The Scenario
The agency PM just got a new client onboarded. The agreement includes four work streams — Design, Development, QA, and Delivery — each tracked as a separate Breeze project. Each project needs the same four lists: Todo, In Progress, Review, Done. The PM has an Excel workbook template with the workspace name in cell B1, the four project names in column A, and the list structure in columns B through E.
She's done this setup manually for the last three clients. It takes about two hours each time. She has two more onboardings this week.
The bad version:
- Create the workspace in Breeze manually, then click "New Project" four times, name each one, then open each project and add the four lists one by one.
- Forget which lists you've already added to which project by the third one, go back and check, discover you added "In Review" instead of "Review" in one project and the naming is now inconsistent.
- Realize you also need to invite the client's team members to each project, which you didn't add to the workbook template, so that part still happens ad-hoc via email.
Two hours of clicking to produce something that should take five minutes to describe.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the template structure you've already built, connects to Breeze, and provisions the workspace, projects, and lists exactly as described — without you touching the Breeze UI.
Read my Excel project-setup sheet and create each Breeze project listed there, adding the list stages from the adjacent columns. Use cell B1 as the workspace name for a new workspace.
What You Get
- A new Breeze workspace is created with the name from cell B1.
- One project created per row in column A.
- Lists added to each project in the order specified in columns B through E, skipping blank cells.
- SheetXAI writes the new project IDs back to column F so you have a record for future automation.
- List names are consistent across all projects because they come from the same instruction, not from typing them four times each.
What If the Data Is Not Quite Ready
The list structure is different per project and lives in columns B-E
Create a new Breeze workspace named from cell B1. For each row in column A, create a project with that name. Then add the lists specified in columns B through E of the same row as the stages for that project — skip any blank cells.
You need to create projects across an existing workspace, not a new one
Don't create a new workspace. Instead, add the projects listed in column A to the existing Breeze workspace 'Agency Operations.' Add 'Todo', 'In Progress', 'Review', and 'Done' lists to each new project. Write the project ID for each to column B.
The workbook has a 'Description' column that should populate each project's description field
Create a new Breeze workspace called 'Client XYZ.' For each row in column A, create a project with that name and set the description to the text in column B. Add lists from columns C through F as the project stages, skipping blanks.
Full kill chain: validate the template, provision everything, and confirm
Check that column A has no blank rows above the first empty cell and that columns B through E all have consistent list names across rows. Flag any inconsistencies in column G. Then create a new Breeze workspace from cell B1, create one project per row in column A, add the stage lists from columns B-E to each, and write "Created: [project ID]" to column H for each row when done.
Catching the inconsistencies before provisioning means you don't discover a naming drift after 12 projects are already live.
Try It
Get the 7-day free trial of SheetXAI and open your client onboarding template workbook, then ask it to provision the whole Breeze workspace in one go. For related workflows, check out how to bulk create cards from an Excel backlog or the Breeze and Excel hub.