The Scenario
A contractor wrapped up three weeks ago. Their Planly access was supposed to be removed on their last day, but someone just forwarded you a message from the contractor asking why they're still getting Planly email notifications. You open Planly to check, realize you don't actually know which teams they were added to, and understand that before you remove anything you need a complete picture of who's in every team.
Your agency has six Planly teams. The permission review was supposed to happen quarterly. It hasn't happened in six months.
The bad version:
- Open the first team in Planly, navigate to the Members section, write down each user's name, email, and role.
- Switch to team two, do it again. By team four, you're not sure if you noted the role column or just the name.
- Finish all six teams, paste everything into an Excel worksheet, and spend twenty minutes standardizing the role labels because Planly shows "Admin" in some teams and "Owner" in others.
Leadership wants a permissions review before the quarterly offboarding call tomorrow morning. This is supposed to be a five-minute job, not a three-hour archaeology project.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands what you're working with, and through its built-in Planly integration it can walk every team in your account, pull every member, and write the complete roster into the worksheet in one pass.
Open an Excel worksheet, open the SheetXAI sidebar, and paste this prompt:
Export all Planly team members across every team into this Excel sheet with team name, member name, email, and role — flag any users who appear in more than one team in column E
What You Get
- Column A: team name
- Column B: user full name
- Column C: email address
- Column D: role (as Planly labels it — Admin, Member, Viewer, etc.)
- Column E: "Multi-team" for any email that appears in more than one team, blank otherwise
- One row per user per team
What If the Data Is Not Quite Ready
You only want to see Admin-level users across all teams
Export all Planly team members across every team, filter to users with role 'Admin' or 'Owner', and write team name (A), name (B), email (C), role (D) into this Excel sheet
You want the list alphabetized by email so you can spot the same person in multiple teams easily
Export all Planly team members across every team, write team name (A), name (B), email (C), role (D) into this Excel sheet, then sort by column C (email) ascending
You want to see only users added in the last 90 days
Export all Planly team members across every team, filter to users with a join date in the past 90 days, and write team name (A), name (B), email (C), role (D), and join date (E) into this Excel sheet
Full permissions audit: all teams, all members, flag multi-team users, flag elevated roles, record the audit date
Export all Planly team members across every team, write team name (A), name (B), email (C), role (D) into this Excel sheet — flag any email that appears in more than one team in column E as 'Multi-team', flag any role that is 'Admin' or 'Owner' in column F as 'Elevated access', and write today's date into column G for every row
One prompt gives you the audit trail and the flagging logic simultaneously.
Try It
Get the 7-day free trial of SheetXAI and open an Excel workbook, then ask it to pull every user across all your Planly teams. You can also check out how to audit your connected channels or read the Planly hub overview.