How to create and change templates with AI Actions

This guide shows you how to create and change contract templates, budget templates and task templates in PSOhub by asking your AI assistant, Claude or ChatGPT. Templates are the starting point for new projects, so you set up your standard way of working once and reuse it on every project.

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 an administrator. Only administrators manage templates.

Big jobs in one request

These requests replace building templates field by field.

You say	What happens
"Here's our standard proposal for implementations. Turn it into a contract template with its phases and lines."	A new contract template with groups and lines from the proposal: types, names, amounts and budgets. You check the structure before it is saved.
"Make a task template from the tasks of the Website relaunch project."	A new task template with the project's lists and tasks, roles, people, dependencies, milestones and checklists. Dates become days from the project start. The preview says what is left out, such as files and notes.
"Copy the Implementation contract template and call it Implementation Light. Then remove the Training group."	A copy with the same groups and lines, followed by a second request that changes the copy.
"Create a budget template for the Implementation contract template: 80 hours Consultant and 16 hours Project Manager on each line."	A budget template with those roles and hours per line, at the rates of the roles.
"Add a Testing list to the App Development task template with five test tasks, each two days, starting on day 30."	A new list with five tasks in the template, with their days from the project start.

Quick everyday changes

You say	What happens
"What's in the Implementation contract template?"	The assistant shows the groups and lines. Nothing changes.
"Rename the Consultancy template to Consultancy Standard."	The template gets the new name.
"Change the fixed fee of the Kick-off line in the Implementation template to €2,500."	The amount on that template line changes.
"Add 8 hours Designer to the Design line of the budget template."	The budget template gets the extra role on that line.
"Make the design review in the App Development task template a milestone on day 20."	The task becomes a milestone with day 20 as its end day.

How to create or change a template

Tell your assistant which template and what you need. Share a proposal, a project to copy from, or describe the structure.
Let it read the template first. For an existing template, the assistant always looks at its current content, so it changes the right groups, lines and tasks.
Check the preview. You see what is added, changed or moved, and what is left out when copying.
Approve. Say yes, or click the approve button if your assistant shows one.

Note: changing a template doesn't change existing projects. A template is copied once, when a project is created or a template is imported.

Contract templates

A contract template holds groups (with a name and group number) and lines, the same as the contract of a project.

New: a name is required. The business unit and currency default to your main business unit and base currency. The currency can't change afterwards, and projects only use templates in their own currency.
Copy: makes a new template with the same groups and lines, named "Copy of …". Change the copy in a second request. A copy in another currency doesn't convert amounts. Task and budget templates are not copied along.
Change: name and business unit; add, rename, renumber or remove groups (only when empty); add, change, move or remove lines.
Lines: type, name, line number, amounts, budgets and products. An amount only on Fixed fee lines, and on expense lines marked as fixed fee. A Fixed fee line can also become a task list in the matching task template.

A template line has no invoice method, schedule, alerts or custom fields. Installments, recurring fixed fees, start dates and retainer schedules are set on the project after it is created; see AI Actions: Contracts and budgets.

Budget templates

A budget template belongs to one contract template, which also sets its currency. Per contract line it holds roles with hours, never specific people; amounts follow the rates of the roles. A new one is named "Budget for …" unless you give a name. You can rename it and change its lines, but not the contract template it belongs to. Using a budget template on a project is explained in How to fill and change a project budget with AI Actions.

Task templates

A task template holds task lists with tasks.

New: a name is required; the currency defaults to the base currency. Linked to a contract template, it gets an empty list per contract line, which your first list for that line takes over.
Copy: from another task template, or from the tasks of an existing project. Roles, people, tags, dependencies, milestones and checklist texts come along; files, status, booked hours and notes don't.
Dates are days from the project start: day 0 is the first day. When the template is imported, only tasks with a start day move along with the project, so give the first task day 0. A milestone only has an end day.
Titles must be unique within a template, because dependencies and people are linked by title when the template is imported.
People in a template only join the project team when the project uses Add team from task template; roles always come along.

Importing a task template into a project is explained in How to create and manage tasks with AI Actions.

Verify it worked

After saving, the assistant tells you what was created or changed in which template.
Open the template in PSOhub's settings to check it.
Create a test project with the template to see the result.

Who can do what

Role	Templates
Administrator	Create, copy and change contract, budget and task templates
Controller, project manager, team member	Not available; you can use templates when creating a project

What is not possible

These are done in PSOhub itself:

Deleting a template, or a list, task or checklist item in a task template.
Changing the currency of a contract template after it is created.
Changing the contract template a budget template belongs to.
Invoice methods, schedules, alerts and custom fields on contract template lines.
Status, notes and hide for guests on task template tasks. These don't carry over to projects.

Common issues

A project can't use the template. The template is in another currency than the project.
Tasks didn't move with the project start. They have no start day in the template. Give the first task day 0.
Dependencies or people are missing after importing. Two tasks in the template had the same title. Make titles unique.
A group can't be removed. It still has lines. Move or remove the lines first.
Existing projects didn't change. Templates only apply when a project is created or a template is imported.

Frequently asked questions

Can I turn a successful project into a template?

Yes, for tasks. Ask the assistant to create a task template from the project's tasks. Dates become days from the project start.

Does copying a contract template also copy its task and budget templates?

No. Create those for the copy separately.

Can a controller or project manager change templates?

No. Only administrators manage templates.