How to approve and reject hours with AI Actions

This guide shows you how to approve or reject booked hours (time entries) in PSOhub by asking your AI assistant, Claude or ChatGPT. It works the same as the approval pages in PSOhub, at project manager level and team lead level, so you can approve a whole week in one sentence.

New to AI Actions? Start with AI Actions: create and update PSOhub data with your AI assistant. It explains how the preview and your approval work.

Before you start

Your AI assistant, Claude or ChatGPT, is connected to PSOhub. See Connecting your AI assistant to PSOhub.
Your account has access to AI Actions, a paid feature.
You are the project manager or backup project manager of the project, or a team lead. See Who can do what below.
Hour approval is switched on for the business unit. If a level is switched off, PSOhub approves those hours automatically.

Big jobs in one request

These requests replace going through the approval page entry by entry.

You say	What happens
"Approve all hours on Website relaunch from last week."	All open hours of that project in that week are approved in one go. Hours that were already approved are skipped and listed.
"Approve everything Eva booked in October, except the hours on the Training line."	The assistant selects Eva's October hours, leaves out the Training line, and shows the list before approving.
"Reject Peter's hours on Design from last Tuesday: wrong contract line."	Those hours are rejected with that reason. Peter gets a notification and an email per entry, and can correct them.
"As team lead, approve all hours of the Development team from last month that the project managers already approved."	The second approval for those hours, at team lead level.

Quick everyday approvals

You say	What happens
"Approve Mark's hours on Website relaunch from yesterday."	Those entries are approved.
"Reject Eva's 10 hours on Friday: too many hours."	That entry is rejected with the reason Too many hours.
"Reject Lisa's entry from Monday and tell her to add what she worked on."	The entry is rejected with your own note.

How to approve or reject hours

Tell your assistant which hours. Name a project and/or a person with a period, such as "last week", or point at specific entries.
Say approve or reject. For rejecting, give a reason.
Check the preview. You see the entries, and which ones are skipped because they are already approved.
Approve. Say yes, or click the approve button if your assistant shows one.

Two approval levels

Level	Who	Which hours
Project manager	The project manager or backup project manager of the project	Hours on your active projects. Even an administrator can't approve hours on someone else's project at this level.
Team lead	Administrators and controllers who lead a business unit, and functional administrators	Only hours the project manager has already approved.

Without a level, PSOhub uses the project manager level, or the team lead level when nothing is open for you as project manager.

Which hours

By project and/or person with a period: at most 92 days and 100 entries per request.
By specific entries: up to 50.
Hours that are already approved are skipped and listed in the preview.

Reasons for rejecting

Wrong project, wrong contract line, wrong role, hours over budget, too many hours, missing description, or your own note of up to 800 characters.

The employee gets a notification and an email per entry, so at most 25 entries can be rejected per request. A rejected entry stays open until it is approved; it can only be rejected again after the employee has changed it.

Note: approving can't be undone through AI Actions. Approved hours are locked for the employee and count towards invoices.

Verify it worked

After saving, the assistant tells you how many entries were approved or rejected, for whom and on which projects.
Open the approval page in PSOhub to see what is still open.
Changes made through AI are marked via AI in the activity feed.

Who can do what

Role	Approve and reject hours
Project manager, backup project manager	Project manager level, on your own active projects
Administrator, controller who leads a business unit; functional administrator	Team lead level, after the project manager approved
Team member	Not available

What is not possible

These are done in PSOhub itself:

Undoing an approval.
Approving hours on someone else's project at project manager level, also as an administrator.
Approving hours on a project that isn't active.
Rejecting an entry again before the employee has changed it.

Common issues

Hours can't be approved. You are not the project manager or backup project manager of that project, or the project isn't active.
As team lead, nothing shows up. The project manager hasn't approved those hours yet. Team leads approve only after the project manager.
The request covers too much. One request covers at most 92 days and 100 entries. Split it, for example per month or per project.
Some hours are skipped. They were already approved. The preview lists them.
An entry can't be rejected again. The employee hasn't changed it since the last rejection.

Frequently asked questions

Does the employee know why their hours were rejected?

Yes. They get a notification and an email per entry, with the reason you chose or your own note.

Can I approve the hours of my whole team at once?

Yes, per project or per person with a period. One request covers at most 92 days and 100 entries.

What happens after I approve?

The hours are locked for the employee and can be invoiced. Approving can't be undone through AI Actions.