The Scenario
You are an agency account manager. The new quarter starts in four days. You have just confirmed 25 new client onboarding projects — each client already exists as a party in Capsule CRM, and each project has a name.
Your Google Sheet has the data: column A is the Capsule party ID, column B is the project name.
All 25 projects need to exist in Capsule CRM before the onboarding team's Monday kickoff meeting so they can start logging activities against the right project.
The bad version of Thursday:
- You open Capsule, find party 1, navigate to Projects, click New Project
- Type the project name, link it to the party, save
- Navigate back, search for party 2
- By the eighth project you are clicking from memory and mistype a project name
- You do not spot the typo until a client asks why their project is listed under the wrong name in the Capsule dashboard
- You create 25 projects over two hours and find three errors on Friday.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads your onboarding sheet and creates every Capsule CRM project linked to the right party.
Open the SheetXAI sidebar and type:
Create a Capsule CRM project for each row in this sheet. Column A has the party ID, column B the project name. Link each project to the party in column A. Write the new project ID back to column C on success, "Error" on failure.
SheetXAI reads all 25 rows, creates each project in Capsule linked to the right party, and writes the project IDs back to column C.
What You Get
25 Capsule CRM projects, each:
- Linked to the correct client party — no manual association needed
- Named exactly as written in the sheet — no typos from manual entry
- Project ID in column C — for tracking and downstream automation
The onboarding team can start logging calls, tasks, and notes against the right project from Monday morning. No waiting for projects to be set up one by one.
Want to also set the project status to "Active" on creation? Add it to the prompt.
What If the Data Is Not Quite Ready
Onboarding project sheets grow organically and are rarely tidy before a quarter starts.
When some party IDs in the sheet are stale and the parties have since been merged
Capsule sometimes consolidates duplicate parties, which changes the ID. Your sheet might reference the old ID.
For each row, attempt to create the Capsule CRM project linked to the party ID in column A. If the party is not found, look it up by the client name in column D. If found by name, use the correct ID. Write the project ID and the final party ID used to columns C and E.
When the project name should include the quarter
Each project should be named "Q3 2026 — [Project Name]" but the sheet just has the base name.
Prepend "Q3 2026 — " to every project name in column B. Then create the Capsule CRM project for each row using the modified name and the party ID in column A. Write the project ID to column C.
When some clients need two projects instead of one
A handful of clients are onboarding two services simultaneously and the sheet has two rows for those party IDs.
Create a separate Capsule CRM project for each row, even where the party ID in column A repeats. Link each project to its party. Write the project ID to column C and note in column D if a party received more than one project.
When the sheet also includes the kickoff call date and it should go into Capsule as a task on the project
The kickoff date is in column D and you want it set as a task on the project at creation, not as a separate step.
For each row, create the Capsule CRM project using the party ID from column A and project name from column B. Then create a task on that project with the description "Kickoff Call" and due date from column D. Write the project ID to column C and the task status to column E.
The pattern: creating the project and scheduling the first task happen in one prompt instead of two separate passes through Capsule.
Try It
Get the 7-day free trial of SheetXAI and open any sheet of client IDs and project names, then ask it to create the Capsule CRM projects. The Capsule CRM integration is included in every SheetXAI plan. For related workflows, see how to bulk-apply tracks to Capsule CRM opportunities or the Capsule CRM in Google Sheets overview.