The Scenario
You are an agency account manager. Every quarter you run a template audit for your clients. Sixty email templates live in one client's HighLevel location, accumulated over two years by four people who are no longer on the account.
The audit requires a workbook listing every template's name, subject line, category, and last modified date. The CMO wants to know which templates are stale, which are actively used, and which ones nobody can explain.
The slow version:
- Open HighLevel's email builder
- Click into each template to see the subject line
- Copy the name, note the creation date
- Switch to Excel, paste
- Go back to HighLevel, open the next template
- After 25 templates you have been at this for ninety minutes and your coffee is cold.
The fast version is one prompt and you come back to a finished workbook.
The Easy Way: One Prompt in SheetXAI
SheetXAI pulls the full template list from the HighLevel API and writes every field you need into the workbook without you opening a single template manually.
Open the SheetXAI sidebar and type:
Fetch all email templates from the HighLevel location ID in cell A1. Populate the Templates tab with template name, subject line, category, creation date, and template ID.
SheetXAI calls the HighLevel email templates endpoint, retrieves all 60 templates, and writes one row per template to the Templates tab.
What You Get
A 60-row audit workbook with one row per template:
- Template name — what the team called it
- Subject line — the actual email subject the recipient would see
- Category — how it is classified in HighLevel
- Creation date — when it was created
- Template ID — HighLevel's identifier for scripting or campaign use
Sort by creation date and the stale templates are immediately at the top. Any template created before 2024 that nobody recognizes is an immediate audit flag.
What If the Data Is Not Quite Ready
Template metadata is messier than it looks at first.
When template names follow no naming convention
The workbook has names like "Email 1," "Test v3," "April FINAL," and "New Template (2)." You cannot sort or review them in this state.
Fetch all email templates from location ID in cell A1. Write template name, subject, creation date, and template ID to the Templates tab. Add a "Name Quality" column and flag any name shorter than 10 characters, containing "test," or containing "FINAL" or "Copy" as "Needs Rename."
When you want to flag templates currently in use in active workflows
Knowing a template exists is useful. Knowing it is wired into a live nurture sequence before anyone deletes it is critical.
Fetch all email templates from location ID in cell A1. Write name, subject, category, creation date, and template ID to the Templates tab. For each template, check if it is referenced by any active workflow in the same location and write "IN USE" or "UNUSED" to a Status column.
When you need to compare templates across two client sub-accounts
One client has two HighLevel locations — a main account and a white-label sub-account.
Fetch all email templates from the location ID in cell A1 and the second location ID in cell B1. Write all templates to the Templates tab with a Location column, plus template name, subject, creation date, and template ID.
When the CMO wants a full audit with stale flags and subject line grades in one deliverable
Fetch all email templates from location ID in cell A1. For each template, write name, subject, category, creation date, and template ID to the Templates tab. Add a "Days Since Created" column based on today's date. Mark any template older than 180 days as "STALE" in a Status column. Grade each subject line A, B, or C based on length, whether it contains a question, and whether it uses a number or specific detail.
The pattern: pull the raw template data and add the analysis layer in one prompt. The CMO sees a finished audit workbook, not a raw API dump.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull all email templates from any HighLevel location into an Excel workbook. The HighLevel integration is included in every SheetXAI plan. For related workflows, see how to export a HighLevel product catalog or the HighLevel in Excel overview.