How to use the planning assistant to reschedule unplanned hours
First published on September 7, 2026 , updated on September 7, 2026Overview
When actual tracked time doesn't match the original plan, hours pile up as unplanned "hours to plan." Redistributing them manually across your team is slow and easy to get wrong.
The planning assistant analyzes your team's remaining capacity and proposes a balanced redistribution of these hours, so your schedule stays realistic and aligned.
This article explains what the planning assistant does, where to find it, and how to use it.
What it does
The planning assistant suggests how to redistribute unplanned hours (hours to plan or money to plan) across the team members allocated to a deliverable:
Takes each person's availability and day pattern into account
Aims for the earliest possible finish date across the whole team
Only distributes hours that haven't been planned yet — hours already scheduled stay untouched
Presents the result as a clear proposal: hours and value per team member, and the resulting finish date
Always starts with a suggested redistribution, which you can steer further with follow-up prompts before anything is applied
Configuring replanning prompts
Each replanning scenario is powered by a prompt you can configure yourself. Back-office users manage these in Planning assistant prompts, part of the AI config section of the back office — add a prompt for each scenario your organization uses, and it becomes available as a predefined option when replanning hours to plan.
How to use it
In project planning, open the column settings (gear icon) and enable the Hours to plan and Money to plan columns.
Click the Hours to plan or Money to plan value for a deliverable to open the planning assistant.
Choose one of the predefined prompts configured for your organization, or describe what you need.
Review the suggested redistribution, including hours, value, and finish date per team member.
Refine the outcome — adjust the calculation or ask a follow-up question — until it fits.
Apply the changes to your project planning once you're happy with the result.
Human in the loop
The planning assistant always starts with a suggested redistribution — never an automatic change. From there, it's a conversation: steer the outcome with follow-up prompts until it fits, and apply the result only when you're ready. As with all VOGSY AI features, a human is always in the loop.
Frequently asked questions
What hours does the planning assistant redistribute?
Only the hours that haven't been planned yet (hours to plan / money to plan) for the deliverable. Hours that are already scheduled stay as they are.
Can I fine-tune the suggestion?
Yes. Adjust the calculation or ask a follow-up question to refine hours, dates, or included team members before applying anything.
Does it apply changes automatically?
No. The suggestion needs your review and confirmation — nothing changes in the planning until you apply it.
Can I add or change the predefined prompts myself?
Yes. Go to Planning assistant prompts in the AI config section of the back office to create a prompt for each replanning scenario you want available.
Do I need anything activated first?
The planning assistant is part of VOGSY AI and requires AI to be enabled for your environment.
I don't see Hours to plan or Money to plan in my planning view — where are they?
These columns aren't shown by default. Enable them via the column settings (gear icon) in project planning.