The Scenario
Your IT admin is onboarding 35 new hires this week. HR sent a spreadsheet: column A has email addresses, column B has the monday.com board IDs each person needs access to (comma-separated), column C has the role — member or guest. Adding 35 people across a scattered set of boards, one invitation at a time through the monday.com UI, is genuinely unpleasant work.
The bad version:
- Open monday.com, navigate to board settings for the first board, click "Invite members," type the first email, set the role, click invite.
- Switch to the next board for the same person — repeat the navigation.
- Person 12 needs access to four different boards — that's four separate invitation flows.
- Midway through, you lose track of which people have been fully added and which are still pending.
Thirty-five people across an average of three boards each is over 100 individual invitation actions. No one hired an IT admin to spend their Monday doing this.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the onboarding roster and drives monday.com's user management through its built-in integration — adding each person to the right boards with the right role in a single operation.
Add each user in column A of the 'New Hires' sheet to the monday.com board IDs listed in column B with the role in column C
What You Get
- Each email added to every board listed in column B for that row.
- Roles applied exactly as specified in column C.
- Rows where an email was already a board member flagged in column D as "Already a member."
- Rows where a board ID was not found flagged with "Board not found."
What If the Data Is Not Quite Ready
Column B has multiple board IDs and you need to validate them all first
For each row in 'New Hires', validate that each board ID in column B exists in your monday.com account. Write any invalid board IDs into column D and then proceed to add each email to only the valid boards with the role from column C
Some new hires are contractors and should be added as guests regardless of column C
Add each user in column A to the board IDs in column B — if the email domain is not company.com, override the role to 'guest' regardless of what column C says. Write the applied role into column D
You also need to add everyone to a shared workspace
Add each user in column A to the monday.com board IDs in column B with the role in column C. After processing all rows, also add every email to workspace ID 99887766 as a subscriber
Kill chain: validate emails, check for duplicates, add to boards, log results in one prompt
In 'New Hires': flag any duplicate email addresses in column A into column E. Validate each board ID in column B against your account and write invalid IDs into column F. Add all emails with valid boards to monday.com with the role from column C. Write the result for each row — success, already a member, or error — into column G.
One operation handles the full onboarding pipeline, with a complete audit trail in the Sheet.
Try It
Get the 7-day free trial of SheetXAI and open the onboarding roster your HR team provides, then ask SheetXAI to handle the monday.com board access. See also: Deactivate users and update roles from a Sheet and the monday.com hub overview.