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Resource & Capacity

Resource and capacity
management in one tool

Does your team have room for more, or are they already maxed out? PSOhub shows you who's free, who's full, and who fits the work, with utilization at a glance.

And because planning, time and projects live together, Agentic AI reads your team's real capacity and lines up the right people. Utilization on target.

Book a discovery call Give it a try

Rated by services teams on G2

  • G2 Momentum Leader, Professional Services Automation
  • G2 High Performer, Project Cost Management
  • G2 Best Estimated ROI, Mid-Market
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“I use PSOhub to manage resources, write my hours, and plan projects. It provides a centralized place to track and plan consultancy hours, serving as a single source of truth.”
Robbin, Finext
The Problem

You watch the hourly rate.
Nobody watches the utilization.

Services firms obsess over rate cards while utilization quietly leaks in spreadsheets, stale plans and after-the-fact reports. Utilization is where your margin lives: every week your team runs below target, capacity you already pay for goes unbilled. By the time the numbers surface, those hours are gone.

  • You find out too late

    Over-allocation shows up when a deadline slips, and utilization is reported monthly, long after the hours are spent.

  • Your plans are outdated on day one

    A deal closes, a colleague calls in sick, a project shifts a week, and the spreadsheet no longer matches reality.

  • Your AI has nothing to work with

    Scheduling AI that only sees one calendar books people who are already full. Without connected capacity data, it just makes mistakes faster.

  • Growth adds complexity faster than clarity.

    More projects, more people, and more currencies mean more ways for utilization to slip out of sight. By the time the numbers come together, the margin is already spent.

Features

Resource Management features

  • resource planning

    Resource Planning

    Find the right person for every project based on availability, planned hours and absences. The capacity heatmap gives you full workforce utilization in one view, so you never guess before you commit.

  • Reschedule and Replace

    Reschedule and Replace

    Someone too busy or away? Give their hours to a colleague who’s free, or move them to a time when they have room. Every plan updates right away.

  • Resource Allocation

    Resource Allocation

    See which projects team members contribute to most, down to roles, rates and time, and rebalance before someone is stretched too thin.

  • Project Workload

    Project Workload

    Manage project activities and resources from a single view. Add new lines as you go and bring a more agile approach to project management.

  • Role/Skill Based Planning

    Role/Skill Based Planning

    Need a role or a specific skill, like a diploma or a language? Filter by what you need and see who matches, and who of them is free, at a glance.

  • Project Backlog

    Project Backlog

    Instead of a mental note, move open tasks to the project backlog and assign them only when capacity becomes available.

How It Works

From capacity to booked hours, step by step

Here is what resource management in PSOhub actually looks like in practice: five steps, from setting up your team's capacity, to AI-assisted planning and allocation, to seeing next month's crunch coming.

  1. Step 1

    Define capacity and profiles.

    Every plan is only as good as the capacity underneath it. That starts with a resource profile for each person, set up by hand or loaded straight from your HR system.

    What you do

    • Set weekly hours, working days and rates per person, or sync them from your HR system via the API
    • Add roles, skills, diplomas and languages
    • Enter holidays and absences, or let approved leave flow in automatically from your HR system

    What you get

    Capacity reflects reality from day one and stays current as contracts and leave change.

    • Weekly hours per person
    • Skills and roles tagged
  2. Step 2

    Plan hours your way.

    Plan project hours by role and assign people later, or start with the person you already have in mind.

    What you do

    • Pull the quote budget straight from the deal
    • Plan hours per role, then match a person with that role as the project gets closer
    • Or plan a specific person first and check their availability before you commit

    What you get

    Hours land in the same capacity view, whether you plan by role or by person.

    • Budget pulled from CRM
    • Hours per person and week
  3. Step 3

    Let Agentic AI propose the staffing.

    When a new project comes in, Agentic AI reads what was sold, the skills the work needs and who actually has room, then suggests who to put on it. You review and confirm.

    What you do

    • Ask for a staffing proposal for a new or shifted project
    • Review the suggested people, hours and weeks
    • Confirm, adjust or reject before anything is booked

    What you get

    A first plan based on real capacity in minutes, with the final call still yours.

    • Green is free, red is over-allocated
    • Drag to rebalance
  4. Step 4

    Keep the schedule real.

    Plans change every week: projects shift, priorities pop up, someone drops out. The scheduler and My Planning keep every change manageable, both for managers and the people doing the work.

    What you do

    • Reschedule events and shift planned hours when priorities change
    • Replace a resource and move their planned hours to someone else
    • Let team members manage their own planning and events in My Planning

    What you get

    Plans adjust the same day, without spreadsheets flying around.

    • One week per person
    • Absences in one place
  5. Step 5

    Track utilization and demand.

    Planning is only half the story. The reports tell you whether the plan is holding, and where the next gap will open up.

    What you do

    • Compare budget, plan and actuals per project
    • Track planned versus used hours and utilization against target per person
    • Assign backlog hours the moment capacity opens up

    What you get

    You see next month's capacity crunch coming, and fill it early.

    • Budget vs plan vs actuals
    • Backlog of unassigned work
Agentic AI

One source of truth,
Resource planning that runs on it

Because your team, skills, and hours sit in one data model, planning reflects what’s happening now, not last week’s spreadsheet.

