How to create and manage tasks with AI Actions

This guide shows you how to create, assign, update and complete tasks in PSOhub by asking your AI assistant, Claude or ChatGPT. It also covers task lists, notes on tasks and task templates, so you can set up a full work breakdown (WBS) or tick off a to-do 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 on the project team, or you are the project manager, a controller or an administrator. See Who can do what below.

Big jobs in one request

These requests replace typing in tasks one by one. You check the preview and approve it.

You say	What happens
"Here's the work breakdown from the proposal in Excel: 40 tasks with owner, start, end and effort. Put them in Website relaunch."	The assistant first shows which column it reads as title, list, owner, dates and effort, with three example rows. After your yes, it saves the tasks in parts of up to 25, each with its own preview.
"Here are the notes from today's kickoff. Create a task for each action point, assigned to the person named and due on the date mentioned."	One task per action point, in the right list, assigned to team members. Anything unclear in the notes is asked first.
"Import the Implementation task template into Website relaunch, start the dates at the project start and add the template's team."	The template's lists and tasks are added, the dates move to the project start, and the template's team joins the project. The preview names everyone who joins.
"Create the Design tasks: wireframes, visual design, and a design review milestone on 15 December, each depending on the one before."	Three tasks in order, linked so each can only be completed after the one before it, with the review as a milestone.
"Eva is out next month. Reassign her open tasks in Website relaunch to Mark."	Eva's open tasks get Mark as assignee instead. The preview lists every task that changes.
"Mark all tasks in the Testing list as completed and add a note that UAT is signed off."	All tasks in that list are completed with the note. The people on dependent tasks and the project manager are notified.

Quick everyday changes

Small updates you would otherwise open the task for:

You say	What happens
"Add a task 'Prepare workshop' to Website relaunch, due Friday, for Eva."	A new task in the project's list, assigned to Eva. If the project has more lists, the assistant asks which one.
"Mark the design review as done."	The task is completed. The people on dependent tasks and the project manager are notified.
"Move the copywriting task to next Tuesday and set it to high priority."	The due date and priority change.
"Add Mark to the wireframes task."	Mark is assigned as well; the current assignees stay.
"Add a checklist to the launch task: test forms, check links, update DNS."	Three checklist items are added to the task.
"Add a note to the design review: the client wants a second round."	The note is placed on the task, and everyone assigned is notified.
"What are my open tasks this week?"	The assistant lists your open tasks. Nothing changes.

How to create or change tasks

Tell your assistant what you need. Name the project and the task, or share a list, notes or a spreadsheet.
Answer its questions. If the project has more lists, or a person isn't on the team, the assistant asks you to choose.
Check the preview. Look at the list, assignees, dates and anyone who will be notified.
Approve. Say yes, or click the approve button if your assistant shows one. Up to 25 tasks are saved per request.

What you can set

Setting	Details
Title and description	A title is required for a new task, up to 200 characters.
Project and task list	Required for a new task. With one list, that list is used. A task never moves to another project.
Status	To do, In progress or Completed. A task can't be completed while a task it depends on is still open.
Priority	n/a, Low, Medium or High.
Start date, due date	The start date can't be after the due date.
Effort	Planned hours. With both dates and no effort, PSOhub uses working days × 8.
Assignees	Active team members of the project. Replace everyone, or add and remove people.
Role	For a task nobody is assigned to yet.
Depends on	Another task of the same project that must be completed first.
Milestone	Only a due date, no effort.
Checklist	New items, or tick off existing ones. A person on an item is also assigned to the task.
Note	One new note per task; everyone assigned is notified.
Hide for guests, recurring	Hide the task from customers, or let PSOhub offer it again when it is completed in PSOhub.
Tags and custom fields	Existing tags only.

Note: you can only assign people who are on the project team. If someone isn't, the assistant offers to add them to the team first, and only does so when you agree.

Note: hours can only be booked on tasks in a list that belongs to a contract line. The General list that PSOhub creates in an empty project has no contract line.

Task lists, notes and templates

Task lists

The project manager, a backup project manager, a controller or an administrator can add and rename task lists, and link a list to a contract line. The line's progress then follows the tasks in that list.

A new list for a contract line gets the name of that line, such as "20.001 - Design", unless you give it a name.
If the contract line already has its own empty list, the first new list for that line takes it over instead of adding a second one. The preview tells you which.

Import a task template

Ask the assistant to import a task template into a project. Its lists and tasks are added. You can also ask to:

Move the dates so they start at the project's start date.
Add the template's team to the project. The tasks keep their assignees, and the people are notified.

If a list with the same name already exists, the assistant asks whether the tasks go into that list or into a new list next to it.

Notes on tasks

You can place a note on a task, as on its Activity tab, and mention team members so they are notified. You can remove your own notes, but not change them.

Task templates (administrators only)

Administrators can create and change task templates: lists with tasks, roles, people, dependencies, milestones and checklists. Dates in a template are days from the project start. You can also create a template as a copy of another template, or from the tasks of an existing project.

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

Verify it worked

After saving, the assistant tells you how many tasks were created or changed in which project, and who was notified.
Open the project's task board to see the tasks.
Changes made through AI are marked via AI in the project's activity feed.

Who can do what

Role	Tasks	Task lists and templates
Administrator, controller	Tasks in any project	Lists in any project; administrators also manage task templates
Project manager, backup project manager	Tasks in your projects	Lists in your projects
Team member	Tasks in projects you are on, and tasks assigned to you	Not available

What is not possible

These are done in PSOhub itself:

Deleting tasks, task lists, checklist items or task templates. Notes you placed yourself can be removed.
Changing a note after it is placed.
Moving a task to another project.
Changing tasks of quotes or of task templates through the project actions.
Creating an invoice when a milestone with an invoice line is completed. Make that invoice in PSOhub.
Creating the next copy of a recurring task. PSOhub only offers that when the task is completed in PSOhub.

Common issues

A task can't be completed. It depends on a task that is still open. Complete that task first.
A person can't be assigned. They aren't on the project team. Let the assistant add them to the team first, or pick a team member.
The assistant asks which list to use. The project has more than one task list. Pick one, or ask for a new list.
Nobody can book hours on the task. The task is in a list without a contract line, such as General. Ask the project manager to link the list to a contract line.
The template import asks about merging. A list with the same name already exists. Choose whether the tasks go into it or into a new list next to it.
Completing a milestone didn't create an invoice. Invoices for milestones are made in PSOhub, not through AI Actions.

Frequently asked questions

Can I create tasks from a document or spreadsheet?

Yes. Share it and say which project. For a spreadsheet, the assistant first shows how it reads the columns, with three example rows, and asks you to confirm before it prepares the tasks.

Who gets notified?

People you assign, people mentioned in a note, everyone assigned when a note is added, and the people on dependent tasks and the project manager when a task is completed. The preview says who.

Can a team member use this?

Yes. Team members can create and change tasks in the projects they work on, and update tasks assigned to them.