How to log and change hours with AI Actions

This guide shows you how to log hours and change booked hours (time entries) in PSOhub by asking your AI assistant, Claude or ChatGPT. It covers time on projects, internal time, holiday and absence, and filling a whole timesheet from a spreadsheet or your calendar. Approving and rejecting hours is explained in How to approve and reject hours with AI Actions.

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.
To log hours on a project, you are an active member of that project with a role there.

Big jobs in one request

These requests replace filling in your timesheet line by line.

You say	What happens
"Fill in my timesheet for this week from my calendar."	The assistant turns your meetings and work blocks into time entries on the right projects and contract lines, and shows them for you to check before saving. Your calendar must also be connected to your assistant.
"Here's the Excel export from our old time tool. Book these hours in PSOhub."	The assistant first shows which column it reads as date, hours, project, contract line, description and person, with three example rows. After your yes, it books the hours in parts of up to 50, each with its own preview.
"Book 2 hours on the Acme stand-up every Monday and Wednesday in December."	The assistant works out the dates and books one entry per day. It asks about public holidays that fall in the period.
"This week I worked 6 hours a day on Acme, except Wednesday: 4 hours Acme and 4 hours internal."	One entry per day on Acme, plus the internal hours on Wednesday, all in one preview.
"I was sick on Monday and Tuesday. Book it."	Two absence entries, one per day. If you don't say how many hours, the assistant asks.

Quick everyday changes

Small updates you would otherwise open your timesheet for:

You say	What happens
"Log 3 hours on Website relaunch today: design review."	A time entry on that project. If you can book on more than one contract line or role there, the assistant asks which.
"Book 1.5 hours internal time yesterday for the team meeting."	An internal time entry, with or without an internal project.
"Change yesterday's design review from 3 to 4 hours."	The entry is found by date, project and description, and its hours change.
"Move this morning's entry to the Development line."	The contract line of that entry changes.
"Book a day off on Friday."	A holiday entry on Friday.
"Log 4 hours on the wireframes task in Website relaunch."	A time entry on the contract line of that task, linked to the task.

How to log or change hours

Tell your assistant what you worked on. Give the day, the hours and the project, or share a spreadsheet or your calendar.
Answer its questions. If you can book on more than one contract line or role, the assistant asks which. It never picks one for you, because the role decides the rate.
Check the preview. Every line starts with the person, then the date, hours, project and contract line. Warnings show up here too.
Approve. Say yes, or click the approve button if your assistant shows one. Up to 10 entries are saved straight away; more are saved in the background. Each request is saved completely or not at all.

What you can set

Setting	Details
Type	Project (customer project), Internal (internal project, or internal time without a project), Absence, or Holiday. Absence and holiday have no project.
Date	The day of the entry.
Hours	Decimal: 1.5 is 1 hour 30 minutes. More than 0.
Start time	Only when you mention one; otherwise the entry starts at 08:00.
Project, contract line, role	Required for project hours. You can only book on projects where you are an active team member.
Task	An open task in a task list that belongs to the contract line.
Description and comment	What you worked on, and a comment for the approver.
Public holiday	For a holiday entry on a public holiday.
Person	Yourself by default. A colleague only if PSOhub allows you to book for them.
Custom fields	The custom fields your organisation has on time entries.

Up to 50 entries per request. Larger files are split into parts, each with its own preview.

Note: if the preview says an entry looks like a duplicate, it has probably been booked already. The assistant suggests leaving those out, and only books them when you say so.

Note: this books holiday and absence as hours. Planning leave in the scheduler, so it lowers capacity, is explained in AI Actions: Leave.

Verify it worked

After saving, the assistant tells you how many hours were booked or changed, for whom, on which days and projects.
Open your timesheet in PSOhub to see the entries.
Changes made through AI are marked via AI in the activity feed.

Who can do what

Role	Log and change hours
Team member	Your own hours, on projects you are a member of
Project manager, backup project manager	Your own hours, and hours of others on your projects
Controller, administrator	Your own hours and those of colleagues; administrators can also change fully approved hours

What is not possible

These are done in PSOhub itself:

Deleting an entry, or setting it to 0 hours.
Changing an entry that is invoiced, on a closed project, or fully approved (administrators excepted).
Changing the person of a booked entry.
Negative hours, except for administrators, as a new correction entry when you ask for it.

Common issues

The assistant asks which contract line or role. You can book on more than one in that project. Pick one; the role decides the rate.
A project isn't found. You are not an active member of it, or it isn't active. Ask the project manager to add you to the team.
A task can't be linked. The task is in a list that belongs to another contract line. Book on that contract line, book without the task, or ask the project manager to link the list.
An entry can't be changed. It is invoiced, approved, or on a closed project. Ask your project manager or an administrator.
The preview says "Looks like a duplicate". The hours seem to be booked already. Leave those entries out unless you are sure.
Your entry was rejected. Change it as the reason says; the approver can then approve it.

Frequently asked questions

Can I book hours for a colleague?

Only if PSOhub allows you to, for example as their project manager or as an administrator. The preview always starts each line with the person, so you can see whose hours they are.

What if the hours in my file are in minutes?

The assistant asks when a column could be hours or minutes. It never rounds the values from your file.

Does booking holiday here also plan it in the scheduler?

No. This books hours. Planning leave so it lowers capacity is a separate request; see AI Actions: Leave.