The Scenario
The warehouse manager stopped the morning standup with a blunt question: do we have a double-booking problem going into the next six weeks?
You have 25 upcoming projects in Rentman. Nobody has ever produced a cross-project equipment view in one place. The usual approach is to open each project and check the kit list by hand — which takes about 30 seconds per project to start and spirals when something looks off.
You volunteered to build the view before this afternoon's ops call.
The bad version:
- Open each project in Rentman, copy the equipment list, paste it into a running tab in the workbook
- After project 7, the column structure from one project's export doesn't match what you set up for project 1
- Stop to normalize, lose your place, go back into Rentman to re-check project 4 which you now can't remember
The ops call is at 3 PM. It's noon.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the project IDs in your workbook and fetches the linked equipment items for each one from Rentman in a single pull.
For each project ID in column A, fetch the linked equipment items from Rentman and write equipment name and quantity needed into columns B and C next to each project
What You Get
- One row per equipment-project combination, project ID repeated in column A
- Column B: equipment item name
- Column C: quantity planned for that project
- Projects with no equipment assigned produce a single row noting that — gaps don't silently disappear
- The flat structure lets you sort by column B to immediately see which items appear across multiple projects
What If the Data Is Not Quite Ready
You need the planned rental period per item to assess date overlap specifically
For each project ID in column A, pull Rentman equipment items and write equipment name, quantity, planned start date, and planned end date into columns B through E
Some project IDs in column A may be cancelled — skip those and note them
Fetch Rentman equipment for each project ID in column A — if the project status is Cancelled, write CANCELLED in column B — otherwise write equipment name and quantity into columns B and C
You need a summary worksheet showing total quantity booked per equipment item across all projects
Pull all equipment line items for the project IDs in column A, write the full detail into Sheet1 columns A through C, then in Sheet2 create a summary with unique equipment names in column A and total quantity booked across all projects in column B
Double-booking analysis kill chain: fetch all equipment, count projects per item, flag anything booked in more than 5 events as HIGH DEMAND
Fetch all Rentman equipment for every project ID in column A, write project ID, equipment name, and quantity into columns A through C, count how many projects each equipment item appears in and put that in column D, flag any item in more than 5 projects as HIGH DEMAND in column E, sort by column D descending
The warehouse manager gets the demand table before the ops call.
Try It
Get the 7-day free trial of SheetXAI and open the planning workbook with your Rentman project IDs — then ask it to build the equipment demand view. The upcoming projects spoke covers pulling the project list itself if you need to start there.