The Scenario
The resource manager is putting together the workload plan for next quarter. She has an Excel workbook with 20 team members in column A — names and user IDs — and she needs to know each person's configured weekly capacity in Timely before she can figure out who has room for new project assignments. Timely has capacity settings per user, but there's no summary view that shows all 20 people at once.
The bad version:
- Open Timely, navigate to the user settings for the first person, find the capacity field, note the hours
- Switch back to the workbook, type the number into column B, switch back to Timely
- Navigate to the second person's settings, find the capacity field, repeat
Twenty lookups through the Timely admin interface. If she's doing this quarterly, that's four times a year she's clicking through 20 user profiles to pull numbers that should be available in a single view.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your workbook and through its built-in Timely integration it can pull the capacity setting for each user ID in your list and write it directly into the adjacent column.
For each user ID in column A of my Capacity worksheet, fetch their Timely capacity and write the configured weekly hours into column B
What You Get
- Column B fills with the weekly capacity figure for each user, matched to the user ID in column A
- If a user ID returns no result (deactivated account, typo), that row gets an error flag in column B rather than a blank
- All 20 lookups completed in one pass
What If the Data Is Not Quite Ready
You have user names in column A instead of user IDs
For each name in column A of my Capacity worksheet, look up the matching Timely user and write their configured weekly hours into column B
You want to compare capacity against actual hours logged last month
For each user ID in column A of my Capacity worksheet, fetch their Timely capacity and write it into column B — then pull their total hours logged in April 2025 and write it into column C, calculating utilization percentage in column D
Some users may have been deactivated since the list was made
Fetch Timely capacity for each user ID in column A of my Capacity worksheet — write the weekly hours into column B, and flag any user ID that returns an error or inactive status in column C
Full resource planning view in one pass
For each user ID in column A of my Capacity worksheet: fetch their configured weekly capacity into column B, pull their total hours logged for May 2025 into column C, calculate utilization in column D, and flag anyone below 75% utilization in column E so I can identify who has available bandwidth
The pattern: pull the capacity data and calculate utilization together so the resource planning sheet is ready to act on without a second pass.
Try It
Get the 7-day free trial of SheetXAI and open your resource planning sheet, then ask it to fetch capacity settings from Timely. For the full user list with roles and emails, see the spoke on exporting the Timely user list.