The Scenario
You are an operations manager at a regional real estate brokerage. The managing broker wants to know how the team's showing schedule breaks down by agent and appointment type for the current month. The data lives in Follow Up Boss. There are 80 appointments scheduled this month. Your reporting tool is Excel, and the file lives on OneDrive.
The broker wants the export on her desk by 3 PM Thursday.
The slow version:
- You open Follow Up Boss, navigate to the Appointments section, set the date filter to this month
- The built-in report does not have an "agent" column in the format she wants
- You export the default CSV, open it in Excel
- You add a pivot table for count by agent, but the appointment type labels are inconsistent so the pivot groups look wrong
- You deliver the workbook at 4:15 PM and spend 20 minutes explaining why "Buyer Consultation" and "Consultation" are listed as different rows in the pivot
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that pulls Follow Up Boss appointments directly into the workbook and adds the summary logic in the same prompt.
Open the SheetXAI sidebar and type:
Pull all Follow Up Boss appointments from this month and write appointment title, start time, end time, appointment type, and assigned agent into this workbook starting at row 2. After writing all rows, add a summary table below the data showing appointment count by agent and a second summary table showing appointment count by appointment type.
SheetXAI queries Follow Up Boss, writes the 80 appointments, and adds both summary tables. The broker gets a clean workbook and a ready-made analysis before 2 PM.
What You Get
A structured appointment export with built-in summaries:
- All appointments this month — title, start time, end time, type, assigned agent
- Count by agent — summary table below the data
- Count by appointment type — second summary table
The summaries are generated from the live data. Re-run the same prompt next month and the new data replaces the old.
What If the Data Is Not Quite Ready
High-volume team appointment data is rarely consistent. Labels drift, agents share accounts, and time zones cause off-by-one-hour entries. SheetXAI handles conditioning inline.
When appointment type names are inconsistent
Some agents call it "Buyer Consultation," others say "Consultation," one says "Initial Meeting."
Pull all Follow Up Boss appointments from this month. Before writing to the workbook, normalize appointment type to one of four categories: Buyer Consultation, Listing Appointment, Showing, and Other. Write the normalized type in column E and the original type in column F. Then add summary counts by normalized type below the data.
When you only need appointments for specific agents
The broker only wants to see the three senior agents' schedules.
Pull all Follow Up Boss appointments from this month that are assigned to agents whose names are listed in the AgentList tab, column A. Write appointment title, start time, end time, type, and agent into this workbook. Add a count-by-agent summary below the data.
When you need to flag double-booked time slots
Two agents sometimes share the same property for overlapping showings.
Pull all Follow Up Boss appointments from this month and write them into this workbook. In a new column called "Overlap", write "Yes" if two or more appointments for the same agent overlap in time, and "No" otherwise. Sort by agent, then by start time.
When the broker also wants invitee contact details
Not just appointment metadata but the invitee names and emails so the broker can reference them in follow-up.
Pull all Follow Up Boss appointments from this month. For each appointment, also fetch the invitee contact names and emails. Write appointment title, start time, type, agent, and a comma-separated list of invitee emails into this workbook. Add a count-by-type summary below the data.
The pattern: pull, condition, and summarize in one prompt instead of exporting, cleaning, and building pivot tables in two steps.
Try It
Get the 7-day free trial of SheetXAI and open any workbook, then ask it to pull this month's Follow Up Boss appointments. The Follow Up Boss integration is included in every SheetXAI plan. For related workflows, see how to export pipeline deals to a workbook or the Follow Up Boss in Excel overview.