The Scenario
The IT manager got a request this morning: the company is consolidating its video conferencing stack. Three sales reps are being moved off Zoom by end of week. Before the licenses are deactivated, someone needs to document all their upcoming meetings so the sales ops team can recreate them in the replacement tool.
She has the three rep email addresses. She needs all scheduled meetings for each rep — topic, start time, duration, join URL — documented in an Excel workbook before the accounts are deactivated Thursday.
She navigates to the Zoom admin panel. She finds the user list, clicks into the first rep's profile, and navigates to their meeting list. It shows the next five meetings. She scrolls. There are twelve more. She starts copying and pasting into the workbook.
Six meetings in, she switches tabs and loses the URL. She navigates back and starts from meeting seven. By meeting nine she's uncertain whether she already captured meetings five and six or not.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads user identifiers and through its built-in Zoom integration pulls all scheduled meetings for each one in a single operation.
List all upcoming scheduled Zoom meetings for user 'me' and write the meeting topic, start time, duration in minutes, and join URL into this workbook
What You Get
- One row per meeting with topic, start time, duration, and join URL.
- All scheduled meetings captured in one pull — no pagination, no scrolling.
- Immediately shareable with the ops team.
- Join URLs included so the team can recreate or migrate each meeting.
What If the Data Is Not Quite Ready
You need meetings for multiple reps, not just yourself
Column A has Zoom user email addresses. For each email in column A, list all their upcoming scheduled Zoom meetings and append each meeting as a row with columns: UserEmail, Topic, StartTime, DurationMinutes, MeetingId, JoinURL
You only want meetings scheduled in the next 30 days
List all upcoming Zoom meetings for user 'me' that start within the next 30 days. Write topic, start time, duration, and join URL to columns A through D. Skip meetings outside that window.
You need the output organized by user — one worksheet per rep
Column A of the 'Users' worksheet has three Zoom user emails. For each email, create a new worksheet named after that email, then list all their upcoming meetings in that worksheet with columns: Topic, StartTime, DurationMinutes, MeetingId, JoinURL
Full offboarding audit: pull all meetings, flag recurring ones, and add a migration status column
For each user email in column A, list all upcoming scheduled Zoom meetings and write UserEmail, Topic, StartTime, DurationMinutes, IsRecurring, and JoinURL as columns. In a MigrationStatus column, write 'needs migration' for every row. Leave the column editable for the ops team to update as they work through the list.
One prompt produces the full offboarding workbook.
Try It
Get the 7-day free trial of SheetXAI and open your audit Excel workbook with user emails in column A, then ask it to pull all scheduled Zoom meetings for each one. For bulk-cancelling a list of meetings instead of auditing them, see the spoke on bulk-cancelling Zoom meetings, or the hub overview on all the ways to connect Zoom to Excel.