The Scenario
The training coordinator runs mandatory compliance training on Zoom every quarter. HR requires an attendance record for each session — who joined, when, how long they stayed. She has eight meeting UUIDs from last quarter's sessions sitting in column A of an Excel workbook.
She's been doing the export manually: download participant CSV from Zoom, open it, paste into the master workbook, rename the columns to match the compliance template. Eight sessions means eight downloads, eight pastes, eight column rename operations.
Last quarter she got it done in a couple of hours. This quarter, her laptop is running slow, the compliance submission deadline was moved up by two days, and two of the eight CSVs have the same filename because she downloaded them without renaming.
The audit form is due in three hours.
The bad version:
- Navigate to meeting one in the Zoom portal. Download the participant report. Open the file — it's named "participants_report.csv" same as the others.
- Paste into the master workbook. Rename the "Name" column to "FullName," "User Email" to "Email," "Join Time" to "SessionStart."
- Repeat seven more times. On session six, realize the paste went into the wrong range.
This isn't a skill problem. It's a formatting tax that shows up every quarter.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the meeting UUIDs from column A and through its built-in Zoom integration pulls participant data from each session without requiring CSV downloads.
For each meeting UUID in column A, fetch the Zoom participant list and write participant name, email, join time, and leave time to columns B through E
What You Get
- Columns B through E fill with participant data for every UUID in column A.
- Each participant gets their own row — 30 attendees per session means 30 rows per session.
- Join and leave times come back as timestamps, ready for duration formulas.
- Any UUID with no participant data leaves the rows blank, making data gaps visible immediately.
What If the Data Is Not Quite Ready
You also need time-in-session calculated, not just raw timestamps
For each meeting UUID in column A, fetch Zoom participant data and write name, email, join time, and leave time to columns B through E. In column F, calculate time in session in minutes as leave time minus join time.
Some rows have meeting IDs instead of UUIDs — different format
Column A has a mix of Zoom meeting UUIDs (long format) and meeting IDs (shorter numeric). For each row, fetch the participant list using whichever identifier is present and write participant name, email, join time, and leave time to columns B through E.
You need the data organized by session, one worksheet per training
The 'Session Index' worksheet has meeting UUIDs in column A and session names in column B. For each row, fetch Zoom participants and write them to a new worksheet named after the session in column B, with columns for name, email, join time, leave time, and minutes attended.
Pull participants, calculate attendance duration, and flag compliance pass/fail
For each UUID in column A, fetch Zoom participants and write name, email, join time, and leave time to columns B–E. In column F, calculate minutes attended. In column G, write 'COMPLIANT' if minutes attended is 45 or more, 'INCOMPLETE' if less than 45, and 'NO DATA' if the UUID returned no participants.
One prompt builds the compliance record with flags already applied.
Try It
Get the 7-day free trial of SheetXAI and open your compliance tracking Excel workbook with meeting UUIDs in column A, then ask it to pull all participant data from Zoom. For exporting webinar participants instead of meeting participants, see the spoke on exporting webinar participants, or the hub overview on all the ways to connect Zoom to Excel.