The Scenario
Your webinar just closed. Six hundred registrants, three days of sessions, and every name is sitting in a Google Sheet that the events team exported from the registration platform — email in column A, first name in column B, last name in column C, and a session tag in column D.
The campaign needs to go out tomorrow. You need all 600 people in a new Mailsoftly contact list with their tags assigned before the email gets scheduled.
The bad version:
- Download the sheet as a CSV, open Mailsoftly's import wizard, and discover that the column headers don't match the field names Mailsoftly expects.
- Fix the headers, re-download, re-upload, hit a warning that 47 rows have no first name value and need review.
- Manually go through those 47 rows in the original sheet, patch the data, and run the import again.
You are supposed to be writing the campaign copy. The deadline is the same either way, and this workload is not in the job description.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent built into your Google Sheet. It reads the data across your tabs and, through its built-in Mailsoftly integration, can create lists and add contacts directly — no CSV, no import wizard, no field-mapping screen.
Open the sheet with your registrant data and run this prompt:
Create a new Mailsoftly contact list called 'Webinar June 2025', then add every row from this sheet as a contact using email from column A, first name from column B, last name from column C, and assign the tag from column D to each contact. Write 'ADDED' or 'ERROR' into column E for each row.
What You Get
- A new Mailsoftly contact list named exactly as specified, created before the first contact is added.
- All 600 rows processed in a single operation — each contact lands in the list with email, first name, last name, and the tag from column D.
- Column E filled with ADDED or ERROR for every row so you can see at a glance what succeeded and what needs attention.
- Any row missing an email value flagged as ERROR rather than silently skipped.
What If the Data Is Not Quite Ready
The tag column has mixed capitalization and spacing
Some rows in column D have "webinar-june" and others have "Webinar June" or "webinar june". Mailsoftly will create separate tags for each variation.
Before adding contacts, normalize the tag values in column D — convert all entries to lowercase and replace spaces with hyphens. Then create the Mailsoftly list 'Webinar June 2025' and add all rows using email from column A, first name from column B, last name from column C, and the cleaned tag from column D. Write results in column E.
Some rows have a full name in column B instead of just a first name
The registration form collected "Full Name" and the events team didn't split it before exporting.
For each row where column B contains a space, split the value into first name and last name before adding the contact to Mailsoftly. Use email from column A, first name as everything before the first space, and last name as everything after. Assign the tag from column D and write the outcome in column E.
The registrant data is split across three tabs by session day
Day 1, Day 2, and Day 3 each have their own tab. The tag should reflect which day each registrant attended.
Create a Mailsoftly contact list called 'Webinar June 2025'. Add all contacts from the Day1 tab with tag 'session-day-1', all contacts from the Day2 tab with tag 'session-day-2', and all contacts from the Day3 tab with tag 'session-day-3'. Use email from column A and first name from column B across all tabs. Write outcomes in column D on each tab.
Clean duplicates, normalize tags, and import in one pass
The sheet was compiled from three separate forms and has duplicates, inconsistent tag values, and some rows that are test entries with obviously fake emails.
Remove any duplicate email addresses, keeping the first occurrence of each. Filter out rows where column A contains 'test' or '@example.com'. Normalize the tag values in column D to lowercase with hyphens. Then create a Mailsoftly list called 'Webinar June 2025' and import all remaining rows using email from column A, first name from column B, last name from column C, and the cleaned tag from column D. Report the final count of contacts added in cell F1.
The pattern: ask for the data cleanup and the import in a single prompt rather than running them as two separate operations.
Try It
Get the 7-day free trial of SheetXAI and open any Google Sheet with contact data — webinar registrants, event sign-ups, or inbound leads — then ask it to create a Mailsoftly list and populate it from the sheet. See also: Assign contacts to multiple Mailsoftly lists and the Mailsoftly overview.