The Scenario
You are a delivery manager. Sprint planning is tomorrow at 10 AM. You have been told there are 40 unassigned work items sitting in Hub Planner, spread across multiple projects, and leadership wants them triaged and assigned before the meeting.
You need to see everything in one place: item name, linked project, estimated hours, due date, skill tags. Hub Planner shows you one project at a time. You need all 40 in a sheet.
The bad version of Tuesday afternoon:
- Open Hub Planner, navigate to project one
- Look for unassigned items, copy the details by hand
- Switch to your sheet, paste, format
- Repeat for each of the twelve active projects
- Realize project five has items split across two views and you missed seven of them
- Sprint planning starts with an incomplete list. You spend the first 20 minutes confirming items that should have been in the sheet already.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that queries Hub Planner across all projects at once and writes the unassigned items directly into the sheet.
Open the SheetXAI sidebar and type:
Retrieve all unassigned work items from Hub Planner and populate this sheet with item name, linked project, estimated hours, due date, and required skill tags, one row per item.
SheetXAI queries Hub Planner for unassigned work across all projects and writes every item to the sheet. You go into sprint planning with a complete, sortable list.
What You Get
A flat table of every unassigned work item:
- Item name — what the work is
- Linked project — which project it belongs to
- Estimated hours — how much capacity it requires
- Due date — when it needs to be done
- Skill tags — what expertise is required
With all 40 items in one sheet, prioritization is a sort. Order by due date, filter by skill tag, pivot by project, and you have your sprint planning material ready before the meeting starts.
What If the Data Is Not Quite Ready
Work item lists are rarely ready for assignment decisions without some structure. SheetXAI handles it in the same prompt.
When skill tags are stored as comma-separated values and you need one row per skill
Your analysis needs one row per item per skill so you can filter by skill.
Retrieve all unassigned Hub Planner work items. For items with multiple skill tags in the skills field, write one row per skill. Include item name, linked project, estimated hours, due date, and the individual skill on each row.
When you want items grouped by project in the sheet
The sprint planning conversation goes project by project. You want the sheet structured that way.
Retrieve all unassigned Hub Planner work items. Sort by linked project name, then by due date within each project. Write item name, project name, estimated hours, due date, and skill tags to this sheet.
When you only want items due within the next two weeks
You are planning the immediate sprint, not the next quarter.
Retrieve all unassigned Hub Planner work items. Filter to items with a due date within the next 14 days. Write item name, project name, estimated hours, due date, and skill tags for each. Flag any item with estimated hours over 16 by writing "Large item" in a notes column.
When you want to match unassigned items against available capacity in the same prompt
You already have utilization data in a tab called "Capacity" with resource name and available hours this sprint.
Retrieve all unassigned Hub Planner work items. Write them to the Work Items tab with name, project, estimated hours, due date, and skill tags. Then look at the Capacity tab. For each unassigned item, find the resource in the Capacity tab with the most available hours who has a matching skill tag and write that resource's name into the "Suggested Assignee" column of the Work Items tab.
The pattern: get the data out of Hub Planner first, then ask SheetXAI to do the matching logic. The sheet is the working surface; the AI does the cross-referencing.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask SheetXAI to pull all unassigned work items from Hub Planner. The Hub Planner integration is included in every SheetXAI plan. For related workflows, see how to export bookings for utilization reporting or the Hub Planner in Google Sheets overview.