The Scenario
The follow-up email is due Thursday and you still don't know who attended what.
You're a customer success director who ran a five-part webinar series for your enterprise prospects last month. ClickMeeting has the attendance data — all of it, session by session. But right now it lives across five separate conference records, each with its own attendee list, device breakdown, and time-on-session stats. What you need for Thursday is a single Excel workbook: every attendee, which sessions they showed up for, how long they stayed, what device they used.
The bad version:
- Export attendee data from session 1, save the CSV, open it in Excel, paste it into the workbook — then repeat four more times
- Realize each export uses a slightly different column order, spend 45 minutes manually aligning them across worksheets
- Discover two attendees have slightly different email formats across sessions and try to reconcile by hand
You have a segmentation email to write and a leadership sync on Friday. This is the data cleanup you were supposed to avoid.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your session IDs, pulls the attendee records from ClickMeeting across all five sessions in one pass, and writes the results into the workbook — columns normalized, rows appended, session label included.
For each session ID in column A, fetch the attendee list from ClickMeeting and append attendee name, email, join time, leave time, and device to this workbook — add the session name from column B as a prefix column.
What You Get
- One row per attendee per session, appended with a consistent column structure
- Session name carried as a prefix column on every row for easy filtering
- Join time, leave time, and device populated for each attendee record
- Sessions that returned no attendees get a single row with a "no attendees" note
What If the Data Is Not Quite Ready
Two sessions returned no data — they were cancelled after the fact
Your session IDs in column A include two conferences that got cancelled before they started.
For each session ID in column A, fetch attendees from ClickMeeting — skip any session that returns zero attendees — append all valid attendee rows with session name, email, join time, leave time, and device into this workbook.
You want minutes attended rather than raw timestamps
The raw join/leave times aren't useful for segmentation. You need a calculated "minutes attended" column.
For each session ID in column A, fetch attendees from ClickMeeting — calculate minutes attended as leave time minus join time — append name, email, session name from column B, and minutes attended to this workbook.
You want to identify attendees who showed up to three or more sessions
The follow-up email has a different message for highly engaged prospects.
For each session ID in column A, fetch attendees and append their records to this workbook with session name, email, join time, and leave time — then in a new worksheet called 'High Engagement,' list all email addresses that appear in three or more rows with a count column.
Full pull, time calculation, engagement tier, and contact-ready output in one shot
For each session ID in column A, fetch all attendees from ClickMeeting — calculate minutes attended — append each row to this workbook with columns: session name, first name, last name, email, minutes attended — then write a 'High Engagement' worksheet with all emails that attended 3 or more sessions sorted by total minutes attended descending.
The analysis and the data pull happen in one prompt. You don't clean first and analyze second.
Try It
Get the 7-day free trial of SheetXAI and open the workbook where you're tracking your webinar series — then ask SheetXAI to pull every attendee record across all sessions into a consolidated engagement view. See the hub overview and the registration consolidation spoke.