How to manage the project team with AI Actions

This guide shows you how to add, change and remove team members on a PSOhub project by asking your AI assistant, Claude or ChatGPT. Team members are also called project members or resources. You can add colleagues with their role and rate, add a whole default team, set a backup project manager, and take people off the team.

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 allows you to change the team of the project. See Who can do what below.
The project is not Closed or Archived.

Big jobs in one request

These requests replace adding people one by one, project by project. You check one plan and approve it once.

You say	What happens
"Staff Website relaunch: Eva as Designer, Mark as Senior Developer at $140 an hour, and Lisa as backup project manager."	All three join the team in one go: Eva and Lisa at the rates of their roles, Mark at the rate you gave.
"Add the A-Team to all three Acme projects."	The default team joins each project with its roles and team rates. People already on a team are skipped, and the preview lists them.
"Peter is leaving. Take him off all his active project teams."	Peter is set to inactive on every active project he is on. His booked hours stay, and he gets a notification per project.
"Make Lisa backup project manager on all of Tim's projects while Tim is on leave."	Lisa becomes backup project manager on each of Tim's projects. She is added to teams she isn't on yet.
"Turn on project alerts for everyone on the Website relaunch team."	Every team member gets the project alerts.
"Set up the team on the Acme quote: two consultants and a project manager, at the rates we offered."	The team and rates on the draft quote are filled in, so the quote shows what you offer.

Moving someone's planning to a colleague is explained in AI Actions: Resource planning.

Quick everyday changes

Small updates you would otherwise open the project team for:

You say	What happens
"Add Eva to Website relaunch."	Eva joins in her default role, at the rate of that role.
"Add Mark to Website relaunch as Consultant at $120 an hour."	Mark joins as Consultant with the rate you gave.
"Change Eva's rate on Website relaunch to $110."	Eva's selling rate on this project changes. Her role stays the same.
"Make Lisa backup project manager on Website relaunch."	Lisa becomes backup project manager.
"Take Peter off the Website relaunch team."	Peter is set to inactive. His booked hours stay, and he gets a notification.
"Put Peter back on the Website relaunch team."	Peter is active on the team again.

How to change a project team

Tell your assistant who and which project. Name the people, their role if it matters, and any rate you agreed.
Answer its questions. If a person has more roles, or no role in the project's currency, the assistant shows the options.
Check the preview. Look at the roles, the rates and who will be notified.
Approve. Say yes, or click the approve button if your assistant shows one. Up to 25 people are saved per request.

What you can set

Per team member	Details
Person	An active colleague, by name. Guests can't be added here.
Role	One of the person's roles in the project's currency. Without a role, PSOhub uses the person's default role.
Selling rate	Comes from the role. A different rate is only set when you give one yourself.
Cost rate	Comes from the role. Only for administrators, controllers and project managers with access to cost rates.
Backup project manager	Anyone who can be project manager, except the project manager of this project.
Project alerts	On or off per team member.
Active	Off takes the person off the team; on brings them back.

Default teams

Ask the assistant to add a default team, as with Add Default Team in PSOhub. Its members join with their roles and team rates. Only default teams in the project's currency can be used, and people already on the team are skipped. You can combine a default team with individual colleagues in the same request.

Quotes

The same works for the team on a quote, as long as the quote is still a draft. The team and rates then show what you offer the customer.

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.

Note: the assistant never works out rates itself or copies them from another team member. Without a rate from you, the rate of the role applies.

Verify it worked

After saving, the assistant confirms who joined, changed or left the team, with a link to the project.
Open the project team in PSOhub to see the roles and rates.
Changes made through AI are marked via AI in the project's activity feed.

Who can do what

Role	Project team
Administrator, controller	Change the team of any project, including cost rates
Project manager	Change the team of your projects as your role allows in PSOhub; cost rates only with access to cost rates
Team member	Not available

What is not possible

These are done in PSOhub itself:

Deleting a team member. Set them to inactive instead; their booked hours stay.
Changing the role or person of an existing team member. Add them again with the new role.
Adding guests to the team.
Changing the team of a Closed or Archived project, or of a quote that is no longer a draft.

Common issues

A colleague can't be added. They have no role in the project's currency. The assistant lists the colleagues who do, with their roles. Pick one, or give the person a role in that currency in PSOhub first.
The default team isn't offered. It is in another currency than the project. Only default teams in the project's currency can be used.
Someone can't be backup project manager. They don't have a role that allows managing projects, or they are already the project manager of this project.
The cost rate can't be set. Your role has no access to cost rates. Ask an administrator or controller.
The team can't be changed. The project is Closed or Archived, or the quote is no longer a draft.

Frequently asked questions

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. You can bring them back later.

Which rate does a new team member get?

The rate of their role, unless you give a different rate. With a default team, the team rates of that default team apply.

Can I give someone a different role on the same project?

Not by changing the existing team member. The assistant adds them again with the new role, and asks whether to set the old one to inactive.

Does adding someone to the team also plan their hours?

No. Planning is a separate request. See AI Actions: Resource planning.