The Scenario
A new resource manager joined the team three weeks ago. She was handed a half-finished capacity planning model in Google Sheets — but the cost rates and billing rates in the model are from two years ago, and nobody updated them when three new hires came on.
She needs a fresh pull of every active team member from Everhour: name, email, role, hourly cost rate, billing rate, and capacity hours. Not to keep in Everhour — to build a forward-looking staffing model for Q3 in the sheet.
The bad version:
- Log into Everhour, go to Team settings, start reading off names and rates.
- Open the sheet in another tab, type in each person's data by hand.
- Realize Everhour shows cost rate but not billing rate in the same view — navigate to a different section for billing rates.
- Do this for 18 people.
There's a Q3 planning meeting on Thursday and the model needs to be ready for it. She's also still onboarding and doesn't have deep access to the Everhour settings views.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet and through its built-in Everhour integration it fetches team member data and writes it in exactly the columns you need.
List all active Everhour team members and write their details into my Google Sheet: column A is name, B is email, C is role, D is hourly cost rate, E is billing rate, F is weekly capacity hours. Add a header row at row 1.
What You Get
- One row per active team member, all rates included.
- Cost rate and billing rate as separate columns.
- Weekly capacity hours as a number — ready for your staffing formulas.
- Inactive or archived team members excluded from the output.
- A header row at row 1 so the model's VLOOKUP formulas can reference named columns.
What If the Data Is Not Quite Ready
Some team members are contractors with a different rate structure
List all active Everhour team members. For each person, add a column G with their employment type (employee vs. contractor) if Everhour exposes that field. If not, leave column G blank. Write name, email, role, cost rate, billing rate, and capacity to columns A–F.
The model needs rates in a specific currency
Pull all active Everhour team members with their cost rates and billing rates. If any rates are stored in a currency other than USD, convert them using a fixed rate from column H of my sheet (currency code in H2, conversion rate in I2). Write the converted rates to columns D and E.
Only certain roles feed into the capacity model
List all active Everhour team members. Filter to roles that include "Designer," "Developer," or "Strategist" in the role name. Write name, email, role, cost rate, billing rate, and capacity to my sheet. Exclude any other roles.
Pull rates, flag missing data, and calculate loaded cost in one pass
Fetch all active Everhour team members and write name, email, role, cost rate, billing rate, and capacity to my sheet. For any team member missing a cost rate or billing rate, flag their row in column G as "MISSING RATE." Then add a column H with the loaded annual cost: cost rate × capacity hours × 52.
The capacity model gets richer data in one prompt than it would get from an afternoon of manual entry.
Try It
Get the 7-day free trial of SheetXAI and open your capacity planning workbook, then ask it to populate the team member section from your live Everhour data. If you also need to update project budgets based on these rates, see how SheetXAI handles bulk-updating project budgets and the Everhour overview.