The Scenario
You are an agency account manager. Every quarter you run a template audit for your clients. Sixty email templates live in one client's HighLevel location, accumulated over two years across four different team members who are no longer there.
The audit requires a spreadsheet listing every template's name, subject line, category, and last modified date. The CMO wants to know which templates are stale and which are actively used in campaigns.
The slow version:
- Open HighLevel's email builder
- Click into each template to see the subject line
- Copy the name, note the date
- Switch tabs to the sheet, paste
- Go back to HighLevel, open the next template
- After 25 templates you have been at this for ninety minutes and you need a coffee.
The fast version is one prompt and you come back to a finished sheet.
The Easy Way: One Prompt in SheetXAI
SheetXAI pulls the full template list from the HighLevel API and writes every field you need into the sheet without you opening a single template manually.
Open the SheetXAI sidebar and type:
Fetch all email templates from the HighLevel location ID in cell A1. Populate this sheet with template name, subject line, category, creation date, and template ID.
SheetXAI calls the HighLevel email templates endpoint, retrieves all 60 templates, and writes one row per template. You come back to a complete audit sheet.
What You Get
A 60-row audit sheet with one row per template:
- Template name — what the team called it
- Subject line — the actual email subject the recipient would see
- Category — how it is classified in HighLevel (if set)
- Creation date — when it was created
- Template ID — HighLevel's identifier for scripting or API-based campaigns
You can sort by creation date to find the stale ones in ten seconds. Any template created before 2024 that has not been touched is an immediate audit flag.
From there, you filter, flag, and present the list to the CMO. The analysis work is on you. The data collection is done.
What If the Data Is Not Quite Ready
Template audits often reveal messier metadata than expected. SheetXAI can clean and extend the list in the same session.
When template names are inconsistent and hard to sort
Templates named "Email 1," "Test," "V2 new," and "April Campaign FINAL FINAL" do not sort cleanly.
Fetch all email templates from location ID in cell A1. Write template name, subject, creation date, and template ID to this sheet. Then add a column called "Name Quality" and flag any template name that is shorter than 10 characters, contains "test," or contains "FINAL" as "Needs Rename."
When you want to see which templates have been used in active workflows
Knowing a template exists is useful. Knowing it is wired into a live sequence is critical before anyone deletes it.
Fetch all email templates from location ID in cell A1. Write name, subject, category, creation date, and template ID to this sheet. Then, for each template, check if it is referenced by any active email campaign or workflow in the same location and write "IN USE" or "UNUSED" to a new column.
When you need to compare templates across two client locations
One client has two HighLevel locations — the main one and a white-label sub-account. You want one unified audit.
Fetch all email templates from the location ID in cell A1 and the second location ID in cell B1. Write them all to this sheet with a Location column indicating which account each template belongs to, plus template name, subject, creation date, and template ID.
When the CMO wants a full audit: templates, subject grades, and a stale flag in one pass
Fetch all email templates from location ID in cell A1. For each template, write name, subject, category, creation date, and template ID to this sheet. Add a "Days Since Created" column based on today's date. Flag any template older than 180 days as "STALE" in a Status column. Grade each subject line A/B/C based on length and whether it contains a question or number.
The pattern: pull the raw data and layer the analysis in the same prompt. SheetXAI does both.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull all email templates from any HighLevel location into a sheet. The HighLevel integration is included in every SheetXAI plan. For related workflows, see how to export a HighLevel product catalog or the HighLevel in Google Sheets overview.