The Scenario
IT finishes onboarding paperwork for 50 new hires three days before their start date. The records — email, first name, last name, and role — are already in an Excel workbook. Someone still has to create their Roam accounts before Monday morning.
That someone is you, and it's Friday at 2 PM.
The bad version:
- You open Roam's admin console and look for a bulk import option. There isn't one. The console is built for single-user creation.
- You find the SCIM provisioning docs and realize you'll need to make a POST request per user — 50 requests total — and you'd need to write or adapt a script to loop through the workbook data.
- You get through 12 users manually via the admin form before deciding this isn't sustainable, push a ticket to the DevOps team, and explain to the new hires' manager that accounts will be ready sometime Monday.
Fifty people starting work without Roam access on day one is a bad first impression. The problem isn't your effort level — the tooling just wasn't built for this workflow.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your employee records and handles the SCIM provisioning calls to Roam for you — all 50 of them, in one shot.
Provision all 50 rows in my Excel 'Onboarding' sheet into Roam via SCIM — email in column A, full name in column B, role in column C — write the assigned Roam user ID back into column D
What You Get
- A Roam account created for each row in the worksheet
- Each account uses the email in column A as the SCIM userName, parses the name from column B, and assigns the role from column C
- The assigned Roam user ID writes back into column D after each creation, giving you a complete record in the workbook
- Any rows that fail (duplicate email, invalid role) get an error note in column D so you can correct and rerun
What If the Data Is Not Quite Ready
Some rows have first and last name in separate columns instead of combined
Create a Roam user for each row in the Excel 'Onboarding' worksheet — email in column A, first name in column B, last name in column C, role in column D — write the Roam user ID into column E after each successful creation.
The role column uses company-specific values that don't match Roam's User/Admin schema
Read the Excel 'Onboarding' worksheet — email (A), full name (B), role (C). Map 'Manager' and 'Director' to Admin in Roam, all other values to User. Create a Roam account for each row.
You want to skip rows that already have a Roam user ID filled in
For each row in the Excel 'Onboarding' worksheet where column D is empty, create a Roam user using email (A), full name parsed from column B, role (C) — write the Roam user ID back into column D. Skip rows where column D already has a value.
You want to provision accounts and immediately add them to the correct department group
Create a Roam user for each row in the Excel 'Onboarding' worksheet — email (A), full name (B), role (C) — then add each new user to the Roam group whose name matches the value in column E. Write the user ID into column F.
Single prompt, two-step operation. SheetXAI runs the provisioning and the group assignment together so you don't have to come back for a second pass.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook where your HR team keeps new hire records, then ask it to create the Roam accounts. The bulk deactivation spoke covers the other end of the employee lifecycle when the time comes.