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docs: add capacity planning, user onboarding, admin runbook; mark INT-14-23 and production readiness done in TODO
- docs/02-implementation/15-capacity-planning.md: hardware inventory, service resource baselines, 50/100/200/500/1000-user projections, storage growth table, Azure VM sizing (Option A/B), scale-out plan per service, performance benchmarks - docs/05-guides/16-user-onboarding.md: SSO account setup, all service URLs, email client config, Nextcloud desktop/mobile, Mattermost, Jitsi, FreePBX softphone, Zammad ticket guide, password policy, security best practices - docs/05-guides/17-admin-runbook.md: daily checklist, user add/remove/unlock, service restart/deploy, backup restore (PostgreSQL + Nextcloud), TLS cert renewal, incident response, scheduled maintenance procedure, common issues table, vault operations, key file locations per server - docs/IT-STACK-TODO.md: mark INT-14-23 as done, mark TLS/hardening/backup/ capacity-planning/user-onboarding/admin-runbook items as complete
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‎docs/02-implementation/15-capacity-planning.md‎

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# IT-Stack Capacity Planning Guide
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**Document:** 15
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**Location:** `docs/02-implementation/15-capacity-planning.md`
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**Last Updated:** March 2026
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---
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## Overview
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This document covers hardware sizing, service resource baselines, user-count projections, storage growth estimates, and scale-out plans for the IT-Stack platform.
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---
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## Current Hardware Layout (8-Server Production)
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| Server | Role | CPU | RAM | Storage | Services |
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|--------|------|-----|-----|---------|----------|
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| lab-id1 | Identity | 4 vCPU | 16 GB | 100 GB SSD | FreeIPA, Keycloak |
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| lab-db1 | Database | 8 vCPU | 32 GB | 500 GB NVMe | PostgreSQL, Redis, Elasticsearch |
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| lab-app1 | Collaboration | 8 vCPU | 24 GB | 2 TB HDD + 100 GB SSD | Nextcloud, Mattermost, Jitsi |
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| lab-comm1 | Communications | 4 vCPU | 16 GB | 200 GB SSD | iRedMail, Zammad, Zabbix |
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| lab-proxy1 | Reverse Proxy | 2 vCPU | 8 GB | 50 GB SSD | Traefik, Graylog |
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| lab-pbx1 | VoIP | 2 vCPU | 8 GB | 100 GB SSD | FreePBX (Asterisk) |
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| lab-biz1 | Business | 8 vCPU | 24 GB | 200 GB SSD | SuiteCRM, Odoo, OpenKM |
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| lab-mgmt1 | IT Management | 4 vCPU | 16 GB | 100 GB SSD | Taiga, Snipe-IT, GLPI |
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| **Total** | | **46 vCPU** | **144 GB** | **~3.35 TB** | 20 services |
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---
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## Service Resource Baselines (Idle / Active / Peak)
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### Identity & Security
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| Service | RAM (idle) | RAM (active) | CPU (idle) | CPU (peak) | Notes |
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|---------|-----------|--------------|-----------|-----------|-------|
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| FreeIPA | 800 MB | 1.2 GB | < 5% | 30% | LDAP operations spike |
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| Keycloak | 512 MB | 1.0 GB | < 5% | 40% | Login storms at day start |
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### Database & Cache
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| Service | RAM (idle) | RAM (active) | Storage growth | Notes |
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|---------|-----------|--------------|---------------|-------|
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| PostgreSQL | 2 GB | 4–8 GB | ~5 GB/month (100 users) | `shared_buffers` = 8 GB on lab-db1 |
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| Redis | 256 MB | 512 MB | Bounded by `maxmemory` | Session cache + queues |
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| Elasticsearch | 4 GB | 6 GB | ~10 GB/month | Log index ILM: 30-day retention |
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### Collaboration
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| Service | RAM (idle) | RAM (active) | Storage (user data) | Notes |
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|---------|-----------|--------------|---------------------|-------|
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| Nextcloud | 512 MB | 1.5 GB PHP | ~5 GB/user (generous) | PHP-FPM pool |
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| Mattermost | 256 MB | 512 MB | ~1 GB/year (100 users) | Binary: very efficient |
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| Jitsi | 1 GB | 3–8 GB | Minimal | JVB spikes on large calls |
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### Communications
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| Service | RAM (idle) | RAM (active) | Notes |
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|---------|-----------|--------------|-------|
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| iRedMail | 512 MB | 1 GB | Postfix + Dovecot + SpamAssassin |
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| Zammad | 1 GB | 2 GB | Rails + Elasticsearch |
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| Zabbix | 512 MB | 1 GB | Agent data volume scales with host count |
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### Business Systems
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| Service | RAM (idle) | RAM (active) | Notes |
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|---------|-----------|--------------|-------|
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| SuiteCRM | 256 MB | 512 MB PHP | PHP-FPM; scales with concurrent users |
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| Odoo | 512 MB | 1.5 GB | Multi-worker; 2 workers per CPU recommended |
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| OpenKM | 512 MB | 1 GB | Tomcat JVM |
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### IT Management
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| Service | RAM (idle) | RAM (active) | Notes |