  • search-ai

    Agentic AI Insights: See who’s free.

    Ask questions across your resource and project data in plain language, with Claude or ChatGPT. Get insights into utilization, availability, and skills as charts, graphs, or plain answers, plus 24/7 alerts when someone is overallocated or a skill gap puts a delivery date at risk.

  • lightbulb-ai

    Agentic AI Actions: From plan to assignment.

    AI Actions turn insights into action. From a simple prompt, create and update assignments, schedules, and project staffing. Approve every action before it runs, so the AI handles the busywork while the resourcing decisions stay with you.

Seamless CRM Integration

From deal to delivery, without the re-entry

PSOhub has the deepest native CRM integrations in PSA software, across HubSpot, Salesforce, Dynamics and Pipedrive. Resource management is where that pays off: deal, project and capacity data connected from day one, so planning starts from real commitments, not copy pasted estimates.

  • Deals become live projects

    The moment a deal closes, the project exists, with the promised scope, budget and hours ready to plan against.

  • Tickets become planned work

    HubSpot tickets sync straight into PSOhub, so support and service hours land in the same capacity view as project work.

  • AI plans against real data

    With sales, delivery and capacity in one data model, Agentic AI helps schedule on what was actually sold, not on what someone remembered, with your approval.

The result of working this way

Resource management in PSOhub turns capacity into numbers you can steer on, week after week.

20%

increase in utilization. Underused capacity is spotted while it can still be filled, so hours you already pay for turn into billable work.

5 hrs

saved on planning every week. Capacity, absences, rebalancing, and forecasts live on one screen instead of in spreadsheets and weekly planning meetings.

Zero

hours are re-entered between CRM and planning. Deals, tickets, and budgets flow straight into live projects, so planning starts from what you actually sold.

Integrates with your other existing tools and processes

A native HubSpot integration at the core, with connections to other CRM's, AI, accounting, calendar and collaboration tools your firm already runs on.

See all integrations
Google
Pipedrive
sap-white-50px
Microsoft Dynamics 365
Salesforce
Claude
Xero
QuickBooks
Exact
ChatGPT
Microsoft Teams
HubSpot
FAQ

Frequently asked questions about resource management

We're already on another PSA. How hard is it to switch?

Switching comes down to three things: moving your data, connecting your CRM, and getting your team comfortable. We handle the first, the integration handles the second, and guided onboarding handles the third. With our team's help, your active projects and historical data come across, your CRM stays the source of truth, and most firms go live within 3-6 weeks.

What is resource management software?
Resource management software shows you who is available, who is overbooked, and who fits a piece of work, so you can assign people based on real capacity instead of guesswork. In PSOhub, planning, time, and projects share one data model, so capacity reflects what is actually happening rather than a spreadsheet someone updated last week. 

What is the difference between capacity management and resource planning?
Capacity management is about how much work your team can take on. Resource planning is about assigning specific hours and people to specific projects. You need both: capacity tells you if there is room; planning decides who does the work and when. 

How do I spot and fix overallocation?
Overallocation shows up in the capacity heatmap, where booked, planned and available hours sit side by side per person. When someone goes over capacity their row flags before the deadline slips, and you drag hours to someone with room to rebalance on the spot.

Can I plan by role or skill instead of by person?
Yes. You can filter by role, skill, certification, or language and see who matches the work and who is free, so you staff the right person rather than the first available one. This matters most when the work needs a specific capability rather than any spare pair of hands.

How does the CRM handover work?

When a deal closes in CRM, PSOhub creates the project automatically with the agreed budget, hours, and team, so planning starts from what was actually sold. Deals, tickets, and budgets flow straight into live projects with no re-entry between sales and delivery.

How does Agentic AI scheduling work?
Agentic AI scheduling reads your team’s real capacity and suggests who should work on what, matching the right role and skills to available hours. A human always approves, so the judgment stays with your people while the AI does the first pass.

How is resource management different from time tracking?
 Time tracking records the hours already spent. Resource management plans the hours ahead and checks whether your team has room for them. They work together: logged hours flow back into the capacity view, so your plan is measured against what really happened, not an estimate. 

What is utilization and why does it matter?
Utilization is the share of your team’s available hours that is billable work. It matters because margin lives there: every week a team runs below target, capacity you already pay for goes unbilled. PSOhub tracks utilization against target in real time, so you spot underused capacity while there is still time to fill it. 

Can PSOhub handle resources across different countries and currencies?
Yes. One PSOhub environment plans resources across multiple entities, countries and currencies, so a growing or multi-country firm keeps a single operational view. Your capacity picture stays whole even as the team spreads across borders.

How does resource planning help with growth?
As you add projects, people, and locations, a spreadsheet loses the overview faster than anyone can rebuild it. Connected resource planning keeps capacity, absences, and forecasts in one place, so the clarity you had with ten people holds at fifty.

Do I need a separate tool for resource planning if I use CRM?
No. PSOhub adds resource and capacity planning on top of your CRM, so deals become projects and planning happens against real commitments without a second disconnected tool. The CRM integration is included in every plan.