The Scenario
You're the account executive covering a book of 30 mid-market prospects. Your manager is running a review of account engagement next Monday and wants to know, for each prospect, when you last had a recorded meeting with them and what it was called. You have the prospect email addresses in your Excel workbook. You know the calls are in Fireflies. But there's no automated link between the workbook and the transcript data — that connection was always done manually, one lookup at a time, whenever someone needed it.
The bad version:
- Open Fireflies. Search by the first prospect's email address in the participants filter. Note the most recent meeting title and date.
- Go back to your Excel workbook. Paste the title into column B and the date into column C.
- Switch back to Fireflies. Search for the second email.
- Repeat 28 more times, tabbing between Fireflies and your workbook, for a task that should take two minutes but takes forty.
Your manager wants account engagement data. This is the third time this month you've assembled it by hand, and you're supposed to be running deals, not cross-referencing transcript search results.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the emails already in your workbook and uses its built-in Fireflies integration to look up meeting history for each one — writing results back into the row without you leaving the spreadsheet.
For each email in column A of this sheet, search Fireflies transcripts for meetings where that person participated and write the most recent meeting title into column B and its date into column C.
What You Get
- Column B populated with the title of the most recent Fireflies meeting where that email appeared as a participant.
- Column C populated with the date of that meeting, formatted as YYYY-MM-DD.
- For any email that doesn't appear in any Fireflies transcript, "No meetings found" written into column B.
- No tab switching. No manual matching.
What If the Data Is Not Quite Ready
You also want the total meeting count per prospect, not just the most recent
For each email in column A, look it up in Fireflies, write the most recent meeting title into column B, the date of that meeting into column C, and the total number of meetings where they appeared as a participant into column D.
Some emails in column A have extra whitespace or capitalization inconsistencies
For each email in column A of this sheet, trim whitespace and normalize to lowercase before searching Fireflies. Write the most recent meeting title into column B and its date into column C.
You want to flag any prospect who hasn't had a recorded meeting in more than 60 days
For each email in column A, search Fireflies for the most recent meeting where they participated. Write the meeting title into column B and the date into column C. Then write "Lapsed" into column D for any prospect whose last meeting was more than 60 days ago, and "Active" for everyone else.
You want engagement scoring, recency flagging, and the lookup all at once
For each email in column A, search Fireflies for their full meeting history. Write the most recent meeting title into column B, the date into column C, the total meeting count into column D, and a score from 1 to 3 into column E based on recency: 3 for a meeting in the last 30 days, 2 for 31 to 90 days, 1 for older than 90 days or no meetings found.
The pattern: whenever you need to enrich rows with data from Fireflies, describe both the lookup logic and the writeback shape in one prompt — so the workbook lands ready for the review, not raw.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook with prospect or contact emails, then ask it to match each one against your Fireflies meeting history and write back the results. You can also see the guide on bulk-exporting transcripts for pipeline review or go back to the Fireflies + Excel overview.