The Scenario
You are an agency operations lead. Every month you send clients a capacity report — appointments booked, staff assigned, services delivered, and where the gaps were.
Your data lives in HighLevel. The report needs to be in an Excel workbook so you can run pivot tables, add the charts the client expects, and share it over SharePoint without giving them HighLevel access.
The slow version:
- Log into HighLevel and open the calendar view
- Filter to last month
- Export whatever the CSV gives you (it is not all the fields you need)
- Import the CSV into Excel
- Realize assigned staff and service type are missing from the CSV
- Go back into HighLevel and copy the missing fields for each booking by hand
- Two hours later you have a workbook that is 80% complete and 100% annoying to maintain.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads your workbook header, calls the HighLevel calendar API for the date range you specify, and fills every field you need, including the ones that are not in the standard CSV export.
Open the SheetXAI sidebar and type:
Fetch all HighLevel service bookings between the start and end dates in cells A1 and B1 for the location ID in C1. Write booking ID, contact name, assigned staff, service type, start time, and booking status to the Bookings tab.
SheetXAI calls the HighLevel appointments API, handles pagination, and fills the Bookings tab with a clean row per appointment.
What You Get
A fully-populated Bookings tab with one row per appointment:
- Booking ID — HighLevel's internal identifier
- Contact name — who the appointment was with
- Assigned staff — which team member was booked
- Service type — what was delivered
- Start time — exact date and time
- Status — confirmed, cancelled, no-show, or completed
All six fields in one pull, including assigned staff and service type, which the manual CSV does not include. A pivot table on service type and assigned staff takes five minutes from there.
What If the Data Is Not Quite Ready
The shape of what you need varies by client and report period.
When you need only completed bookings, not cancelled or no-shows
The raw pull includes every status. Your capacity report only covers what actually happened.
Fetch all HighLevel service bookings between the dates in A1 and B1 for location ID in C1. Write only bookings with status "completed" to the Bookings tab, with booking ID, contact name, assigned staff, service type, and start time. Skip all others.
When the client wants staff workload sorted by team member
The default output is chronological. Your client wants to see each team member's appointments grouped together.
Fetch all completed HighLevel service bookings for the date range in A1:B1, location in C1. Write to the Bookings tab sorted first by assigned staff alphabetically, then by start time within each group. Insert a blank row between staff groups.
When you manage two locations for this client
The client has two HighLevel sub-accounts and both need to appear in one workbook.
Fetch all HighLevel service bookings between the dates in A1 and B1 for location ID in C1. Then fetch the same date range for the second location in D1. Write both to the Bookings tab with a Location column indicating which account each booking belongs to.
When the client also wants contact details appended for a CRM audit
They want to know not just booking details but whether the contact has a phone and company on file.
Fetch all HighLevel service bookings for the date range in A1:B1, location in C1. For each booking, look up the contact record and append phone, email, company, and creation date to the same row. Write the combined data to the Bookings tab.
The pattern: describe the report shape you need, including any field joins, and SheetXAI assembles the data in one pass.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull last month's HighLevel bookings into any Excel workbook. The HighLevel integration is included in every SheetXAI plan. For related workflows, see how to export HighLevel conversations into Excel or the HighLevel in Excel overview.