Smart Timesheet Calendar: How It Works in PSOhub

Published: 1 June 2026

Audience

All Users

Objective

Understand what the Smart Timesheet Calendar is, how it retrieves and matches your calendar appointments to projects, and how it fits into the broader time tracking workflow in PSOhub.

Introduction

The Smart Timesheet Calendar is the time tracking surface in PSOhub that connects directly to your Outlook or Google calendar. It retrieves your appointments, matches them to the right project, and books your time without requiring manual entry for every meeting.

It is designed for users who already work out of a calendar and want their time registration to reflect the work they have actually done, with as little administrative effort as possible.

This article explains how the Smart Timesheet Calendar works conceptually. For step-by-step instructions on assigning, confirming, and managing time entries, see the related how-to article.

[SCREENSHOT: Lucid > Time & Expenses > Smart Timesheet Calendar overview]

Where to find the Smart Timesheet Calendar

The Smart Timesheet Calendar is available under the Time & Expenses menu, in the Calendar view of your timesheet.

You can switch between the Grid view and the Calendar view at any time. The Smart Timesheet Calendar functionality applies to the Calendar view.

How calendar retrieval works

When your timesheet is connected to Outlook or Google calendar, PSOhub brings your appointments into the Calendar view automatically.

Retrieval works as follows:

All appointments for the current week are retrieved when the calendar is connected.
The timesheet is refreshed daily during the current week to capture any modifications you make to your appointments.
Appointments marked as Private or All Day in your Outlook or Google calendar are excluded from retrieval.
Appointments deleted in your Outlook or Google calendar are not removed from the Smart Timesheet Calendar. You will need to remove them manually if needed.

💡 Tip: You can also trigger a manual refresh at any time using the Retrieve Calendar button at the top of the Calendar view.

⚠️ Important: Changes you make to time entries inside PSOhub, such as adjusting duration or moving an entry to a different day, are never reflected back to your Outlook or Google calendar.

How PSOhub matches your appointments to projects

Once an appointment is retrieved, PSOhub attempts to match it to an existing project based on four signals:

The description of the appointment
The project name
The customer
The location

If a confident match is found, the time entry is booked against the matched project automatically. If only a partial match is found, PSOhub suggests a project for you to confirm.

The system is also self-learning. Every time you assign a previously unmatched entry to a project, or adjust the project on a suggested entry, PSOhub remembers that decision. The next time a similar appointment is retrieved, it is matched to the same project without requiring any action on your part.

Over time, this means fewer entries need manual attention and more of your timesheet is filled in automatically.

Color codes for time entries

Each time entry in the Smart Timesheet Calendar is shown in a color that indicates its status. The color tells you at a glance whether the entry needs your attention and whether it has already been counted toward your weekly hours.

Color	Meaning	Action required
Grey	The entry was retrieved from your calendar but no matching project was found.	You must assign it to a project. Until then, the hours are not counted in the calculation of hours per week.
Light green	The entry was retrieved and PSOhub has suggested a project as a possible match.	You must confirm the assignment. Until then, the hours are not counted in the project or in hours per week.
Medium green	The entry has been matched to a project as a 100% match, or it was created manually.	None. The project and hours per week are already updated.
Dark grey	The entry is assigned to an internal project and confirmed.	None.
Light yellow	The entry is assigned to the time classification Holiday and confirmed.	None.
Light orange	The entry is assigned to the time classification Absence and confirmed.	None.
Dark orange	The entry has been invoiced.	None. The entry can no longer be changed.

Using the Smart Timesheet with the Daily Scheduler

The Smart Timesheet Calendar is part of a broader workflow that connects resource planning and time registration. When work is scheduled for you centrally, it flows into your timesheet automatically.

The workflow works as follows:

A Resource Manager schedules project time for you in the Scheduler and clicks Save & Send Invite.
PSOhub sends a calendar invite to your email, linked to the specific project and contract line the event was created against.
You add the event to your Outlook or Google calendar.
On the next retrieval, the Smart Timesheet Calendar pulls in the event and recognizes it as a scheduled project event.
Because the project and contract line are already known, PSOhub pre-matches the time entry. It appears in your calendar with the correct project information already filled in.
You confirm the entry without needing to select a customer or project manually.

💡 Tip: For the most efficient workflow, use the Scheduler and the Smart Timesheet together. Work planned centrally in the Scheduler will automatically flow into your timesheet.

Turning the Smart Timesheet on or off

The self-driving and self-learning behavior of the Smart Timesheet Calendar can be turned on or off at any time. When active, the Smart calendar active label is visible at the top of the Calendar view.

Turning it off stops automatic retrieval and matching. Existing time entries are not affected.

Next Steps

✅ Understand the Timesheet Calendar layout
Get familiar with each part of the Timesheet Calendar before you start assigning and confirming your time entries.
Timesheet Calendar: Understanding the Layout

✅ Assign and confirm your time entries
Learn how to handle grey and light green entries so your hours are correctly booked against projects.
Smart Timesheet Calendar: How to assign and confirm time entries

✅ Schedule project time for your team
Learn how to create project events in the Scheduler and send calendar invites so your team's time flows into PSOhub automatically.
Schedule or reschedule an event for a resource