How to create, update and staff projects with AI Actions

This guide shows you how to create, update and staff projects in PSOhub by asking your AI assistant, Claude or ChatGPT. Use it to set up a new project, change project details such as the stage, dates or project manager, and add or remove team members (also called project members or resources).

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.
Your role in PSOhub allows the change. See Who can do what below.

Big jobs in one request

These requests replace work that normally takes you through several screens and many projects. You check one plan and approve it once.

You say	What happens
"Here's the signed quote for Acme. Set up the project with the contract lines, put Eva and Mark on the team, and use the Implementation template."	One plan with the project, the customer and main contact (new ones only if they don't exist yet), the contract lines from the quote, the team with their roles, and the contract template. Every value shows where it came from: the quote, you or a PSOhub default.
"Acme has postponed. Move the whole Website relaunch project three months forward."	New start and end dates, all planned hours moved three months, and task dates moved with them. Hours already booked stay where they are.
"Lisa takes over all of Tim's active projects as project manager. Keep Tim on as backup PM."	Lisa becomes project manager on each of Tim's active projects, and Tim stays on the team as backup project manager. You see the full list of projects before anything changes.
"Close all Acme projects that ended before 1 October."	Every matching project moves to your Closed stage. The preview lists them, so you can leave one out.
"Set the Risk field to High on every project that is over budget."	The assistant first finds the projects over budget, then updates the custom field on each of them in one plan.
"Add the A-Team to Website relaunch, plus Mark as Senior Consultant at $140 an hour."	The whole default team joins the project with their roles and team rates, plus Mark at the rate you gave. People already on the team are skipped.

Setting up tasks, budget and planning for the project? Those are explained in AI Actions: Tasks, AI Actions: Contracts and budgets and AI Actions: Resource planning. You can ask for all of it in the same request.

Quick everyday changes

Small updates you would otherwise open the project for:

You say	What happens
"Create a project Website relaunch for PSV, starting 1 December."	A new project with PSOhub's defaults for everything you didn't mention, such as currency, stage and project manager. The preview shows each default.
"Move Website relaunch to At Risk and push the end date to 15 December."	The stage and end date change. The preview shows old and new values.
"Make Lisa the project manager of Website relaunch."	Lisa becomes project manager.
"Add PO number 4500123 to the Acme project."	The customer reference is filled in.
"Add Eva to Website relaunch as Designer."	Eva joins the team as Designer, at the rate of that role.
"Take Peter off the Website relaunch team."	Peter is set to inactive on the team. His booked hours stay, and he gets a notification.
"Tag Website relaunch with Design and Digital."	The existing tags are added to the project.

Create a project

You only need two things: a project name and a customer. Everything else gets the same default as in the project wizard, and the preview shows each default so you can change it before saving.

How to create a project

Tell your assistant what you need. Give the project name, the customer and anything else you know, or share the signed quote.
Answer its questions. If something is missing, or more than one customer matches, choose from the options the assistant shows.
Check the preview. Look at the customer, currency, stage and project manager, and at the defaults PSOhub filled in.
Approve. Say yes, or click the approve button if your assistant shows one. PSOhub creates the project.
Open the project. Use the link the assistant gives you.

What you can set

Setting	Default if you don't mention it
Customer and main contact	Customer is required; main contact is optional
Start date and end date	Start date is today; no end date
Stage	Your organisation's default stage for new projects
Project manager	You
Business unit	Your own business unit
Currency	Your organisation's base currency
Project type, project number	No type; automatic project number
Contract template, with its task board and budget template	No template
Team: colleagues with their role, a default team, backup project manager	Only the project manager
Contract lines	None
Deal amount, description, location, remark, PO number or customer reference	Empty
Invoice settings: detail level, default status, language, payment term	Your organisation's settings
Internal project or service project, completion based on tasks	Not internal, not a service project
Tags and custom fields	Empty

New customers and contacts

Mention the customer by name. PSOhub always searches first.

Found: the project is created for that customer.
More than one match: the assistant shows the options, for example with the city, and asks you to choose.
Not found: the preview says New customer with the details it will use. A new customer needs at least a name and a country. A new contact needs a last name or an email address.

Note: if the customer may exist under a slightly different name, check the preview carefully. AI Actions can't delete a duplicate customer afterwards.

From a document

Share a signed quote, contract or order form and ask the assistant to turn it into a project. It only uses what the document actually says, and asks you when something is unclear. In the preview, each value shows whether it came from the document, from you or from a PSOhub default. Amounts are never rounded or recalculated.

