The Scenario
You are an agency operations lead. Every month you send your clients a capacity report — how many appointments were booked, who was assigned what, what services were delivered, and where the gaps were.
Your data lives in HighLevel. The report needs to be in a Google Sheet so you can build the charts, format the summary, and share it with the client without giving them HighLevel access.
The slow version:
- Log into HighLevel and open the calendar view
- Filter to last month
- Export whatever the calendar export gives you (which is not everything you need)
- Import the CSV into Google Sheets
- Realize the CSV is missing assigned staff and service type
- Go back into HighLevel, open individual bookings, and copy the missing fields by hand
- Two hours later you have a sheet that is maybe 80% complete.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI reads your sheet header, calls the HighLevel calendar API for the date range you specify, and fills every field you ask for, including the ones that are not in the standard CSV export.
Open the SheetXAI sidebar and type:
Fetch all HighLevel service bookings between the start and end dates in cells A1 and B1 for the location ID in C1. Populate this sheet with booking ID, contact name, assigned staff, service type, start time, and booking status.
SheetXAI calls the HighLevel appointments API, handles pagination across however many bookings that month produced, and writes a clean row for each one.
What You Get
A fully-populated bookings sheet with one row per appointment:
- Booking ID — HighLevel's internal identifier for cross-referencing
- Contact name — who the appointment was with
- Assigned staff — which team member was booked
- Service type — what the appointment was for
- Start time — exact date and time
- Status — confirmed, cancelled, no-show, or completed
You get all six fields in one pull, including assigned staff and service type, which the manual CSV export does not include.
From there, a pivot table on service type and assigned staff takes five minutes. That is your capacity analysis.
What If the Data Is Not Quite Ready
Booking data from HighLevel is structured, but the shape of what you need varies by client.
When you need only completed bookings, not cancelled ones
The raw pull includes everything. Your report only covers what actually happened.
Fetch all HighLevel service bookings between the dates in A1 and B1 for location ID in C1. Write only bookings where status is "completed" to this sheet, with booking ID, contact name, assigned staff, service type, and start time. Skip all others.
When the client wants the report grouped by staff member
The default output is chronological. Your client wants to see each team member's workload.
Fetch all completed HighLevel service bookings for the date range in A1:B1, location in C1. Write them to this sheet sorted first by assigned staff (alphabetically), then by start time within each staff member. Add a blank row between each staff group for readability.
When you need to compare two locations side by side
You manage two locations for this client and they want both in one report.
Fetch all HighLevel service bookings between the dates in A1 and B1 for location ID in C1. Then fetch the same date range for the second location ID in D1. Write both sets to this sheet with a Location column indicating which location each booking belongs to.
When the client also wants the raw contact data appended for CRM auditing
They want to know not just the booking details but whether the contact has a phone number and a company on file.
Fetch all HighLevel service bookings for the date range in A1:B1, location in C1. For each booking, also look up the contact record and append the contact's phone, email, company, and creation date to the same row. Write the combined data to this sheet.
The pattern: describe the shape of the report you need, including any joins across object types, and SheetXAI pulls and assembles the data in one pass.
Try It
Get the 7-day free trial of SheetXAI and ask it to pull last month's HighLevel calendar bookings into any sheet you have open. The HighLevel integration is included in every SheetXAI plan. For related workflows, see how to export HighLevel conversations into a sheet or the HighLevel in Google Sheets overview.