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How to Update This Wiki

This guide explains how changes to the Trove wiki are proposed, reviewed, approved, and published. It applies to all team members, whether they are requesting a change or making one directly.

How the Wiki Works

The wiki is built with MkDocs using the Material theme and is hosted at wiki.gotrove.ai. All content lives as Markdown (.md) files in the docs/ folder of the wiki-and-docs GitHub repository.

Changes to the wiki follow the same process as code changes — they go through a branch, a pull request, and a review before being merged and published.

Who Can Make Changes

Role What they can do
Any team member Submit a change request via ClickUp
Engineers and editors with repo access Create a branch and submit a pull request directly
CTO (Joshua Curci) Review and approve all pull requests

If you are not comfortable working with Git and Markdown, submit a change request instead of making the change yourself — see below.

If you notice something wrong, outdated, or missing in the wiki, submit a request and someone will make the change.

How to submit

  1. Create a task in ClickUp in the Wiki Update Requests list
  2. Include:
  3. The page name and URL (e.g. wiki.gotrove.ai/operations/acceptable-use-policy/)
  4. What is wrong or missing
  5. What the correct information should be (as specifically as possible)
  6. Any supporting context, links, or documents
  7. Assign the task to Joshua Curci

For urgent corrections, also post in #wiki-updates on Slack with a link to the ClickUp task.

What happens next

  1. Joshua reviews the request — approved changes are prioritised and scheduled
  2. The change is made on a branch and submitted as a pull request
  3. The pull request is reviewed and merged
  4. The wiki publishes automatically after merge
  5. The Claude Project knowledge base is updated so Claude reflects the new content
  6. The ClickUp task is marked as done

Option 2: Make the Change Directly (engineers and editors)

If you have access to the repository and are comfortable with Git and Markdown, you can make the change yourself and submit it for review.

Step 1 - Clone the repo and create a branch

git clone git@github.com:Elliephant-Gifting/wiki-and-docs.git
cd wiki-and-docs
git checkout -b update/your-branch-name

Branch names should be descriptive. Use the update/ prefix for wiki content changes, e.g.:

update/acceptable-use-policy-mfa-section
update/q2-2026-okrs
update/team-page-new-hire

Step 2 - Make your changes

Edit the relevant .md file in the docs/ folder using your preferred editor. All content is written in standard Markdown. See the MkDocs Material documentation for advanced formatting options like admonitions, tabs, and tables.

Formatting conventions used in this wiki:

  • Use --- for horizontal rules between sections
  • Use ## Heading for main sections, ### Heading for subsections
  • Use hyphens (-), not asterisks, for bullet lists
  • Use regular dashes (-) not em dashes in body text
  • Images and assets go in docs/assets/ and are referenced with root-relative paths (e.g. /assets/images/logo/logo.svg)
pip install mkdocs-material
mkdocs serve

Open http://localhost:8000 to preview the wiki with your changes applied.

Step 4 - Commit and push

git add docs/path/to/changed-file.md
git commit -m "Update: brief description of what changed"
git push origin update/your-branch-name

Step 5 - Open a pull request

  1. Go to the wiki-and-docs repository on GitHub
  2. Click Compare & pull request
  3. Write a clear title and description explaining what changed and why
  4. Assign Joshua Curci as the reviewer
  5. Submit the pull request

Step 6 - Review and merge

Joshua will review the pull request. Once approved it will be merged into main and the wiki will update automatically via the CI/CD pipeline.

After a Change is Merged

Once a pull request is merged, two things need to happen:

  1. The wiki publishes automatically via GitHub Actions — no manual step required
  2. The Claude Project knowledge base must be updated — the Doc Syncer (currently Joshua) re-uploads the changed files so Claude reflects the new content

See Claude Project Maintenance for the full sync process.

Adding a New Page

If you need to add a completely new page to the wiki:

  1. Create a new .md file in the appropriate docs/ subfolder
  2. Add the page to the nav: section of mkdocs.yml in the correct position
  3. Follow the existing file naming convention: lowercase, hyphens, no spaces (e.g. new-page-name.md)

If you are not sure where the new page should sit in the navigation, note it in your ClickUp request and Joshua will make the call.

What Not to Change Without Approval

Some pages should not be changed without explicit approval from Joshua:

  • Any page under Compliance & Governance or Security — these are policy documents and changes may have legal or compliance implications
  • Legal pages — these are formal documents and must be reviewed before publishing
  • mkdocs.yml — changes to the navigation structure or site configuration affect the whole wiki

For these pages, always submit a ClickUp request rather than making the change directly, even if you have repo access.