How to plan resources with AI Actions

This guide shows you how to plan people on projects in PSOhub's resource planning by asking your AI assistant, Claude or ChatGPT. You can check who has room, plan hours per day, week or month, fill open roles, replace someone, and move planned hours in time. Resource planning is also called scheduling or capacity planning.

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 organisation has the Enterprise subscription (or a trial), which includes resource planning.
You are an administrator, a controller, or the project manager or backup project manager of the project.

Big jobs in one request

These requests replace dragging hours around in the planning grid, person by person and week by week.

You say	What happens
"Who has 16 hours a week free as Developer in January?"	The assistant shows who has room, with their free hours per week. Nothing changes.
"Plan Eva 16 hours a week on Design from 2 November to the end of January, and Mark 8 hours a week on Development."	Both are planned for the whole period. The preview warns about overbooking, leave and public holidays, and asks whether holidays should stay empty.
"Here's our Q1 resource plan in Excel. Put it in PSOhub."	The assistant first shows how it reads the columns, with three example rows. After your yes, it plans up to 50 lines per part, each with its own preview. Large changes are saved in the background.
"Eva leaves at the end of November. Hand her planning on Website relaunch over to Mark from December."	Eva's planning from 1 December moves to Mark, day by day. Her past planning and booked hours stay with her. You get a list of her open tasks to reassign.
"Fill the open Developer role on Implementation with Peter, and give him the Developer tasks too."	Peter takes the open role for the whole line, and the open tasks of that role on that line are assigned to him.
"Acme has postponed. Move all planning on Website relaunch three months forward."	Everyone's planned hours on the project move three months. Booked hours stay where they are.

Quick everyday changes

You say	What happens
"Plan Eva 8 hours on Design next Monday."	8 hours on that day.
"Add 10 hours for Mark on Development in December."	10 hours are added to what Mark already has planned in December.
"Clear Peter's planning on Testing for next week."	Peter's planned hours for that week are set to 0.
"Move Eva's planning on Design two weeks later."	Her planned days shift two weeks, on the same weekdays.
"Plan an open Consultant role 20 hours a week on Implementation in Q1."	An open slot for the role, for you to fill later.

How to plan

Check who has room. Ask for availability by role, skill, business unit or project. The assistant shows free hours per person, per week or month. It never picks a person for you.
Say who, where and how much. Name the project, contract line, person or role, the period and the hours.
Check the preview. You see the hours per period, anyone who joins the team, and warnings such as overbooking, leave, dates in the past or a closed project.
Approve. Say yes, or click the approve button if your assistant shows one.

Plan hours

Setting	Details
Who	A colleague, an open slot for a role, or an existing project member.
Contract line	A line of the project; not an expense or product line. A line not yet in the planning is added.
Period	A month, an ISO week, a single working day, or a range with hours per day, per week or per month.
Hours	0 or more. 0 clears the planning for that period.
Replace or add	By default the hours replace what is planned. Say "extra" or "add" to add them.

A week is spread over the days the person works; a month over the first working days of that month. Weekends are never planned. Up to 50 entries per request.

Note: a colleague who isn't on the team yet joins at the rate of the role, and gets a notification. If they have more roles, the assistant asks which one.

Note: PSOhub has no public holiday calendar. When a public holiday falls in the period, the assistant mentions it and asks whether that day should stay empty.

Replace someone or fill an open role

Open role: the colleague takes it for the whole contract line. On request, the open tasks of that role on that line are assigned to them too.
Replace a person: by default only the planning from today (or a date you give) moves, day by day. The past and booked hours stay with the old person, who stays on the line and the team.
The whole line: only when you ask for it, everything moves, including the past and booked hours, as PSOhub's own Replace does.

Tasks of the person you replace don't move with the planning. The assistant lists them and offers to reassign them.

Move planning in time

By weeks: each planned day moves the same number of weeks, on the same weekday.
By months: whole months move, and PSOhub spreads each month again over its first working days.
You can limit it to a number of hours per week or month. Only planned hours move; booked hours stay.

Verify it worked

After saving, the assistant tells you who, on which contract line, which period, and the hours before and after, with a link to the project's Resource Planning tab.
Totals and capacity in PSOhub can take a few minutes to catch up.
Changes made through AI are marked via AI in the project's activity feed.

Who can do what

Role	Resource planning
Administrator, controller	Plan on any project
Project manager, backup project manager	Plan on your own projects
Team member	Not available; you can see your own planning

What is not possible

These are done in PSOhub itself:

Deleting planning. Set the hours to 0 instead.
Taking someone off a line while they still have hours planned or booked on it. Set the hours to 0 first.
Removing a contract line from the planning.
Planning on expense or product lines.
Planning without the Enterprise subscription.

Common issues

PSOhub warns about overbooking. The person has more planned than their capacity. Overbooking is allowed; decide per person whether to keep it.
The preview mentions "No capacity". PSOhub has no capacity for that person in that year yet. Planning still works; PSOhub creates the capacity.
Planning is refused. You are not the project manager of that project, or your organisation doesn't have the Enterprise subscription.
Someone can't be taken off a line. They still have hours planned or booked there. Set the planning to 0 first.
The numbers in PSOhub haven't changed yet. Totals and capacity update a few minutes after saving.

Frequently asked questions

Does the assistant choose who to plan?

No. It shows who has room, with their free hours, and you choose.

What happens to booked hours when I move or replace planning?

They stay where they are. Only planned hours move, unless you explicitly ask to replace someone on the whole line.

Does planning someone add them to the team?

Yes, if they aren't on it yet. They join at the rate of the role and get a notification. See How to manage the project team with AI Actions.

Still have questions?