Staff roles

• Site moderators: Shiroizu, andreoda, mi.chan, faerimagic (+ trusted users)
• Promotes users to trusted
• Handle entry reports
• Maintains tag mappings (nico tag -> VocaDB tag)
• Makes sure guidelines are followed (or suggests new guidelines)
• Flags spammers, posts them to StopForumSpam.
• Handling DMCA, GDPR, user account deletion, other requests.
• Communication with foreign users
• Japanese #translation channel
• Chinese #translation channel
• Site administrators: Shiroizu, MrMeteor
• Promotes moderators
• VocaDB wiki: Shiroizu
• Manages guidelines
• Planning of guidelines
• IM chat group moderation
• Discord: Shiroizu
• IRC: mdl, MrMeteor
• Facebook: Melpirise
• Posts about new features
• Song posts
• Responding to messages for the page
• Twitter: Hikaru Soeda + TweetDeck
• Posts about new features
• Responding to tweets regarding the site
• VocaDB support email group: Shiroizu, MrMeteor, riipah
• Blog (Wordpress):
• Hosting (on TakoV4): riipah
• Site news, announcements: Shiroizu, andreoda, riipah
• Patreon page: riipah
• Freedcamp: riipah, Shiroizu
• Promotion: riipah
• Partnership management (VNN, VocaVerse, Vocalnexus, etc.)
• Google analytics: Shiroizu, riipah
• Demographics
• Google webmaster tools: Shiroizu, riipah
• SEO
• GitHub: riipah, ycanardeau
• Technical documentation
• Development, technical planning (1 person)
• Responding to requests on the issues list
• Transferring issue requests from website to GitHub
• Triage
• Reviewing pull requests
• Build pipeline
• Maintaining translations
• Coordinating
• Japanese translation
• Chinese translation
• Other translations
• Domain management (Joker): riipah
• Yearly domain renewals
• Set up DNS, email forwards, aliases
• Server management (Windows Server 2016, Hetzner EX41): riipah
• Server security, upgrades
• Backups
• SSL certificates (LetsEncrypt)
• Email sending (Mailgun)
• Affiliate programs (Amazon)

Approximate work amount

Role	Importance	Work amount
Promotes users to trusted	Moderate	2 hours per week
Maintains tag mappings	Low	1 hour per week
Makes sure guidelines are followed	High	4 hours per week
Flags spammers	High	2 hours per week
Handling DMCA, GDPR, user account deletion	High	1 hour per week
Foreign user communication	Moderate	1 hour per week
Wiki: managing guidelines	Moderate	4 hours per week
Discord	Low	1 hour per week
IRC	Low	1 hour per week
Facebook	Low	2 hours per week
Twitter	Low	2 hours per week
Support email	Moderate	2 hours per week
Blog hosting	Moderate	4 hours per week
Blog posting	Low	1 hour per week
Patreon	Moderate	2 hours per week
Freedcamp	Moderate	2 hours per week
Partnerships	Low	1 hour per week
Promotion	Low	2 hours per week
Google analytics	Low	1 hour per week
Webmaster tools	Low	1 hour per week
Coordinating translations	Low	1 hour per week
Technical documentation	Moderate	2 hours per week
Development	Moderate	6 hours per week
Triage, responding to issues	Moderate	3 hours per week
Transferring issues to GitHub	Low	2 hours per week
Reviewing pull requests	Medium	3 hours per week
Build pipeline	High	1 hour per week
Domain renewal	High	1 hour per year
IP management	Medium	1 hour per week
Server security	High	1 hour per week
Backups	High	1 hour per week
SSL certificates	High	1 hour per week
Affiliate programs	Medium	1 hour per week

Role explanation

Communication with foreign users

We get a lot of traffic from overseas, mostly Japan and China, but also France and Spain. There are also a few active editors from those countries. Some of them don't speak English. Some of them are editors, some artists. We need someone in charge of contacting these people and translating messages (possibly using other people to do the translation).

Handling abandoned reports

Entry reports should be handled as quickly as possible. Preferably in less than a week. If the report cannot be handled, then someone needs to post a comment on the reported entry and close the report. Spammers should be banned and reported to StopForumSpam before closing.

VocaDB support email group

Emails sent to support@vocadb.net are redirected to private Google Group. We get some traffic here, mostly spam, but also people requesting accounts to be deleted or something similar. There should be a few people who can read and respond to these emails.

Blog

Blog is currently Wordpress, running on a Windows virtual machine. Recommend moving the blog to Linux hosting in the future, maybe use static pages like Jekyll for safety.

Patreon page

Patreon is our main source of funding. Someone should make sure the information on Patreon page is up to date, and monitor incoming money, so that it's sufficient for running the server. Sometimes actions are required regarding Patreon. For example, recently they added mandatory taxation. Patreon page needs to declare services it is providing, so that tax can be properly applied. Also, tax form needs to be updated sometimes.

Freedcamp

We have a semi-private discussion board on freedcamp, mostly for staff members, discussing site matters.

Recommend moving staff discussion to Discord instead, and general instructions to a private wiki.

Partnership management

VocaDB has partnerships with numerous Vocaloid websites. Someone needs to monitor these partnerships periodically. Which ones are still active. Sometimes partners request updating their information such as icons or description. This also includes seeking new partnerships with major Vocaloid-related websites.

Google analytics

Google analytics shows various statistics about visitors on the website. Their language, where are they from, how did they arrive, how long did they spend on site. How many people are browsing using mobile phone vs. desktop?

This is useful for knowing where our traffic is coming from. Which languages are important on the website. Maybe there's a website we could partner with. Are users finding what they are looking for?

Coordination with partnerships management and search engine optimization.

Webmaster tools

Webmaster tools shows if there's a problem on a certain page. Most common problems are crashes and mobile browsing issues. Crashes can be temporary, but sometimes certain pages are crashing because of the content.

Webmaster tools also includes sitemap management, which GoogleBot uses to index the website. This is important for the website content to be discoverable on Google search. Sitemap is automatically generated by VocaDB SiteMapGenerator.

Maintaining translations

VocaDB user interface is available in multiple languages. Most important translations are Japanese and Chinese. Someone needs to be in charge of updating translations. There can be more people who actually do the translations.

Domain management

Sometimes we need to register new domain names or email addresses for service accounts. For example, service@vocadb.net would be redirected to support@vocadb.net. Or blog needs to be moved to a new server so the IP address needs to be updated.

Email sending

VocaDB uses a service called Mailgun to send emails. The main benefit is not having to use personal email account for sending emails. Mailgun also gives handy statistics such as number of emails sent and emails that could not be delivered. Useful if you're wondering what happened to that email sent my VocaDB.

Affiliate programs

VocaDB is enrolled to partnership program with Amazon.com. This means that whenever someone clicks album link to Amazon.com, Amazon sends us a tiny bit of money. The links are completely transparent to users. Amazon also requires updating tax information periodically.