The Scenario
Quarterly capacity planning is next week and your ops team has asked you to map every active job in the Connecteam scheduler against current employee availability. There are 120 jobs across four scheduler instances and they all need to end up in an Excel workbook where the capacity model lives. Nobody thought to export them in advance.
The bad version:
- Open Connecteam, navigate to the scheduler, scroll through the jobs list for the first instance, manually copy job names and IDs into your workbook.
- Switch to the second scheduler instance, repeat the process, realize the column names you're using don't match what you used for the first instance.
- Ask a colleague if there's an export function — discover there is, download four separate CSV files, open each one in Excel, normalize column headers across all four, paste them into a single worksheet.
The capacity model needs to go to the VP of Operations by Thursday. You've spent Wednesday morning harvesting job names from a UI.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It queries Connecteam's scheduler API and writes the job list directly into the workbook — one call per scheduler instance if needed.
Retrieve all active jobs from Connecteam scheduler instance [instance ID from column A of my "Schedulers" sheet] and write the job ID, job name, and any associated metadata into my "Jobs" sheet starting at row 2.
What You Get
- Every active job record written into the designated sheet in one pass.
- Job ID in column A, job name in column B, metadata fields in subsequent columns.
- Consistent column structure across multiple scheduler instances if you run the prompt per instance.
- No CSV downloads, no manual header normalization.
What If the Data Is Not Quite Ready
You have multiple scheduler instances and need all jobs in one sheet
Your four scheduler IDs are in column A of your "Schedulers" sheet and you want all 120 jobs in a single "Jobs" sheet.
For each scheduler ID in column A of my "Schedulers" sheet, retrieve all active jobs from Connecteam and append the job ID, job name, and scheduler ID to my "Jobs" sheet. Include a header row only before the first batch.
Jobs need to be matched against an employee availability column
Your "Availability" sheet has employee names in column A and their available hours per week in column B. You want each job row tagged with how many available employees could cover it.
Retrieve all active Connecteam jobs and write them to my "Jobs" sheet. Then for each job in column B, count how many employees in the "Availability" sheet have more than 20 available hours and write that count to column D.
You only want jobs created after a specific date
The capacity review is forward-looking. Jobs created before Q1 aren't relevant.
Retrieve all active Connecteam jobs from scheduler ID in cell A2 where the job was created after January 1, 2026, and write the job ID, name, and creation date to my worksheet.
Kill chain: pull all instances, normalize, tag, and summarize in one shot
You want all jobs from all four scheduler instances, each tagged with the instance name, sorted by scheduler, and with a summary count per instance in a separate sheet.
For each scheduler ID in column A of my "Schedulers" sheet (with the scheduler name in column B), fetch all active Connecteam jobs. Write the job ID, job name, and scheduler name to my "Jobs" sheet. After all records are written, add a summary to my "Summary" sheet with each scheduler name and the count of its jobs.
One prompt pulls, labels, and summarizes the full dataset across all four instances.
Try It
Get the 7-day free trial of SheetXAI and open the capacity planning workbook where your team does the quarterly job mapping, then ask it to pull the Connecteam job list directly. Hub overview: How to Connect Connecteam to Excel. Related spoke: Export the Full Employee Roster From Connecteam Into an Excel workbook.