The Scenario
HR sent the offboarding file over an hour ago. Twelve former employees need their monday.com accounts deactivated today. Twenty others are moving from full-time to contractor roles and need their access downgraded from 'member' to 'guest.' The IT admin has all of this in an Excel workbook — user IDs in column A, action type in column B. The accounts are still active, and one of the departing employees had admin-level access to two sensitive boards.
The bad version:
- Open monday.com admin panel, find the first user by ID, click 'Deactivate,' confirm.
- Repeat 11 more times.
- Switch to the role-change tab, find user 13 by ID, change role to 'guest,' save.
- Repeat 19 more times.
- Discover that the monday.com admin panel doesn't easily show user IDs — you have to search by name and cross-reference against the workbook.
- Spend an extra 20 minutes on lookups before you can even start deactivating.
Thirty-two user operations, each requiring admin panel navigation and a manual search — on a day when the security team is already asking for confirmation that the accounts are closed.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the user IDs and actions from the workbook and drives monday.com's user management through its built-in integration.
Update the monday.com role for each user ID in column A of my Excel 'Role Changes' table to the role in column B
What You Get
- All 12 users deactivated in one operation.
- Already-deactivated users skipped without error.
- Users not found in the account flagged in column B with "Not found."
- A completion timestamp written at the top of the workbook.
What If the Data Is Not Quite Ready
The workbook has both deactivations and role changes in different rows
For each row in the 'Offboarding' Excel table: if column B is 'Deactivate', deactivate the monday.com user in column A. If column B is 'Guest', update the user's role to 'guest'. Write the action taken and result into column C
Some user IDs are invalid because they're from a different monday.com account
Process each user ID in column A of the 'Offboarding' Excel table according to column B. If the user ID is not found in the account, write "Not found — verify ID" into column C and skip that row
You need to remove deactivated users from specific boards before deactivating them
For each user ID in column A of the 'Offboarding' Excel table where column B is 'Deactivate': first remove the user from all boards listed in column C (comma-separated board IDs), then deactivate the account. Write the result into column D
Kill chain: remove from sensitive boards, change roles, deactivate, and send an audit log
In the 'Offboarding' Excel table: for each user in column A, remove them from boards in column C. If column B is 'Deactivate', deactivate the account. If column B is 'Guest', downgrade to guest role. Write the completed action and timestamp into column D. Write a final summary — total deactivated, total role-changed, total errors — into a new 'Audit Summary' worksheet.
One prompt handles removal, role changes, deactivation, and audit logging without separate passes.
Try It
Get the 7-day free trial of SheetXAI and open the offboarding spreadsheet your HR team provides as an Excel file, then ask SheetXAI to process the monday.com user changes. See also: Add users to monday.com boards from an Excel workbook and the monday.com hub overview.