The Scenario
You are a resource manager at a digital consultancy. The new work request queue has 12 open items, and you need to decide who gets what before Monday's standup. To make that call, you need to know who is already booked for the next four weeks.
Hub Planner has the booking data. Your Excel workbook is where you do the analysis. The problem is getting from one to the other without spending two hours clicking through project pages.
The bad version of a Thursday afternoon:
- Open Hub Planner, navigate to the Resource Scheduler
- Click through each team member one by one, note down their bookings
- Copy the values into your workbook by hand
- Miss one resource because they were filtered out of the view
- Calculate utilization percentages manually in a formula column
- You have data for 8 of 14 team members when the Friday standup starts.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that pulls Hub Planner booking data directly into the workbook, so you can run your utilization analysis without opening the Hub Planner scheduler.
Open the SheetXAI sidebar and type:
Search Hub Planner for all bookings between the start and end dates in cells A1 and B1. Populate this workbook with resource name, project name, start date, end date, booked minutes, and approval status, one row per booking.
SheetXAI queries Hub Planner's bookings API for the date range, pulls every booking, and writes the results into the workbook. You get a flat table ready for analysis.
What You Get
A flat booking table covering the full date range:
- Resource name — who is booked
- Project name — what they are booked on
- Start and end date — when the booking runs
- Booked minutes — how much capacity is consumed
- Approval status — confirmed versus tentative
With the raw bookings in the workbook, utilization math is one more prompt away. Ask SheetXAI to calculate total booked hours per resource, compare against working hours in the period, and flag anyone over 90% before you assign new work.
What If the Data Is Not Quite Ready
Booking data for analysis always needs some shaping. SheetXAI handles it in the same prompt.
When you need utilization percentages calculated alongside the export
You want the workbook to land with utilization already computed, not just raw booking rows.
Pull all Hub Planner bookings between the dates in cells A1 and B1. Write resource name, project name, start date, end date, and booked minutes to columns A through E of the Bookings tab. Then calculate total booked hours per resource and write a utilization summary to the Utilization tab: one row per resource with total hours booked, total working hours in the period (8 hours per day, 5 days per week), and utilization percentage.
When you only want bookings for a specific team
You manage the development team and the export includes every department.
Pull all Hub Planner bookings between the dates in cells A1 and B1. Filter to resources whose role contains "Developer" or "Engineer." Write the filtered results to this workbook with resource name, project name, start date, end date, and booked minutes.
When you want to flag resources who are under-booked
The goal is to find capacity, not just see who is full.
Pull all Hub Planner bookings between cells A1 and B1. For each resource, calculate total booked hours in the period. Write results with resource name, total booked hours, and a flag column: "Available" if booked hours are under 24 for the four-week period and "Full" if at or above 32.
When you need to match booking data against work requests in the same workbook
You have 12 open work requests in the Requests tab with estimated hours. You want to match available capacity to each request.
Pull all Hub Planner bookings between the dates in cells A1 and B1. Calculate remaining available hours per resource (assume 40 hours per week capacity). Then look at the work requests in the Requests tab and for each request identify the two resources with the most remaining capacity who have a matching skill tag. Write their names to columns D and E of the Requests tab.
The pattern: pull the booking data, then describe the analysis. The workbook is the working surface; SheetXAI does the retrieval and the matching.
Try It
Get the 7-day free trial of SheetXAI and open a blank workbook tab, then ask SheetXAI to pull your Hub Planner bookings for the next four weeks. The Hub Planner integration is included in every SheetXAI plan. For related workflows, see how to pull unassigned work items into a workbook or the Hub Planner in Excel overview.