The Scenario
The demand gen manager ran five webinars last quarter and now needs a master registrant list for a Salesforce import — webinar topic, registrant name, email, and registration status, all in one Excel workbook, deduplicated.
Her colleague built a similar export last quarter and left a vague note in Notion: "pull each webinar from Zoom, paste into master, dedup by email." The note doesn't explain which columns Zoom exports use or how to handle the status field.
The demand gen manager opens Zoom's webinar reporting UI for webinar one. She exports the registrant list. The CSV headers say "First Name" and "Last Name" — not "FirstName" and "LastName" — which matters for the Salesforce import template. And there's no "WebinarTopic" column, so she'll need to add that manually for each webinar.
Five webinars, five exports, five column header corrections, one manual dedup. She does the math: two hours, minimum.
The bad version:
- Export webinar one CSV. Open in Excel. Add a "WebinarTopic" column, fill it with the topic for all rows. Paste into the master workbook. Fix headers.
- Repeat four more times.
- Deduplicate by email using Excel's Remove Duplicates feature, realize it removed some rows you needed to keep, undo, try again with a helper column.
Two hours of identical work that produces exactly what should have taken five minutes.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the webinar IDs, pulls registrant data from each through its built-in Zoom integration, and consolidates them.
For each webinar ID in column A, fetch all approved registrants from Zoom and append their first name, last name, email, and status to this workbook, then deduplicate by email keeping the first occurrence
What You Get
- A flat consolidated registrant list from all five webinars.
- Duplicates resolved by email — each person appears once.
- Registration status included per registrant.
- Ready for Salesforce import without a manual dedup pass.
What If the Data Is Not Quite Ready
You need a WebinarTopic column for Salesforce field mapping
For each webinar ID in column A, fetch the webinar topic and all approved registrants from Zoom. Append each registrant as a row with columns: WebinarTopic, FirstName, LastName, Email, Status. After all five webinars are processed, deduplicate by Email keeping the first occurrence.
Some webinar IDs are from last quarter and should be excluded
Column A has webinar IDs and column B has the quarter label (Q1 or Q2). Only fetch registrants for rows where column B says Q2. Append results with WebinarTopic, FirstName, LastName, Email, Status, then deduplicate by Email.
You want approved and pending registrants in separate worksheets
For each webinar ID in column A, fetch all registrants from Zoom. Write approved registrants to the 'Approved' worksheet and pending registrants to the 'Pending Review' worksheet. Include columns for WebinarTopic, FirstName, LastName, Email on both. Deduplicate each worksheet by Email.
Pull, deduplicate, and add a multi-webinar engagement column
For each webinar ID in column A, fetch all approved registrants. After pulling all five webinars, write the deduplicated master list to the 'Master' worksheet with FirstName, LastName, Email, and a RegistrationCount column showing how many webinars that email appeared in. Sort by RegistrationCount descending.
Your highest-intent leads are now at the top.
Try It
Get the 7-day free trial of SheetXAI and open your webinar ID Excel workbook, then ask it to pull and consolidate all registrants from Zoom. For pulling actual participant attendance data instead of registrant lists, see the spoke on exporting webinar participants, or the hub overview on all the ways to connect Zoom to Excel.