The Scenario
Your recruiting team just went through a restructure. Roles shifted, hiring managers changed, recruiters were reassigned. You have an Excel workbook with 40 rows — each one maps an Ashby job ID to a new hiring manager and recruiter with their role designation. None of the Ashby job records reflect the new assignments yet.
The quarterly recruiter KPI review is next week. Wrong assignments in Ashby mean wrong attribution in the reports.
The bad version:
- Open Ashby, find job ID 1, navigate to the Hiring Team tab, click "Add Team Member," search for the user by name, select their role, save.
- Go back to the workbook. Find job ID 2. Open Ashby. Search for the job.
- By row 15 you have mixed up two job IDs and assigned the wrong manager to the wrong role. You will not find out until the recruiter asks why the job is showing someone else's name.
40 jobs at three minutes each is two hours of work with a meaningful error rate.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the assignment mapping and applies it to Ashby through a built-in integration — all 40 rows in one operation.
Read the HiringTeamUpdates table — columns: JobID, UserEmail, Role. Add each user to the specified Ashby job's hiring team with the given role. Write 'Done' or error into column D.
SheetXAI resolves each user by email, calls the Ashby hiring team endpoint for each job, and writes "Done" or the error into column D.
What You Get
- Column D shows "Done" for every successfully updated assignment.
- Rows that fail — user not found, invalid job ID, unrecognized role — show the error text.
- All 40 assignments go through without touching the Ashby UI.
- Attribution is correct before the quarterly review runs.
What If the Data Is Not Quite Ready
Some user emails in UserEmail are not in Ashby
For each row in the HiringTeamUpdates table, look up the Ashby user by the email in UserEmail. If no user is found, write "User not found" in column D and skip. For users that exist, add them to the hiring team of the job in JobID with the role in Role and write "Done" in column D.
Role labels in Role use internal shorthand
Normalize the Role values in the HiringTeamUpdates table before applying: map "HM" to "Hiring Manager", "RC" to "Recruiter", "IC" to "Interviewer". Then add each user to the corresponding Ashby job's hiring team and write "Done" or error into column D.
Each job needs multiple team members added from different columns
For each row in the HiringTeamUpdates table, add three team members to the Ashby job in JobID: the user in HiringManagerEmail as Hiring Manager, the user in RecruiterEmail as Recruiter, and the user in CoordinatorEmail as Coordinator. Skip any column that is blank. Write "Done" or error into column E.
Validate jobs exist, look up users, and apply all assignments in one pass
For each row in the HiringTeamUpdates table, confirm the Ashby job in JobID is still open. If not, write "Job closed" in column D and skip. For open jobs, look up the user by UserEmail, add them to the hiring team with the role in Role, and write "Done" into column D.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook tracking restructure assignments, then ask it to apply them all to Ashby in one operation. See also the spoke on creating job openings from a headcount plan, or return to the Ashby overview.