The Scenario
You are the operations lead at a nonprofit. Your board of directors wants to know, before the next hiring discussion, what standing work the team is actually committed to each week. You know the answer lives inside Motion — every recurring task across your workspace — but nobody has ever pulled it into one place.
Your executive director asked for the number this morning. You said you would have it by end of day.
You opened Motion and found the recurring tasks scattered across the task list with no dedicated view, no frequency summary, and no export.
The bad version:
- Open Motion. Search "recurring." See a mixed list of recurring and non-recurring tasks.
- Click the first recurring task. Note its name, frequency, and assignee in an Excel worksheet.
- Close it. Find the next one. The list has re-sorted. Scroll to relocate your place.
- After 25 tasks, you realize you have not been capturing the project each task belongs to, which the ED specifically asked for. Go back and re-open 25 tasks.
You have until 5 PM. This approach does not get there.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It connects to Motion and pulls recurring task definitions into a structured worksheet on request. Open the sidebar and ask.
List all recurring tasks in my Motion workspace and write each task's name, recurrence frequency, assignee, and project to this sheet.
What You Get
- Every recurring task in the workspace written to the worksheet: name, recurrence frequency, assignee, and project — one row per task.
- Recurrence frequency shown as Motion returns it.
- The worksheet is ready to sort by frequency or extend with a duration estimate column.
What If the Data Is Not Quite Ready
You need an estimated monthly occurrence count
The executive director wants to know how often each task fires per month, not just the recurrence label.
Fetch all recurring Motion tasks and create a summary showing task name, how often it recurs, and the assigned user — then add a column counting estimated monthly occurrences (daily = 22, weekly = 4, biweekly = 2, monthly = 1).
You want the output grouped by project
The hiring discussion is happening at the program/project level.
List all recurring Motion tasks and write task name, recurrence frequency, assignee, and project to Sheet1. In Sheet2, group by project and show total recurring task count and list of unique assignees per project.
You want to flag tasks with no assignee
Some recurring tasks have no owner — they are absorbed collectively and should be called out.
List all recurring tasks in my Motion workspace and write task name, recurrence frequency, assignee, and project to columns A through D. In column E, write "unassigned" for any row where the assignee is blank.
Full committed-hours audit in one workbook
Name, frequency, assignee, project, estimated monthly occurrences, grouped by project, unassigned tasks separated out.
List all recurring tasks in my Motion workspace. Write task name, recurrence frequency, assignee, and project to the Detail worksheet. Add a column estimating monthly occurrences (daily = 22, weekly = 4, biweekly = 2, monthly = 1). In the Summary worksheet, group by project and show total estimated monthly task occurrences and count of unique assignees. In the Unassigned worksheet, list all tasks where assignee is blank.
One prompt builds the full picture for the board discussion.
Try It
Open your workforce planning workbook or a blank Excel file, then Get the 7-day free trial of SheetXAI and ask it to pull all recurring Motion tasks. For related workflows, see how to export Motion workspace users to an Excel workbook or export a full workspace inventory for portfolio reporting.