUI knowledge refresh and SSO | Portal app env | GM | Chat moved to LibreChat in October; confirm whether still needed, and retire if not |
| `BROKER_SECRET` | Shared secret between the portal and the member dashboard | Portal and dashboard app env | GM | Held by both; rotate together |
| `PORTAL_SECRET` | Session signing | Portal app env | GM | |
| `CLOUDRON_MAIL_SMTP_*` | Outbound mail | Cloudron mail addon | Cloudron | Managed by the platform |

### Gateway (`gateway.inference.coop`)

| Credential | Purpose | Where it lives | Who rotates | Notes |
|---|---|---|---|---|
| `LITELLM_MASTER_KEY` | Gateway admin | `/app/data/.master_key`, exported into the litellm process by `start.sh` | GM | Also held by the portal (above) and the audio keep-alive job |
| Salt key (`SALT_KEY_FILE`) | Encrypts provider keys stored in the gateway database | `/app/data` | GM | Losing it means re-entering every provider key |
| `TINFOIL_API_KEY` | Provider account | Gateway app env | Provider account owner | Billing lives at the provider |
| `GREENPT_API_KEY` | Provider account | Gateway app env | Provider account owner | Billing lives at the provider |
| `REGOLO_API_KEY` | Provider account | Gateway app env | Provider account owner | Billing lives at the provider |
| `CLOUDRON_POSTGRESQL_*`, `CLOUDRON_REDIS_*` | Database and cache | Cloudron addons | Cloudron | Managed by the platform |

### Agent (inferencebot, on the agent VPS)

| Credential | Purpose | Where it lives | Who rotates | Notes |
|---|---|---|---|---|
| Cloudron agent token | Cloudron API | Agent `.env` | GM | See "The two-token split" above |
| Gitea token | Commits, issues, PRs as `inference-bot` | Agent `.env` | GM | |
| Matrix access token (`@inferencebot:inference.coop`) | Reading and posting in rooms | Agent host, with its E2EE key store | GM | The off switch in [Working with the agent](working-with-the-agent.md) revokes this second |
| Gateway virtual key | The agent's own inference | Agent `.env` | GM | Model allowlist and budget live on this key; the off switch revokes it first |
| Direct provider key (fallback) | Inference during a gateway outage | Agent `.env` | Provider account owner | Planned on co-op/support#17 |
| LibreChat admin credential | Per-member key sync job | Agent `.env` | GM | Inferred from the job list on #17 |
| Restic repository passphrase | Nightly encrypted backup of the agent's state | Agent host and the co-op vault | GM | Per #17 |
| Infomaniak Swiss Backup S3 keys (agent) | Backup target | Agent host | Infomaniak account owner | Per #17 |

### Accounts (not tokens, but the things tokens come from)

| Account | Purpose | Owner today | Notes |
|---|---|---|---|
| Cloudron admin (`my.inference.coop`) | Everything on the main server | | |
| Hostinger | Hosts the main Cloudron server | Personal account (co-op/support#2) | Moving to Infomaniak |
| Infomaniak | Agent VPS, Swiss Backup S3 for Cloudron and the agent | | S3 keys for Cloudron backups rotated after setup (co-op/support#12) |
| Open Collective (collective admins) | Dues, webhooks, the personal token above | | |
| Provider accounts (Tinfoil, GreenPT, Regolo) | Billing and API keys | | |
| Domain registrar and DNS for `inference.coop` | | | |
| Gitea, Matrix, Loomio, Listmonk admin accounts | Service administration | | Cloudron SSO where applicable |

### Keeping this current

Add a row when a new integration lands, and strike one when a service is
retired. A credential held by two apps is the thing most likely to break on
rotation; the "Notes" column marks each one.