The Scenario
A CRM data analyst inherited an Excel workbook from a team member who left three months ago. Among the exports is a worksheet with 600 Passcreator pass IDs — collected across two years of campaigns. Before she can trigger a bulk discount update on these passes, she needs to know which IDs are still valid in Passcreator. Nobody told her which ones to trust. Running a bulk update against stale IDs will either fail silently or return a confusing error log.
The bad version:
- Try to verify pass IDs by searching for them in Passcreator's UI one at a time — get through about 15 before realising this will take the rest of the day.
- Export what you can from Passcreator and try to VLOOKUP the two lists — discover the export is paginated and only returned 200 records, making the comparison incomplete.
- Run the bulk update anyway and use the error log to reverse-engineer which IDs are invalid — end up with a 200-row error list and no clear record of what was skipped vs what failed.
The bulk update campaign needs to go out this week. Running it against an unverified list makes the error log the source of truth, which it shouldn't be.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It checks each pass ID against the Passcreator API and writes the result directly into the workbook — so you have a verified list before anything is updated.
Validate all 600 pass IDs in this workbook against Passcreator and mark the ones that no longer exist so I can remove them before the bulk update runs
What You Get
- Column B filled for all 600 rows: "exists" where the pass is found, "not found" where it isn't.
- A count: 600 checked, 547 exist, 53 not found.
- The original pass IDs in column A untouched, so you can filter the "exists" rows for the bulk update.
- Nothing updated — this is a read-only check.
What If the Data Is Not Quite Ready
Some pass IDs have formatting inconsistencies
The workbook has IDs with leading/trailing whitespace, and some have been stored with a "PASS-" prefix that wasn't part of the original format.
Before validating, normalise column A: trim whitespace and strip any "PASS-" prefix. Then check each cleaned ID against Passcreator and write 'exists' or 'not found' into column B.
You want to filter valid IDs into a separate worksheet automatically
After validation, you need a clean list in the 'Ready for Update' worksheet so the bulk update prompt can reference it directly.
Check all pass IDs in column A against Passcreator and write 'exists' or 'not found' into column B. Copy all rows where column B is 'exists' into the 'Ready for Update' worksheet.
Some IDs appear more than once in the export
The original database had duplicate records — the same pass ID might appear twice, which would cause duplicate API calls.
Deduplicate column A before validating — keep the first occurrence and flag duplicates in column C as 'duplicate, skip'. Then check each unique ID against Passcreator and write the result into column B.
Full normalise, deduplicate, validate, and separate in one shot
The IDs have formatting issues, duplicates, and you need a clean verified list before the update runs.
Normalise column A: trim whitespace and strip "PASS-" prefix. Flag and skip duplicate pass IDs (mark them 'duplicate, skip' in column C). Check each unique, cleaned ID against Passcreator and write 'exists' or 'not found' into column B. Copy all 'exists' rows into the 'Ready for Update' worksheet.
Try It
Get the 7-day free trial of SheetXAI and open the workbook with your pass ID list, then ask it to verify each one against Passcreator before you run anything else. See also: bulk updating pass fields and the PassCreator integration overview.