The Scenario
It's the third Monday of the month and you're staring at the same planning file you've been adding to for six weeks.
You're an L&D coordinator at a 500-person company running a monthly training series — 20 sessions planned for the quarter, each with a room name, start datetime, room type, and a pre-written lobby message sitting in columns A through D of an Excel planning file. The sessions are approved, the facilitators are confirmed, and someone senior has already sent the schedule to the whole company.
What doesn't exist yet: any of the actual ClickMeeting rooms.
The bad version:
- Log into ClickMeeting, click "New Conference," fill in the room name, set the datetime, choose the room type from the dropdown, paste the lobby message into the text editor — repeat this 19 more times
- Lose your place halfway through and accidentally create two rooms for the same session with different start times
- Come back two days later and find one of the room URLs already got shared to participants before you caught the typo in session 14's name
This is 20 sessions. Next quarter there will be 24.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your training schedule, connects to ClickMeeting, and creates every conference in one pass — writing the room URLs and conference IDs back into the sheet as confirmation.
Create a ClickMeeting conference for each row in this sheet using the name in column A, start date-time in column B, room type in column C — write the returned room URL into column D and conference ID into column E.
What You Get
- One ClickMeeting conference created per row, with settings pulled directly from the planning sheet
- Column D fills with the live room URL for each session
- Column E fills with the conference ID for downstream use (registration, reporting, reminders)
- Rows where column E is already populated are skipped automatically on re-runs
What If the Data Is Not Quite Ready
The datetimes are inconsistent across rows
Some rows have datetimes formatted as "04/15/2026 10:00 AM," others have "2026-04-15T10:00:00," and a few are plain text like "April 15 at 10am."
Create ClickMeeting conferences for each row in this sheet — normalize all values in column B to ISO 8601 before creating, using UTC-5 as the default timezone — write room URL into column D and conference ID into column E.
Some rows are missing a lobby message
The lobby message field is required in your ClickMeeting account settings, but a few rows in column D are empty.
Create conferences for all rows where column E is blank — for rows where column D is empty, use 'Please wait for the host to begin your session.' as the lobby message — write the room URL and conference ID into columns D and E.
The schedule is split across two tabs — core sessions and supplemental sessions
Mandatory training is in the "Core" tab, optional sessions are in the "Optional" tab, and you want all of them created in one run.
Create ClickMeeting conferences for all rows in the 'Core' tab and 'Optional' tab — write room URL and conference ID back into columns D and E on each respective tab — skip rows where column E already has a value.
Full schedule review, deduplicate overlapping times, and create in one shot
The planning file was assembled by three department heads and two sessions were accidentally scheduled for the same datetime and room type.
Check all rows in this sheet for duplicate combinations of column B (datetime) and column C (room type) — flag any duplicates with 'DUPLICATE' in column F — then create ClickMeeting conferences for all non-duplicate rows and write the room URL into column D and conference ID into column E.
The dedup and the creation happen together — you don't have to pre-clean the file before creating rooms.
Try It
Get the 7-day free trial of SheetXAI and open your training schedule spreadsheet — then ask SheetXAI to spin up every ClickMeeting room from the sheet and write the URLs back. See also the hub overview and the attendee registration spoke.