The Scenario
The customer education team wrapped Q2. Four product webinars over the quarter. The lead scoring team needs a combined participant list — name, email, join time, and time in session — for all four events, deduplicated and sorted by engagement.
The customer education lead has done this before. Last quarter it took an afternoon. Four CSV exports from Zoom, four pastes into a master Excel workbook, a manual dedup pass, a manual sort. The column headers from Zoom's export ("Attended Duration" instead of "MinutesAttended") never match what the lead scoring template expects.
This quarter she got a message on Friday afternoon. The list is needed Monday morning.
The bad version:
- Log into Zoom. Download participant CSV for webinar one. Open in Excel. Rename the columns. Paste into the master workbook.
- Repeat three more times.
- Use Excel's Remove Duplicates on the email column. Realize the sort order changed and the dedup removed some entries you wanted to keep. Undo and try a different approach.
Four exports, four column renames, one frustrating dedup. Monday morning, two coffees later.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the webinar IDs and through its built-in Zoom integration pulls participant data from each, consolidating and deduplicating in one pass.
For each webinar ID in column A, fetch all past Zoom webinar participants and append their name, email, join time, and time in session to this workbook. After all four are processed, deduplicate by email and sort by total time attended descending.
What You Get
- One flat participant list across all four webinars.
- Duplicates resolved by email — multi-event attendees appear once.
- Sorted by total time attended, descending — highest engagement at the top.
- Ready for the lead scoring team without manual reformatting.
What If the Data Is Not Quite Ready
You need to track which webinar each attendee came from, even after dedup
For each webinar ID in column A, fetch participants and track which webinar IDs each person attended. After pulling all four, write one row per unique email with columns: Name, Email, WebinarCount, WebinarIDs, TotalMinutes. Sort by TotalMinutes descending.
Some attendees registered but never actually joined — filter them out
For each webinar ID in column A, fetch past participants (people who actually joined, not just registered). Append name, email, join time, and minutes attended. Deduplicate by email and exclude anyone with 0 minutes attended.
Lead scoring team wants high-engagement and low-engagement attendees in separate worksheets
For each webinar ID in column A, fetch past participants and collect name, email, and minutes attended. After all four webinars are processed, deduplicate by email. Write attendees with 30 or more minutes to the 'High Engagement' worksheet and everyone else to the 'Low Engagement' worksheet. Sort each worksheet by minutes attended descending.
Pull, deduplicate, score, and flag SQLs in one pass
For each webinar ID in column A, fetch past participants (name, email, join time, minutes attended). Deduplicate by email after all four are processed. Add a LeadScore column: 3 points per webinar attended, plus 2 bonus points if total minutes exceeds 60. Mark anyone with 9 or more points as 'SQL' in a FlagColumn. Sort by LeadScore descending.
Your sales handoff list, built from scratch in one prompt.
Try It
Get the 7-day free trial of SheetXAI and open an Excel workbook with your webinar IDs, then ask it to pull and consolidate all participant data from Zoom. For pulling registrant lists instead of participant lists, see the spoke on exporting webinar registrants, or the hub overview on all the ways to connect Zoom to Excel.