The Scenario
You're a production manager at an 8-person branding agency. It's Monday morning and the sprint planning call is in two hours. Twelve active roles, thirty open jobs, and no one has looked at who's actually available this week.
The capacity question isn't complicated: which roles are being asked to carry more than their share of open jobs right now? But the answer lives in Streamtime — and the Excel workbook where you track sprints has been updated by hand since the last time someone tried to automate it, which didn't work, which is why you're doing it by hand.
The bad version:
- Export the role list from Streamtime as a CSV, open it in Excel, clean the headers, paste it into the 'Roles' worksheet
- Open the jobs view in Streamtime, note which roles are attached to each of the 30 open jobs, and start filling in the cross-reference matrix by hand — switching between Streamtime and the workbook approximately 60 times
- Lose track at row 18, start over, discover the role names don't match exactly between the two exports, spend 20 minutes reconciling "Senior Designer" versus "Sr. Designer"
By the time you have anything resembling a matrix, the sprint call has already started.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook, understands the structure, and through its Streamtime integration pulls role data directly — so you can build the capacity matrix without switching tabs 60 times.
Open your sprint planning workbook and paste this:
Export all Streamtime roles into this sheet, filter to only active roles, and count how many there are in cell B1 so I can compare against our current headcount
What You Get
- Active Streamtime roles written into the worksheet, one per row
- Inactive roles excluded so the list reflects only what's currently staffed
- A count of active roles written into cell B1 — ready to compare against your headcount or open job count without building a formula
What If the Data Is Not Quite Ready
You only want active roles — archived ones create noise in the matrix
The capacity view should only reflect roles that are actually available to be scheduled.
Pull all Streamtime roles into column A of this worksheet, filter to active only, write active count into B1, and highlight any row where the role name contains 'Senior' so I can see seniority distribution at a glance
The job list in your workbook uses names, not IDs, and they don't match Streamtime's format
The 'Open Jobs' worksheet has job names in column B but Streamtime returns job IDs. You need a bridge.
Pull all active Streamtime roles into column A of 'Roles', then look at column B of 'Open Jobs' — for each job name in that column, find the matching Streamtime job and write its ID into column C of 'Open Jobs', flagging 'NOT FOUND' for any that don't match
Two roles have been renamed since the matrix was last built
Someone renamed "Junior Copywriter" to "Copywriter I" in Streamtime and the workbook still has the old name, causing mismatches in every formula that references it.
Pull all Streamtime roles into column E of 'Roles' labeled 'Streamtime Name', then for each row compare that against column A — flag any row where the names differ by writing 'RENAME' in column F
You want the full sprint readiness view in one prompt — active roles, job count per role, overloaded flag
List all active Streamtime roles in column A of 'Roles', count how many open jobs each role appears in and write that into column B, then write 'OVERLOADED' in column C for any role appearing in more than 3 open jobs
Asking for the pull, the aggregation, and the conditional flag in a single prompt is the point — you get the full picture without chaining three separate steps.
Try It
Get the 7-day free trial of SheetXAI and open the sprint planning workbook you'd normally fill in by hand before every Monday call. Ask it to pull your active Streamtime roles and build the capacity view from there. Then visit the rate card spoke or return to the Streamtime hub overview to see what else you can build in one prompt.