How to invite and manage users with AI Actions

This guide shows you how to invite new users to PSOhub and change the details of existing users by asking your AI assistant, Claude or ChatGPT. You can set access levels, business units, project roles, skills, tags and planning settings, for one person or a whole group at once.

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 or controller.
For invites: your organisation has enough free licences. An open invite counts as a user.

Big jobs in one request

These requests replace going through the invite wizard and user pages person by person.

You say	What happens
"Here's the list of our 12 new starters with their role and team. Invite them all."	Twelve invites in one go, each with access level, business unit, project roles and default role. You see the full list and the licence count before anything is sent.
"Invite eva@acme.com as Project Manager in the Development Team, with financial access, and add her to Website relaunch and the Acme project as Consultant."	One invite with all the settings of the invite wizard. Eva joins those projects when she accepts.
"Give everyone in the Development Team the Java Senior skill and the tag Backend."	Everyone in that business unit gets the skill and the tag. The preview lists who changes and who doesn't, with the reason.
"Move all Team Members of NMB Germany to the North business unit and set their utilization to 75%."	Everyone matching both conditions moves, with the new utilization target.
"Add the Consultant role to everyone in the A-Team and make it their default role."	The role is added to each member of that default team and becomes their default.

Quick everyday changes

You say	What happens
"Make Eva a Controller."	Eva's access level changes.
"Set Mark's utilization target to 70%."	The target changes.
"Mark Peter as external."	Peter is marked as external.
"Set Lisa's resource stage to On-boarding."	The resource stage changes.
"Give Eva the Figma skill at Medium level."	Eva gets the skill; if she had Figma at another level, that is replaced.
"Who has an open invite?"	The assistant lists the open invites. Nothing changes.

How to invite users

Give the email addresses and what each person needs. Share a list or spreadsheet if you have many.
Answer its questions. For example which default role, when someone has more than one.
Check the preview. You see every invite with its settings, and how many licences are in use.
Approve. Say yes, or click the approve button if your assistant shows one. Up to 25 invites are sent together, or none.

Per invite	Details
Email	Becomes the person's login. Required.
Access level	Admin, Controller, Project Manager, Sales rep, Team Member or Team Member Plus. A Project Manager can also get access to the financials of their projects, and to cost rates.
Business unit	Default: your own business unit.
Working hours, utilization	Default 40 hours per week, and your organisation's utilization target.
Books hours, available for planning	Both on by default.
Project roles and default role	The roles the person can fulfil, and the one they get on projects.
Projects	Projects the person joins with their default role when they accept.

The account exists once the person accepts the email and fills in their name and password. Name, language, skills and other details are set after that.

Note: if there aren't enough free licences, the whole request is refused with the count. Buy extra licences in PSOhub, or withdraw open invites first.

How to change users

Each change has two parts: who and what changes.

Who: people by name or email, or everyone matching a filter: business unit (optionally with the units under it), access level, project role, tag, skill or default team. All parts of a filter must match.
What: access level, business unit, project roles and default role, skills, tags, resource stage, utilization target, whether they book hours, timesheet start date, excluded from capacity, external, days of holiday. For one person also first name, last name and custom fields.

For different changes per person, ask for them in one request; each gets its own line in the preview. Up to 100 people per request; more than 10 are saved in the background.

Skills exist per level, such as Java at Low or High. Giving someone another level replaces the old one. Only administrators assign skills. A skill that doesn't exist yet at that level is first created by an administrator; see How to manage skills and roles with AI Actions.
Roles: a role name without a currency means the role in every currency it exists in. The default role must be one of the person's roles.

Note: making someone an administrator, or taking it away, always needs a separate yes, even inside a plan you already approved.

Verify it worked

After sending, the assistant confirms which invites went out. Ask for the invite links if you need them.
After a change, it lists who changed and how.
Open Settings > User management in PSOhub to check users and pending invites.

Who can do what

Role	Users
Administrator	Invite and change users, including other administrators, and assign skills
Controller	Invite and change users, except administrators; no skills
Project manager, team member	Not available

What is not possible

These are done in PSOhub itself:

Deleting users or invites.
Withdrawing or resending an invite. Use Settings > User management > Pending invites.
Changing an email address, activating or deactivating a user, or changing working hours and capacity.
Changing your own access level.
Inviting someone who already has an account or an open invite.
Creating new tags or skills while changing users.

Common issues

The invites are refused because of licences. There aren't enough free licences for everyone in the request. Buy extra licences or withdraw open invites, then try again.
Someone can't be invited. They already have an account or an open invite.
A skill can't be assigned. It doesn't exist at that level, or you are a controller. An administrator creates the skill first.
Some people in a group didn't change. The preview lists them with the reason, for example an administrator when you are a controller, or an inactive user.
Booking hours can't be switched on. PSOhub also needs a timesheet start date, working hours and a default role for that person.

Frequently asked questions

Can I set someone's name and skills when I invite them?

No. The person fills in their name when accepting. Skills and other details are set after that.

Can I change a whole team at once?

Yes. Select by business unit, access level, project role, tag, skill or default team. The preview lists everyone who changes.

Why does making someone an administrator need a separate yes?

Because it gives full access to your organisation. The assistant always asks for it on its own.