The Scenario
You are the COO of a 30-person services company. Before the next hiring discussion, your CEO asked a simple question: how many hours per week is the team already committed to on standing work? Your answer involves knowing every recurring task in Motion — name, frequency, assignee, project — and adding up the estimated time.
Motion shows recurring tasks in the task list, but there is no summary view. No frequency breakdown. No hours estimate. You would have to click into each one to see the recurrence rule.
The bad version:
- Open Motion. Filter to recurring tasks. Click the first one. Note the name, frequency, and assignee in a sheet.
- Close it. Click the next one. It does not have a frequency set — just "recurring." Note it anyway.
- After 20 tasks you realize you cannot tell which ones have a duration estimate and which do not.
- At task 30 you have five tabs open and you are no longer sure which workspace you are looking at.
The hiring decision is in four days. This is not the afternoon for a manual audit.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It connects to Motion and pulls recurring task definitions into a structured sheet on request. Open the sidebar and ask.
List all recurring tasks in my Motion workspace and write each task's name, recurrence frequency, assignee, and project to this sheet.
What You Get
- Every recurring task in the workspace written to the sheet: name, recurrence frequency, assignee, and project — one row per task.
- Recurrence frequency shown as Motion returns it — daily, weekly, or the specific schedule defined.
- The sheet is ready to sort, filter, or extend with a duration estimate column.
What If the Data Is Not Quite Ready
You want an estimated monthly occurrence count
The CEO wants to know how often each task fires per month, not just the recurrence label.
Fetch all recurring Motion tasks and create a summary showing task name, how often it recurs, and the assigned user — then add a column counting estimated monthly occurrences (daily = 22, weekly = 4, biweekly = 2, monthly = 1).
You want to group the output by project
The hiring conversation is happening at the team/project level, not the individual task level.
List all recurring Motion tasks and write task name, recurrence frequency, assignee, and project to Sheet1. Then in Sheet2, group by project and show total recurring task count and list of unique assignees per project.
You want to flag tasks with no assignee
Some recurring tasks have no owner — they are unassigned standing work that the team absorbs collectively.
List all recurring tasks in my Motion workspace and write task name, recurrence frequency, assignee, and project to columns A through D. In column E, write "unassigned" for any row where the assignee is blank.
Full committed-hours audit in one pass
Name, frequency, assignee, project, estimated monthly hours, grouped by project, with unassigned tasks flagged separately.
List all recurring tasks in my Motion workspace. Write task name, recurrence frequency, assignee, and project to the Detail tab. Add a column estimating monthly occurrences (daily = 22, weekly = 4, biweekly = 2, monthly = 1). In the Summary tab, group by project and show total estimated monthly task occurrences and total unique assignees. Flag any task with no assignee in a separate Unassigned tab.
One prompt builds the full picture your CEO asked for.
Try It
Open a blank Google Sheet or your workforce planning workbook, then Get the 7-day free trial of SheetXAI and ask it to pull all recurring Motion tasks. For related workflows, see how to export Motion workspace users to a sheet or export a full workspace inventory for portfolio reporting.