The Scenario
Your recruiting team just went through a restructure. Roles shifted, hiring managers changed, recruiters were reassigned. You have a Google Sheet with 40 rows — each one maps an Ashby job ID to a new hiring manager and recruiter, with their role designation in column C. None of the Ashby job records reflect the new assignments yet.
The quarterly recruiter KPI review is next week. Wrong assignments in Ashby mean wrong attribution in the reports.
The bad version:
- Open Ashby, find job ID 1, navigate to the Hiring Team tab, click "Add Team Member," search for the user by name, select their role, save.
- Go back to the sheet. Find job ID 2. Open Ashby. Search for the job. Realize Ashby's search is returning the wrong job because three jobs share similar titles.
- By row 15 you've mixed up two job IDs and assigned the wrong manager to the wrong role. You don't find out until the recruiter asks why her job is showing someone else's name.
40 jobs at three minutes each is two hours of work with a meaningful error rate.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the assignment mapping and applies it to Ashby through a built-in integration — all 40 rows in one operation.
For each row in this sheet, add the Ashby user with the email in column B to the hiring team of job ID in column A as the role specified in column C.
SheetXAI resolves each user by email, calls the Ashby hiring team endpoint for each job, and writes "Done" or the error into column D.
What You Get
- Column D shows "Done" for every successfully updated assignment.
- Rows that fail — user not found in Ashby, invalid job ID, unrecognized role — show the error text.
- All 40 assignments go through without touching the Ashby UI.
- Attribution is correct before the quarterly review runs.
What If the Data Is Not Quite Ready
Some user emails in column B are not in Ashby
For each row in this sheet, look up the Ashby user by the email in column B. If no user is found, write "User not found" in column D and skip. For users that exist, add them to the hiring team of job ID in column A with the role in column C and write "Done" in column D.
Role names in column C use internal shorthand that doesn't match Ashby's role labels
Normalize the role values in column C before applying them: map "HM" to "Hiring Manager", "RC" to "Recruiter", and "IC" to "Interviewer". Then add each user to the corresponding Ashby job's hiring team and write "Done" or error into column D.
Each job needs multiple team members added from different columns
For each row in this sheet, add three team members to the Ashby job in column A: the user in column B as Hiring Manager, the user in column C as Recruiter, and the user in column D as Coordinator. Skip any column that is blank. Write "Done" or error into column E.
Validate jobs exist, look up users, and apply all assignments in one pass
For each row in this sheet, first confirm the Ashby job in column A is still open. If not, write "Job closed" in column D and skip. For open jobs, look up the user by the email in column B, add them to the hiring team with the role in column C, and write "Done" into column D.
Try It
Get the 7-day free trial of SheetXAI and open any Google Sheet tracking role or team restructure assignments, then ask it to apply them all to Ashby in one operation. See also the spoke on creating job openings from a headcount plan, or return to the Ashby overview.