Scheduler: How It Works in PSOhub

Published: 1 June 2026

Audience

Admins
Resource Managers

Objective

Understand what the Scheduler is, how it fits into the resource management workflow, and the key concepts you need to know before scheduling events for your team.

Introduction

The Scheduler is PSOhub's advanced calendar for planning and managing resource events. It gives you a single, real-time view of all your resources — making it straightforward to assign project activities, register absences, and block time for holidays.

Scheduling is a distinct step in the project lifecycle. It happens after the planning phase, once a project has kicked off and you need to assign specific time blocks to individual resources on specific days.

PSOhub has two scheduling tools depending on who you are scheduling for:

Scheduler — found under Resources. Used to schedule events for other resources. Requires Admin, Controller, or Project Manager access.
My Scheduler — found under Time & Expenses. Used by individual team members to schedule their own events. Available to all users.

What You Can Do in the Scheduler

The Scheduler gives you full control over how your resources spend their time. From one calendar view, you can:

Create project events and link them directly to a project and contract line
Register absences, holidays, and public holidays for your resources
Send calendar invites to resources with a single click
Reschedule or delete events as plans change
Filter the overview by role, business unit, or event type

💡 Tip: Team members who need to manage their own events can do so independently using My Scheduler under Time & Expenses — without requiring a Project Manager to act on their behalf.

How the Scheduler Fits Into Resource Management

The Scheduler is where you turn calendar reality into PSOhub data — both the time your team won't be working, and the time they spend on projects.

It does two distinct jobs, and it helps to understand them separately:

Manage non-working time (capacity)
Absences, holidays, and public holidays scheduled in the Scheduler reduce the resource's available capacity in Capacity Management and Resource Planning. This is the Scheduler's role in resource management — making sure your capacity figures reflect when people are actually unavailable.

Automating time entries via calendar sync
Project events and internal time scheduled here appear in the resource's Timesheet Calendar when Outlook or Google Calendar is connected. Hours are logged automatically against the linked project, contract line, and role. This is the Scheduler's role in time tracking — saving resources from manually entering hours for work that's already on their calendar.

⚠️ Important: Project events and internal time scheduled in the Scheduler do not populate Capacity Management or Project Resource Planning. Forward-looking capacity is managed through Capacity Management, and resourcing on specific projects is managed through Project Resource Planning — not the Scheduler.

Event Types and What They Affect

When you create an event in the Scheduler, you choose an event type. The type determines how PSOhub processes the event downstream.

Project — links the event to a specific project, contract line, and role. When PSOhub is integrated with Outlook or Google Calendar, project events sync to the resource's Timesheet Calendar and hours are logged automatically.

Internal time — registers time spent on non-project activities. Syncs to the Timesheet Calendar like project events when a calendar integration is active.

Absence — registers planned time away from work. Reduces the resource's capacity in Capacity Management for the affected period.

Holiday — registers a personal or company holiday. Also reduces capacity in Capacity Management.

Public Holiday — marks a public holiday for the resource. Reduces capacity in the same way as Absence and Holiday.

Sending Calendar Invites to Resources

For project events, you can notify resources directly from the Scheduler using Save & Send Invite. This sends an email with an ICS file the resource can add to their Outlook or Google Calendar.

This keeps your team aligned from the start. Resources see their scheduled events in their own calendar, alongside the rest of their day, so there are no surprises when project work begins.

Calendar Integration and Smart Timesheet

The Scheduler connects with Outlook and Google Calendar to drive automatic time entries — eliminating manual timesheet logging for scheduled work.

When an event is scheduled and shared with a resource, it flows through their connected calendar into PSOhub's Timesheet Calendar. PSOhub's AI Copilot then proposes the right project allocation and asks the resource to confirm — keeping a human in the loop while doing the heavy lifting.

📌 Note: This workflow requires each resource to connect their own Outlook or Google Calendar to PSOhub.

Next Steps

✅ Schedule an event for a resource
Create a project event, absence, or holiday for a resource directly from the Scheduler.
How to schedule or reschedule an event for a resource

✅ Check your team's capacity
See how scheduled absences and holidays affect your team's available hours and plan accordingly.
Capacity Management: What it is and how it works in PSOhub

✅ Set up the Smart Timesheet
Learn how the Smart Timesheet Calendar retrieves calendar events and books time against the right project automatically.
Smart Timesheet Calendar: How it works in PSOhub