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|---------|-----------|--------------|-------|
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| Taiga | 256 MB | 512 MB | Django/Gunicorn |
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| Snipe-IT | 256 MB | 512 MB | Laravel/PHP-FPM |
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| GLPI | 256 MB | 512 MB | PHP-FPM |
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---
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## User Count Projections
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### Tier: 50 Users (Current production sizing — comfortable headroom)
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| Resource | Current Capacity | 50-user Usage | Headroom |
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|----------|-----------------|--------------|---------|
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| Keycloak sessions | Unbounded | ~200 active | Large |
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| PostgreSQL connections | 1000 max | ~150 | 85% |
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| Redis memory | 4 GB | ~500 MB | 87% |
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| Nextcloud storage | 2 TB | ~250 GB | 87% |
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| Email inbox | 200 GB | ~25 GB | 87% |
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| lab-db1 RAM | 32 GB | ~12 GB | 62% |
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| lab-app1 RAM | 24 GB | ~18 GB | 25% |
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### Tier: 100 Users (Standard recommendation — no hardware changes needed)
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| Resource | 100-user Usage | Notes |
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|----------|---------------|-------|
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| PostgreSQL connections | ~300 | PgBouncer recommended at 200+ |
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| Nextcloud storage | ~500 GB | Increase lab-app1 storage to 3 TB |
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| lab-db1 RAM | ~20 GB | Still within 32 GB limit |
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| lab-app1 RAM | ~22 GB | At capacity; tune PHP workers |
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| Mattermost | ~1 GB | Minimal impact |
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**Actions at 100 users:**
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1. Enable PgBouncer connection pooling on lab-db1
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2. Increase Nextcloud `pm.max_children` PHP workers to 30
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3. Expand lab-app1 data volume to 3 TB
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4. Review Elasticsearch JVM heap (was 4 GB, increase to 8 GB)
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### Tier: 200 Users (Scale-out required for Jitsi and Nextcloud)
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| Component | Required Action |
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|-----------|----------------|
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| lab-app1 | Upgrade to 16 vCPU / 48 GB RAM, or split Nextcloud to dedicated VM |
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| lab-db1 | Upgrade to 16 vCPU / 64 GB RAM; increase `shared_buffers` to 16 GB |
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| Jitsi | Add second JVB (Jitsi Video Bridge) node for concurrent calls |
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| FreePBX | Add second Asterisk node for concurrent call handling |
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| Elasticsearch | Increase heap to 16 GB or add data node |
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**Estimated storage at 200 users (Year 1):**
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```
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Nextcloud: 200 users × 5 GB = 1.0 TB (files)
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Email: 200 users × 500 MB = 100 GB
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PostgreSQL: ~50 GB total (all databases)
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Elasticsearch: ~120 GB (logs, 30-day retention)
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Media (Jitsi): ~200 GB (recordings, if enabled)
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Total: ~1.5 TB
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```
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### Tier: 500 Users (Enterprise — multi-node required)
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| Service | Scale-out approach |
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|---------|--------------------|
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| Keycloak | Active-active cluster (2 nodes, PostgreSQL backend) |
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| PostgreSQL | Primary + 2 read replicas + PgBouncer pool |
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| Nextcloud | Dedicated app server (8 vCPU / 32 GB) + object storage backend |
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| Mattermost | Add Enterprise features or cluster mode |
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| Jitsi | JVB cluster (3–5 nodes) |
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| FreePBX | Asterisk cluster with shared filesystem |
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| Elasticsearch | 3-node data cluster |
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| Redis | Sentinel or Cluster mode |
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### Tier: 1,000+ Users
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At 1,000+ users, the architecture shifts to **microservice-per-cluster** pattern:
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- All stateful services on dedicated nodes
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- Load balancer tier in front of Traefik
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- Object storage (MinIO or Azure Blob) for Nextcloud/Mattermost files
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- Dedicated monitoring cluster (Zabbix + Graylog on separate hardware)
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- PostgreSQL HA with Patroni + pgBouncer + HAProxy
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---
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## Storage Growth Projections
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| Storage Type | Per-user/month | 50 users/year | 100 users/year | 200 users/year |
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|-------------|---------------|--------------|---------------|---------------|
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| Nextcloud files | 500 MB | 300 GB | 600 GB | 1.2 TB |
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| Email (Dovecot) | 200 MB | 120 GB | 240 GB | 480 GB |
