The Problem with Getting Klipfolio Data Into Excel
You run dashboards in Klipfolio, but when you need the underlying data in Excel, the list of data sources, the user roster, the raw numbers behind a visualization, the Klip inventory, there is no export button. The Klipfolio UI is built for managing records, not for dumping them into a workbook.
When you need that data for an audit, a migration, a quarterly review, or a compliance report, the usual answer is manual. You navigate the Klipfolio admin panel section by section, read what is there, and retype it row by row into an Excel workbook. For a handful of records that is tolerable. For fifty data sources or thirty users with multiple role assignments each, it costs a full day.
The same gap runs the other way. When you want to push data back into Klipfolio, creating user accounts from an HR export sitting in Excel, applying a permissions matrix after a reorg, bulk-creating data sources for a new client, the only non-API path is doing it one form at a time inside the Klipfolio interface.
Below are the four common approaches for working between Klipfolio and Excel. Only the last one handles volume.
Method 1: Copy and Paste From the Klipfolio Admin Panel
The baseline. You open the Klipfolio admin panel, find the list you need, and read it onto the screen while you type values into Excel row by row.
When this works:
- Five or fewer records
- A one-off lookup with no intention of repeating it
- Simple data you can read from the UI without losing your place
When it breaks:
- More than a handful of items
- You need data from two separate sections of the admin panel in the same row (roles plus group memberships, for example)
- You need to repeat the export next month
- The list is paginated and you miss a page
The Klipfolio admin panel is built for managing individual records. Reading it for audit purposes is not what it is designed for, and you feel that with every scroll.
Method 2: Use Power Automate to Trigger Klipfolio API Calls From Workbook Events
The next step up is Power Automate, which integrates cleanly with Excel workbooks stored on OneDrive or SharePoint. You build a flow that watches for a trigger in the workbook and calls Klipfolio's API in response.
This works for event-driven moments:
- A new row in the Roster tab → create the Klipfolio user account
- A new row in the Data Sources tab → call the create API
- A cell changes to "approved" → apply a data source permission
This fails for audit and batch work:
- Exporting a complete inventory of 40+ data sources into the workbook in one pass
- Pulling raw instance data across multiple API calls and joining the results
- Generating a role-permission matrix from two endpoints
- Doing a full account audit when you just need the data once, now
Power Automate flows fire on triggers. They do not iterate through an API list on demand, join responses from multiple endpoints, or apply conditional logic across the result set. The audit and migration use cases hit the ceiling quickly.
Method 3: The Previous Generation — Klipfolio Scripts and Excel Connectors
Until recently, the best option for repeatable Klipfolio-to-Excel work was a category of custom Power Query scripts and connector tools that let you configure API calls by mapping endpoint URLs to table columns. You set up the query, mapped the fields, saved the connection, and refreshed on demand.
That was a real step up from copy and paste. The pull was repeatable, the column structure was consistent, and someone else on the team could hit refresh without understanding the API.
But the thinking was still on you. Which endpoint to call, how to join users to roles across multiple API responses, what to flag as stale, which fields to derive rather than pull directly. The connector moved the data. The decisions did not come with it. And any time the API shape changed or you needed an additional field, someone had to go back into the query and update it.
This is the category we think of as the previous generation. It worked, but it asked a lot of the operator, and it never bridged the gap between raw API responses and the structured, annotated output you actually needed for an audit.
The Easy Way: Using SheetXAI in Excel
There is a different way entirely. SheetXAI is an AI agent that lives inside your Excel workbook, both on Excel for the web and Excel desktop. It reads the workbook, understands what you are trying to accomplish, and through its built-in Klipfolio integration it can pull inventories, push batch updates, join responses across endpoints, and write the results back — all in one prompt. No query configuration, no field mapping, no Power Query, you just ask.
Example 1: Your Data Is Already in the Workbook
You are doing a pre-migration governance audit. You have a blank workbook open called "Klipfolio Audit" and need the full data source inventory.
List all data sources in Klipfolio and write each source's name, connector type, and refresh interval into columns A, B, and C of the Data Source Audit tab. Flag any source with a refresh interval greater than 24 hours or with a null interval as "STALE CANDIDATE" in column D.
