The Scenario
You are a resource manager at a digital consultancy. The new work request queue has 12 open items, and you need to decide who gets what before Monday's standup. To make that call, you need to know who is already booked for the next four weeks.
Hub Planner has the booking data. Your sheet is where you do the analysis. The problem is getting from one to the other without spending the next two hours clicking through Hub Planner's project list.
The bad version of a Thursday afternoon:
- Open Hub Planner, navigate to the Resource Scheduler
- Click through each team member one by one, note down their bookings
- Copy the values into your sheet by hand
- Miss one resource because they were filtered out of the view
- Calculate utilization percentages by hand in a formula column
- You have data for 8 of 14 team members when the Friday standup starts.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that pulls the Hub Planner booking data directly into the sheet, so you can run your utilization analysis without touching the Hub Planner UI.
Open the SheetXAI sidebar and type:
Search Hub Planner for all bookings between the start and end dates in cells A1 and B1. Populate this sheet with resource name, project name, start date, end date, booked minutes, and approval status, one row per booking.
SheetXAI queries Hub Planner's bookings API for the date range, pulls every booking, and writes the results into the sheet. You get a flat table, one row per booking, ready for analysis.
What You Get
A flat booking table covering the full date range:
- Resource name — who is booked
- Project name — what they are booked on
- Start and end date — when the booking runs
- Booked minutes — how much capacity is consumed
- Approval status — confirmed versus tentative
With the raw bookings in the sheet, utilization math is one more prompt away. Ask SheetXAI to calculate total booked hours per resource, compare it against working hours in the period, and flag anyone over 90% before you start assigning new work.
What If the Data Is Not Quite Ready
Booking exports are not always ready for analysis without some work. SheetXAI handles it in the same prompt.
When you need utilization percentages calculated alongside the export
You want the sheet to land with utilization already computed, not just raw booking rows.
Pull all Hub Planner bookings between cells A1 and B1. Write resource name, project name, start date, end date, and booked minutes to columns A through E. Then calculate total booked hours per resource across all their bookings in the period and write a utilization summary to a second tab called "Utilization," with one row per resource showing total hours booked, total working hours in the period (assuming 8 hours per day, 5 days per week), and utilization percentage.
When you only want to see bookings for a specific team
You manage the development team and the export includes every department.
Pull all Hub Planner bookings between the dates in cells A1 and B1. Filter to resources whose role contains "Developer" or "Engineer." Write the filtered results to this sheet with resource name, project name, start date, end date, and booked minutes.
When you want to flag resources who are under-booked
The goal is to find capacity, not just see who is full.
Pull all Hub Planner bookings between cells A1 and B1. For each resource, calculate their total booked hours in the period. Write the results to this sheet with resource name, total booked hours, and a flag in column D that says "Available" if booked hours are under 24 for the four-week period and "Full" if they are at or above 32.
When you need to merge booking data with a work request list
You have 12 open work requests in the sheet already, each with estimated hours. You want to match available capacity to each request.
Pull all Hub Planner bookings between the dates in cells A1 and B1. Calculate remaining available hours per resource (assume 40 hours per week capacity). Then look at the work requests listed in the Requests tab, each with an estimated hours column, and for each request identify the two resources with the most remaining capacity and write their names into the Requests tab columns D and E.
The pattern: pull the booking data, analyze it, and act on it, all in one or two prompts. The sheet is the place where the analysis lives; SheetXAI is the one doing the retrieval.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask SheetXAI to pull your Hub Planner bookings for the next four weeks. The Hub Planner integration is included in every SheetXAI plan. For related workflows, see how to pull unassigned work items into a sheet or the Hub Planner in Google Sheets overview.