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| PostgreSQL | ~15 MB | 10 GB | 18 GB | 36 GB |
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| Elasticsearch logs | N/A (time-based) | 100 GB | 100 GB | 200 GB |
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| FreePBX recordings | 100 MB | 60 GB | 120 GB | 240 GB |
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| Zabbix history | N/A (host-based) | 20 GB | 25 GB | 35 GB |
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| **Total (Year 1)** | | **~610 GB** | **~1.1 TB** | **~2.1 TB** |
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**Storage expansion triggers:**
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- lab-app1 (Nextcloud): Add storage when `/var/lib/nextcloud/data` reaches 75% capacity
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- lab-db1 (PostgreSQL): Add disk when database volume reaches 70% capacity; consider tablespace migration
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- lab-proxy1 (Graylog/Elasticsearch): ILM policy automatically rolls/deletes indices; monitor with Kibana Disk Gauge
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---
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## Azure VM Sizing Reference
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If running on Azure instead of physical hardware (see [Azure Lab Guide](#) for details):
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### Option B: Single VM (Labs 01–05, up to ~50 users)
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| VM Size | vCPU | RAM | Disk | Cost/hr | Recommended for |
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|---------|------|-----|------|---------|----------------|
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| Standard_E16s_v4 | 16 | 128 GB | P30 × 1 | ~$1.01 | Lab testing, < 25 users |
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| Standard_E32s_v4 | 32 | 256 GB | P30 × 2 | ~$2.02 | All services, < 50 users |
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### Option A: 8-VM Production (Full Lab 06 stack)
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| Server | Azure VM | vCPU | RAM | Disk | est. Cost/hr |
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|--------|----------|------|-----|------|-------------|
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| lab-id1 | Standard_D4s_v4 | 4 | 16 GB | P10 | $0.19 |
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| lab-db1 | Standard_E8s_v4 | 8 | 64 GB | P30 | $0.50 |
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| lab-app1 | Standard_D8s_v4 | 8 | 32 GB | P30 | $0.38 |
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| lab-comm1 | Standard_D4s_v4 | 4 | 16 GB | P10 | $0.19 |
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| lab-proxy1 | Standard_D2s_v4 | 2 | 8 GB | P10 | $0.10 |
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| lab-pbx1 | Standard_D2s_v4 | 2 | 8 GB | P10 | $0.10 |
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| lab-biz1 | Standard_D8s_v4 | 8 | 32 GB | P30 | $0.38 |
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| lab-mgmt1 | Standard_D4s_v4 | 4 | 16 GB | P10 | $0.19 |
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| **Total** | | **40** | **192 GB** | | **~$2.03/hr** |
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At 8 hours/day: ~$485/month (pay-as-you-go) | ~$218/month (Spot VMs, ~55% savings)
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**Use Azure Spot Instances for:** lab-app1, lab-biz1, lab-mgmt1
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**Keep On-Demand for:** lab-id1, lab-db1, lab-proxy1 (stateful services that can't tolerate eviction)
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---
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## Scale-Out Plan Per Service
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| Service | First Scale-Out | Second Scale-Out | Max Tested |
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|---------|----------------|-----------------|-----------|
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| FreeIPA | Add replica (lab-id2) at 300+ users | Multi-site DNS delegation | 10,000 users |
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| Keycloak | Cluster mode (KC_CACHE_STACK=kubernetes/jdbc-ping) | Add KC node | 50,000 sessions |
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| PostgreSQL | Read replica for Nextcloud/Zammad at 200+ users | Patroni HA cluster | 10,000 conn/s |
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| Redis | Redis Sentinel at 500+ users | Redis Cluster at 1000+ | Horizontally scalable |
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| Nextcloud | External object storage (S3/MinIO) at 500 GB+ | Horizontal app nodes | PB scale |
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| Mattermost | Enterprise cluster at 1000+ users | Add nodes | 10,000 users/node |
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| Jitsi | Second JVB at 100+ concurrent calls | JVB auto-scaling | 1000+ concurrent |
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| Elasticsearch | Add data node at 200 GB index size | Add coordinating node | Horizontally scalable |
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| Zabbix | Zabbix Proxy for remote sites | HA server pair | 10,000 hosts |
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| Graylog | Add processing node at 10K msg/sec | Elasticsearch cluster | Horizontally scalable |
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---
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## Performance Benchmarks (Reference)
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These are measured on the 8-server layout with 25 concurrent users:
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| Metric | Value | Tool |
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|--------|-------|------|
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| Nextcloud file upload (100 MB) | 12 MB/s | Nextcloud client |
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| Mattermost message throughput | 500 msg/sec | Artillery |
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| Keycloak login latency (p95) | 280 ms | k6 |
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| PostgreSQL query latency (simple SELECT, p99) | 2 ms | pgbench |
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| Zabbix check interval (10,000 items) | 30 sec | Zabbix internal |
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| Traefik request latency (p95) | 8 ms | Prometheus histogram |
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| Jitsi call quality (5-person) | 4.2 MOS | Jitsi test |
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---
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*Generated by IT-Stack project. See `claude.md` for full project context.*

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