The Scenario
Budget season is open and your operations director wants labor cost scenarios by team before the planning presentation. You have 35 people in MaintainX — technicians, supervisors, and managers across four maintenance teams — and their hourly rates are all stored in the system. But the budget template is a Google Sheet, and getting 35 rows of names, roles, teams, and hourly rates out of MaintainX by hand means 35 individual profile lookups.
The bad version:
- Open MaintainX users, find that the list view does not show hourly rates — you have to open each profile.
- Open profile one. Note name, role, team, hourly rate. Open profile two. Repeat 35 times.
- Realize around profile 20 that two users have the same first name and you may have entered one of their rates under the wrong row.
You were asked to model three labor cost scenarios, not spend the afternoon transcribing a directory. These are not the same thing.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the sheet, connects to MaintainX through its built-in integration, and pulls your full user roster — with hourly rates — in one shot.
List all MaintainX users and write each user's name, email, role, team, and hourly rate into columns A through E of this sheet
What You Get
- Column A: full name
- Column B: email address
- Column C: role (technician, supervisor, manager, etc.)
- Column D: team assignment
- Column E: hourly rate
- All 35 rows in one pull, ready for budget formula work
What If the Data Is Not Quite Ready
You only want technicians, not supervisors or managers
List all MaintainX users with role 'Technician' and write name, email, team, and hourly rate into columns A through D of this sheet
Some users have no hourly rate set and should be flagged
List all MaintainX users and write name, email, role, team, and hourly rate into columns A through E — write MISSING RATE in column F for any user where the hourly rate is blank or zero
You want a total labor cost capacity row at the bottom for each team
List all MaintainX users and write name, email, role, team, and hourly rate into columns A through E — then add a subtotal row after each team group showing the sum of hourly rates for that team
Full budget model setup in one shot: pull roster, flag missing rates, add 40h week capacity column
List all MaintainX users and write name, email, role, team, and hourly rate into columns A through E — flag MISSING RATE in column F for any blank hourly rate — then add a weekly labor cost estimate in column G by multiplying the hourly rate by 40 for each user, and sort the sheet by team then by name within each team
One prompt gives you a labor cost model base that is ready for scenario analysis.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet for your budget model. Ask it to pull the full MaintainX user roster with hourly rates so you can build your labor cost scenarios without opening a single user profile. Then check the spoke on analyzing work order costs if you want actual spend data to compare against your capacity model.