The Scenario
You are a support director. The quarterly performance review covers 12 agents. You need a scorecard showing conversations resolved, average first response time, and customer happiness score for each agent in Q2. You have a Google Sheet with agent IDs in column A and empty columns B, C, and D waiting for the numbers.
Getting the data out of Help Scout means running the user report 12 times, one per agent, copying numbers from the screen into the sheet.
The slow version:
- Open Help Scout Reports, navigate to User Reports
- Set Q2 date range, select the first agent, read the three numbers, type them into row 2 of your sheet
- Go back, select the second agent, repeat
- Repeat ten more times
- Realize you misread one agent's response time because the number was in minutes and you assumed seconds
- You walk into the review with a scorecard that has a 4-minute first response time for someone who actually averaged 4 seconds.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads the agent IDs from your sheet, calls the Help Scout user report API once per agent, and writes the three metrics into the corresponding columns, so you never open the Reports UI.
Open the SheetXAI sidebar and type:
For each agent ID in column A of my 'Scorecard' sheet, pull their Help Scout user report for Q2 and write conversations resolved, first response time, and happiness score into columns B, C, and D.
SheetXAI loops through the 12 IDs, calls Help Scout once per agent, and fills in the scorecard. The numbers come from the API, not from your memory.
What You Get
A completed scorecard with twelve rows of Q2 metrics:
- Column B — conversations resolved per agent
- Column C — average first response time per agent
- Column D — happiness score per agent
- Consistent units — SheetXAI writes the numbers in the same format for every row, so you are not comparing minutes to seconds
The first row that is off-trend becomes visible immediately. If one agent's response time is three times the team average, you see it in the sheet before the review, not during it.
If you want the productivity report pulled for a previous quarter in a new tab instead of the scorecard format, say so:
Fetch the Help Scout productivity report for Q1 and write each agent's name, resolution time, handle time, and reply count into a new sheet called 'Q1 Productivity'.
What If the Data Is Not Quite Ready
When some agent IDs in column A are invalid or inactive
An agent left the team mid-quarter and their ID no longer returns data.
For each agent ID in column A, attempt to pull their Q2 Help Scout user report. If the API returns no data for an ID, write "inactive — no data" into columns B, C, and D for that row instead of leaving them blank.
When you want the metrics ranked rather than in ID order
Your review format lists agents by performance, not by ID.
For each agent ID in column A, pull their Q2 Help Scout user report and write conversations resolved, first response time, and happiness score into columns B, C, and D. After filling all rows, sort the sheet by happiness score descending.
When you need to compare Q1 and Q2 side by side for the same agents
The review tracks improvement, not just the current quarter.
For each agent ID in column A, pull their Help Scout user report for Q1 and write conversations resolved, first response time, and happiness score into columns B, C, and D. Then pull the same metrics for Q2 and write them into columns E, F, and G. Add columns H, I, and J showing the change from Q1 to Q2 for each metric.
When you want raw metrics plus a team summary and a flag for agents below threshold in one shot
Your review template needs the individual rows and a summary row at the bottom, plus a visual flag for anyone below a 3.5 happiness threshold.
For each agent ID in column A, pull their Q2 Help Scout user report and write conversations resolved, first response time, and happiness score into columns B, C, and D. Add a totals row at the bottom showing team averages. Add a column E with the label "Flag" and write "below threshold" for any agent whose happiness score is below 3.5.
The pattern: describe the final table shape you need for the review, not the raw export. SheetXAI handles the API loop, the unit consistency, and any formatting in the same prompt.
Try It
Get the 7-day free trial of SheetXAI and open your scorecard template with agent IDs in column A, then ask it to fill in the Q2 metrics from Help Scout. The Help Scout integration is included in every SheetXAI plan. For related workflows, see how to pull CSAT and happiness ratings by agent or the Help Scout in Google Sheets overview.