The Scenario
Your weekly engineering sync is in an hour. Your manager asked for a count of tasks by status across all three active sprint boards — Done, In Progress, Stuck — broken down by team member. That data is scattered across monday.com boards. It's not in any Sheet yet.
The bad version:
- Open board one, manually count items per status per person by scanning the board view — no native group-by-person-and-status in the default view.
- Switch to board two, repeat.
- Switch to board three, repeat.
- Paste the numbers into a Sheet, realise the column order differs across boards, and reconcile everything by hand.
There are 12 people on the team and three boards. That's 36 mental pivot-table operations before you can even start reviewing the numbers.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the Sheet, talks to monday.com through its built-in integration, and can aggregate item counts across boards without you touching the monday.com UI.
For each board ID in column A of the 'Projects' sheet, fetch item count grouped by Status and write the results into the 'Board Summary' sheet
What You Get
- One section per board in the 'Board Summary' sheet.
- Item counts grouped by Status label, listed as rows.
- Board IDs from column A used automatically — no manual input during the run.
- A total row per board at the bottom of each section.
What If the Data Is Not Quite Ready
You need counts grouped by both status and assignee
For each board ID in column A of 'Projects', fetch item count grouped by Status and by Owner and write the cross-tab results into 'Board Summary' — one board per block, with assignee names as row headers and status labels as column headers
One of the board IDs in the Sheet is a board you no longer have access to
For each board ID in column A of 'Projects', fetch item count grouped by Status — skip any board that returns a permission error and write the board ID into column B of 'Projects' with the note 'No access'
You want the summary filtered to only the last 14 days of activity
For each board ID in column A of 'Projects', fetch items created or updated in the last 14 days, count them by Status, and write the results into 'Recent Activity' with a timestamp of when the pull was run
Kill chain: pull counts, add a RAG status, and email-format the output in one prompt
For each board ID in column A of 'Projects', fetch item count by Status and write into 'Board Summary'. Then in an adjacent column, add a RAG label: Green if 'Done' exceeds 70% of total, Amber if between 40% and 70%, Red if below 40%. Format the summary table with bold headers and freeze row 1.
Aggregation plus conditional formatting in one prompt means the dashboard is ready to share the moment it runs.
Try It
Get the 7-day free trial of SheetXAI and open a Google Sheet that lists your monday.com board IDs, then ask SheetXAI to aggregate item counts across all of them. See also: Export a board to Sheets for offline analysis and the monday.com hub overview.