SheetXAI calls the API, iterates through every data source, writes every row, and applies the stale flag logic inline. The tab fills itself.
Example 2: Your Data Lives Somewhere Else First
If you need to combine a Klipfolio user roster with a permissions export from another system, SheetXAI can pull and join both in one prompt:
Pull all Klipfolio users and write email, last login, and assigned role names into columns A, B, and C of the Users tab. Then fetch each user's group memberships and add them as a comma-separated list in column D.
SheetXAI makes the API calls, joins the user and group data across endpoints, and writes the merged view into the workbook. One prompt, one workbook, no intermediate downloads.
Which Method Should You Use
For a single lookup of a handful of records you already have on screen, copying from the admin panel is fine. For event-driven provisioning where a new row in the workbook should create a new Klipfolio user, Power Automate is a reasonable fit.
For audit work, migration prep, bulk provisioning, permissions rollouts, and anything that requires joining data across multiple Klipfolio API endpoints, SheetXAI is the only option that does it in one prompt without configuration. The governance and access review use cases specifically are where every previous approach breaks down. You cannot copy-paste a 50-source inventory, annotate it with staleness flags, and keep it current quarterly — not without a tool that does the thinking.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull your Klipfolio data source inventory, user roster, or dashboard catalog into any workbook you have open. The Klipfolio integration is included in every plan.
For specific workflows, see how to run a full data source governance audit in Excel, how to export your user access roster to a workbook, or browse the full integrations directory.
More Klipfolio + Excel guides
Export All Klipfolio Data Sources to a Sheet for a Governance Audit
Pull every Klipfolio data source's name, connector type, and refresh schedule into a Google Sheet and flag stale connections in one prompt.
Pull Raw Data From a Klipfolio Data Source Into a Sheet for Analysis
Retrieve the actual rows from a specific Klipfolio data source instance into your spreadsheet for pivot table or formula analysis the BI tool cannot run.
Export Klipfolio Users, Roles, and Group Memberships to a Sheet
Pull a complete Klipfolio user roster with email addresses, assigned roles, and group memberships into a spreadsheet for a quarterly access review.
Create Multiple Klipfolio Data Sources From a Spreadsheet Configuration Sheet
Drive Klipfolio's bulk data source creation API from a configuration sheet: one row per source, new IDs written back automatically.
Apply a Klipfolio Data Source Permissions Matrix From a Spreadsheet
Push sharing rights to Klipfolio data sources in bulk using a permissions matrix sheet — data source IDs in one column, group IDs in the next.
Create Multiple Klipfolio User Accounts From a Spreadsheet Roster
Provision a batch of new Klipfolio users directly from a spreadsheet, with email, name, and role in the sheet and new user IDs written back automatically.
Create a Batch of Klipfolio User Groups From a Spreadsheet
Create all the Klipfolio user groups defined in a spreadsheet in one operation, with new group IDs written back into the sheet.
Export All Klipfolio Roles and Permissions to a Sheet
Pull a complete Klipfolio role-permission matrix into a spreadsheet, one row per permission, so the sheet can be filtered by role or permission type.
Push Updated Data From a Sheet Into an Existing Klipfolio Data Source
Replace the data in a Klipfolio data source with the current values from your spreadsheet in one prompt — no manual CSV upload required.
Sync Klipfolio Data Source Instance Properties From a Spreadsheet
Bulk-update key-value properties for Klipfolio data source instances using a spreadsheet as the config surface — instance ID, property key, and value per row.
Export All Klipfolio Klips to a Sheet for a Dashboard Migration Audit
List every Klip in your Klipfolio account with its ID, name, and creation date into a spreadsheet for dependency mapping before a platform migration.
Document Your Entire Klipfolio Dashboard Catalog in a Spreadsheet
Pull all Klipfolio dashboards with their names, IDs, and access settings into a spreadsheet in one prompt to document the full BI workspace.
Push Custom User Properties to Klipfolio in Bulk From a Spreadsheet
Set custom key-value metadata for a batch of Klipfolio users from a spreadsheet in one pass — user IDs in one column, property values in the next.