The Scenario
Your scheduling coordinator spent Monday afternoon building out the inspection schedule: 30 newly created AccuLynx jobs, each with a preferred slot already noted in the Excel workbook. Job ID in column A, start time in column B, end time in column C.
She handed you the workbook at end of day with a note: "These all need to be booked in AccuLynx before the field crews get their morning brief."
The bad version:
- Open AccuLynx, search for job ID from row 1, navigate to the appointments tab, click add appointment, enter start time, end time, description, save.
- Search for row 2's job ID. Navigate. Click. Enter. Save.
- Do this 28 more times while trying not to fat-finger the time fields.
Thirty jobs is enough that a copy error — wrong job ID, one-hour-off start time — won't be caught until a crew shows up at the wrong address at 8 AM.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the job IDs and time slots you've already captured and creates the AccuLynx appointments for you through its built-in integration.
Open the SheetXAI sidebar and ask:
Schedule the first appointment for each job in this table — job ID in column A, start time in column B, end time in column C. Set the appointment description to "Initial Inspection" for all rows. Write "Scheduled" to column D when done.
What You Get
- An AccuLynx appointment created on each job record for the specified time window.
- Description set to "Initial Inspection" across all 30 jobs.
- Column D updated to "Scheduled" for each successfully booked row.
- Any job ID that can't be found in AccuLynx flagged in column D with "Job not found."
What If the Data Is Not Quite Ready
The time columns are inconsistent — some are AM/PM, some are 24-hour
Normalize all times in columns B and C to 24-hour format, then create AccuLynx appointments for each job in column A using the corrected times. Write status to column D.
Some jobs already have an inspection appointment — don't double-book
For each job ID in column A, check if an AccuLynx appointment with "Initial Inspection" already exists. If it does, write "Already booked" to column D. If not, schedule the appointment using the times in columns B and C.
The coordinator split the schedule across two sheets — Week 1 and Week 2
Read job IDs and times from both the Week 1 and Week 2 sheets. Create an AccuLynx initial inspection appointment for each row on both sheets. Write the booking status back to column D on each sheet.
The kill-chain: validate the job, check for conflicts, book it, and flag anything off
For every row in this table: confirm the job ID in column A exists in AccuLynx, check that no initial inspection appointment is already booked, schedule the appointment using columns B and C if clear, and write either the AccuLynx appointment ID or a reason it was skipped to column D.
One instruction handles the lookup, the conflict check, and the booking — so you're not running three separate passes.
Try It
Get the 7-day free trial of SheetXAI and open the inspection scheduling workbook your coordinator built, then ask it to book every slot in AccuLynx in a single pass. See the full AccuLynx integration guide or the lead import spoke.