Everything at once

The team and contract lines can be part of the same request. They're saved together with the project: if one contract line can't be saved, the project isn't created either. Tasks, budget and planning follow right after the project is created, within the same plan you approved.

Update a project

Tell the assistant what should change. Only the settings you mention are changed; everything else stays as it is. If a setting already has the value you asked for, it isn't shown in the preview.

You can change:

Name, description, project number
Stage, start date, end date
Project manager, business unit, project type, main contact
Deal amount, location, remark, PO number or customer reference
Invoice settings: detail level, default status, language, payment term
Internal project or service project, completion based on tasks
Tags (existing tags only) and custom fields

A few rules apply, the same as in PSOhub:

The end date must be after the start date, and the project number must be unique.
An active project can't go back to a proposal stage, such as Draft or Scoping.
The business unit can't change when it is connected to a financial integration.
The main contact must be a contact of the project's customer with a name and an email address.

Manage the project team

You can add up to 25 people in one request, add a complete default team, or change existing team members. This also works on a quote while it is still a draft.

Add colleagues by name. Without a role, PSOhub uses the person's default role. The person needs a role in the project's currency.
Add a default team in one go, as with Add Default Team in PSOhub. Only teams in the project's currency are offered. People already on the team are skipped.
Rates come from the role. A different selling or cost rate is only set when you give one yourself. Cost rates require access to cost rates.
Backup project manager: anyone who can be project manager, except the project manager of this project.
Project alerts: switch them on or off per team member.
Take someone off the team by setting them to inactive. Their booked hours stay, and they get a notification. You can bring them back later.

Note: the role or person of an existing team member can't change. To give someone a different role, the assistant adds them again with the new role and asks whether to set the old one to inactive.

If PSOhub refuses a colleague because they have no role in the project's currency, the assistant shows you the colleagues who do, with their roles, so you can pick.

Verify it worked

After saving, the assistant confirms in plain words what was created or changed, with a link to the project.
Open the project's activity feed. Each change made through AI is marked via AI, with a summary such as Project created via AI or Project updated via AI.
Team members you added or set to inactive show up in the project team straight away.

Who can do what

AI Actions follows your role in PSOhub. You can never do more through your assistant than in PSOhub itself.

Role	Projects and project team
Administrator, controller	Create and update any project, and manage any team
Project manager	Create projects, and update projects and teams as your role allows in PSOhub
Sales rep, Project Manager Basic	Create and update projects as your role allows in PSOhub
Team member	Not available; team members can log hours, expenses and tasks

Some settings have their own rule. For example, only some roles can set the deal amount, and cost rates require access to cost rates. If your role doesn't allow a change, the assistant tells you.

What is not possible

These are done in PSOhub itself:

Deleting a project, customer, contact or team member. A team member can be set to inactive instead.
Changing the customer or currency of an existing project.
Creating new tags. Existing tags can be added and removed.
Changing the role or person of an existing team member.
Changing a team on a Closed or Archived project.

Common issues

More than one customer matches. Pick the right one from the list. The city or another detail helps you tell them apart.
A colleague can't be added to the team. They have no role in the project's currency. Choose from the colleagues the assistant lists, or give the person a role in that currency in PSOhub first.
The assistant says your role doesn't allow a change. Some settings, such as the deal amount or cost rates, need a specific role. Ask your administrator.
The project can't go back to Draft. An active project can't move back to a proposal stage, in PSOhub or through AI Actions.
The currency is wrong. The currency can't change after the project is created, so always check it in the preview before you approve.
The business unit can't be changed. It is connected to a financial integration. Change it in PSOhub if your integration allows it.
The assistant says AI Actions isn't available. Your account doesn't have access to AI Actions, a paid feature. Your assistant can still read your data.

Frequently asked questions

Can I create a project with only a name and a customer?

Yes. Everything else gets your organisation's defaults, the same as in the project wizard. The preview shows each default, so you can change any of them before saving.

How do I know the project went to the right customer?

The preview names the customer, and after saving the assistant confirms it in plain words, for example "Project Website relaunch created for PSV, with three contract lines", with a link to the project.

Can the assistant pick the project manager or team for me?

No. It uses the people you name, or the defaults. When more people fit, it shows you the options and lets you choose.

What happens to booked hours when I take someone off the team?

Nothing. Their booked hours stay on the project. The person is only set to inactive and gets a notification.

For more in depth articles on sections of a project, please see the articles below:

How to fill and change a project budget with AI Actions

How to create and manage tasks with AI Actions

How to fill and change a project budget with AI Actions