The Scenario
You are a customer success manager at an agency. Your client runs their support operation through HighLevel's two-way messaging — SMS, email, and live chat all feeding into one conversation inbox.
The client's account manager asked for a response-time analysis. You need the last 500 conversations, with message count, channel type, assigned user, and last message date, so you can find contacts who have not gotten a reply in more than 72 hours.
HighLevel does not export conversations. The only way to get this data is the API.
The slow version:
- Open HighLevel's conversation inbox
- Filter by location
- Note each conversation's last message date, channel, and assigned user by hand
- Build the sheet column by column
- Realize at row 40 that you forgot to note the unread count
- Start over
- After two hours you have 80 rows and no confidence the dates are accurate.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI calls the HighLevel conversations API, paginates through the full result set, and writes every field you need into the sheet.
Open the SheetXAI sidebar and type:
Search HighLevel for all open conversations in the location ID from cell A1. Populate this sheet with conversation ID, contact name, assigned user, channel type, last message date, and unread count.
SheetXAI pulls up to 500 conversations, handles pagination, and writes a clean row for each one. The response-time analysis starts with real data.
What You Get
A conversation-level sheet with one row per open conversation:
- Conversation ID — HighLevel's identifier for deep-linking or API follow-up
- Contact name — who the conversation is with
- Assigned user — which team member owns it
- Channel type — SMS, email, live chat, or Facebook message
- Last message date — when the most recent message arrived
- Unread count — how many messages have not been read
Sort by last message date and every conversation silent for 72+ hours is at the top of the list. That is your escalation queue in two seconds.
What If the Data Is Not Quite Ready
Conversation exports surface edge cases that vary by location.
When you need to see which conversations have only inbound messages and no reply
The unread count alone does not tell you if the last message was inbound (needing a reply) or outbound (you sent last).
For each conversation ID in column A, fetch the most recent message from HighLevel and add columns for last message direction (inbound or outbound) and last message preview. Write the full result to this sheet alongside the existing columns.
When you want to flag contacts who have messaged more than once without a reply
Unread count greater than one means the contact has followed up. That is a different priority level.
Pull all open conversations from location ID in cell A1. Write conversation ID, contact name, channel type, last message date, and unread count to this sheet. Add a "Priority" column: mark "HIGH" if unread count is greater than 1, "NORMAL" if unread count equals 1.
When the client has multiple sub-accounts and wants one consolidated view
The agency manages three HighLevel locations for this client. All conversations need to be in one sheet.
Pull all open conversations from location ID in cell A1, then from location ID in cell B1, then from location ID in cell C1. Write all results to this sheet with a Location column indicating which account each conversation belongs to. Include conversation ID, contact name, assigned user, channel type, last message date, and unread count.
When the full audit is: pull conversations, flag the overdue ones, and draft a summary for the client in one pass
Pull all open conversations from the location in cell A1. Write conversation ID, contact name, assigned user, channel type, last message date, and unread count to this sheet. Calculate hours since last message. Flag any conversation with more than 72 hours since last message as "OVERDUE" in a Status column. At the bottom of the sheet, add a summary: total conversations, total overdue, breakdown by channel type, and the top 5 contacts by unread count.
The pattern: pull the raw conversation data and add the analysis layer in the same prompt. The client sees a finished deliverable, not raw API output.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull all open HighLevel conversations from any location into a sheet for response-time analysis. The HighLevel integration is included in every SheetXAI plan. For related workflows, see how to pull calendar bookings into a sheet or the HighLevel in Google Sheets overview.