The Scenario
A new batch of client sites just onboarded. Your account manager put together the mapping: 45 client email addresses in column A, the BugHerd project ID each client should access in column B. They handed it to you at 3 PM and asked if you could get the invites out today.
Sending a guest invite through BugHerd takes maybe 30 seconds per client: open the project, go to the Members tab, type the email, set the role as Guest, send. Forty-five clients. Twenty-two minutes of clicking if you're efficient. More if you have to look up any project IDs.
The bad version:
- Open Project 48291 in BugHerd, navigate to Members, type client@brandname.com, select Guest, confirm
- Go back to the sheet, read the next row, open Project 48297, navigate to Members, type the next email
- Around client 25, paste the wrong email into the wrong project — you copied from the wrong row — and don't notice until the client replies asking why they're looking at someone else's site
This isn't a hard task. It's just 45 repetitions of a task that should have taken 45 seconds total.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the email-to-project mapping and sends every guest invite in one operation — no project-by-project navigation, no copy-paste errors.
For each row in my sheet, add the email in column A as a guest to the BugHerd project ID in column B
What You Get
- A guest invitation sent for every row: the email in column A invited to the project in column B with Guest permissions
- A confirmation written to column C for each row: 'Invited' or an error message if the project ID wasn't found or the email was already a member
- Rows where column A or column B is blank are skipped
- If an email is already a guest on that project, the row is noted as 'Already a member' rather than throwing an error
What If the Data Is Not Quite Ready
Some clients need to be invited to multiple projects
For each row in this sheet where column A has an email and columns B, C, and D each have a project ID, invite that email as a guest to all three projects. Write the result to column E.
The project IDs in column B are project names, not IDs, and need to be looked up
For each row, find the BugHerd project whose name matches column B, then invite the email in column A as a guest to that project. Write the project ID found and the invite result to columns C and D.
Only send invites for clients where column C is marked 'Approved'
For every row where column C says 'Approved', invite the email in column A as a guest to the BugHerd project in column B. Leave rows where column C is not 'Approved' untouched.
Kill chain: validate emails, send invites, log outcomes, and write a delivery summary
For each row in this sheet: check that column A is a valid email address format. For valid emails, invite them as a guest to the BugHerd project in column B. Write 'Invited', 'Already a member', or the error message to column C. After all rows, write to cell E1: how many invites succeeded, how many failed, how many were skipped due to invalid email.
The summary in E1 gives you the delivery confirmation you can forward to the account manager without them having to count rows.
Try It
Get the 7-day free trial of SheetXAI and open your client onboarding sheet with emails in column A and project IDs in column B, then ask SheetXAI to send every guest invite in one command. Also see: Bulk Create BugHerd Projects From a Client Sites Sheet and the BugHerd hub.