The Scenario
You are an HR coordinator at a 30-person company. The business had a strong quarter and hired twelve new starters, all due to begin on the same date.
Your onboarding Google Sheet is ready: first name, last name, email, start date, department, and job title for every new hire. HR software setup day is tomorrow. Someone has to create twelve BreatheHR profiles, and that someone is you.
The slow version:
- Open BreatheHR
- Click "Add Employee"
- Type the first name, last name, email, start date, department, and job title from the sheet
- Click save
- Click "Add Employee" again
- Repeat eleven more times
- Miss the 5 PM deadline for IT account provisioning because you were still clicking at 4:45.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads each row and creates the BreatheHR profiles for you, so you never have to type the same information in two places.
Open the SheetXAI sidebar and type:
Create a BreatheHR employee record for every row in this sheet. Column A is first name, column B is last name, column C is email, column D is company join date, column E is department, and column F is job title. Write "Created" into column G when each record is done.
SheetXAI reads all twelve rows, calls BreatheHR for each one, creates the profiles, and writes confirmation into column G. By the time you have made a coffee, the BreatheHR profiles are there and IT can start provisioning.
What You Get
Twelve BreatheHR employee profiles, each created from the data in your sheet:
- Employee record — first name, last name, email set correctly
- Company join date — exactly as it appears in column D
- Department and job title — written into the BreatheHR profile from columns E and F
- Confirmation — "Created" written into column G for each row so you know what went through
Nothing gets mistyped. The data comes from the sheet, not from your fingers, so the profile in BreatheHR matches the onboarding data exactly.
You can run the same shape of prompt every time you have a batch of new starters. Three new hires next month, same prompt.
What If the Data Is Not Quite Ready
Onboarding sheets are rarely perfect. SheetXAI handles cleanup and the BreatheHR creation in the same prompt.
When the name columns are combined
Your sheet has a single "Full Name" column instead of separate first and last name columns.
Split the full name in column A into first name and last name. Then create a BreatheHR employee record for each row using the split names, the email in column B, the start date in column C, and the department in column D. Write "Created" into column E when done.
When some rows are missing a department
A few new starters have not been assigned to a department yet. You do not want BreatheHR profiles with a blank department field.
For rows where the department column is blank, skip the BreatheHR creation and write "SKIPPED — missing department" into column G. For all other rows, create the BreatheHR employee record and write "Created" into column G.
When start dates are formatted inconsistently
Some rows have "1 June 2026," some have "01/06/2026," and some have "June 1." BreatheHR expects one format.
Normalize all dates in column D to DD/MM/YYYY format. Then create a BreatheHR employee record for each row using the normalized date as the company join date. Write "Created" into column G when each record is submitted.
When the sheet has duplicates from a copy-paste error
A batch sheet was emailed around and pasted twice, so six of the twelve rows are duplicates.
Deduplicate the rows in this sheet by email address, keeping the first occurrence of each. Then create a BreatheHR employee record for each unique row, writing "Created" into column G. For skipped duplicates, write "DUPLICATE — skipped."
The pattern: instead of cleaning the sheet first and then creating profiles, you ask for both in one prompt. The twelve records that should exist in BreatheHR by 5 PM will be there.
Try It
Get the 7-day free trial of SheetXAI and open any onboarding sheet, then ask it to create BreatheHR profiles for every row. The BreatheHR integration is included in every SheetXAI plan. For related workflows, see how to push bulk employee change requests to BreatheHR or the BreatheHR in Google Sheets overview.