The Scenario
The festival wrapped on Sunday night. Three days, 8,500 scans across four gate points. On Monday morning, the venue operations manager opens a blank Google Sheet and a message from the festival director asking for per-day attendance figures and a list of any passes that were scanned more than once. The scan data is in Passcreator under the 'FestivalGate2025' app configuration. Getting it into the sheet has not been done before.
The bad version:
- Look for a scan export button in Passcreator's UI — find it exists but returns one gate configuration at a time, each as a separate download.
- Download four CSV files, import them individually into separate tabs, and then spend two hours writing VLOOKUP formulas to union them and look for duplicate pass IDs.
- Discover the date-time columns are formatted differently across the four files and spend another hour standardising them before any formula works.
The festival director asked for this on Monday morning. It's now Monday afternoon and you still don't have a number you trust.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It connects to the Passcreator app configuration API, pulls the full scan history including all pages, and writes the records into the sheet with the columns and flags you need.
Pull all scan records from the Passcreator app configuration 'FestivalGate2025' and import them into this sheet with scan time, pass ID, device info, and scan status
What You Get
- All 8,500 scan records written into the sheet, one row per scan.
- Columns: scan time (consistent format), pass ID, device identifier, scan status (accepted/rejected).
- All gate configurations included — not just one.
- A per-day attendance count in a summary section, broken out by date.
- Any pass ID that appears more than once flagged in a 'Duplicate' column.
What If the Data Is Not Quite Ready
You only want scans with an "accepted" status
Rejected scans — where a pass was presented but the gate denied entry — should be excluded from the attendance figures but reported separately for the security team.
Import all scan records for 'FestivalGate2025'. Split the data: write accepted scans into the 'Attendance' tab and rejected scans into the 'Rejected' tab. Calculate per-day attendance counts from the 'Attendance' tab only.
You need to flag duplicate scans within a 5-minute window per pass
Some passes were scanned twice because the gate reader had a connectivity issue and the scan operator hit the button again. You want to flag only the duplicates where the second scan happened within 5 minutes of the first.
Import all scan records for 'FestivalGate2025'. Flag any row where the same pass ID appears more than once and the time gap between scans is less than 5 minutes. Write these into column F as 'Suspected duplicate'.
You need to join attendee name from the original registration sheet
The 'Attendees' tab has pass ID in column D and attendee name in column A. For the report, you want each scan row to show the attendee name alongside the pass ID.
Import all scan records for 'FestivalGate2025'. Join attendee name from the 'Attendees' tab on pass ID (column D in 'Attendees'). Write all rows into the 'Scans' tab with an added 'Attendee Name' column.
Full import, filter, flag, join, and summarise in one shot
The festival director wants accepted attendance by day, duplicate flags, and names alongside pass IDs — all by end of Monday.
Import all scan records for 'FestivalGate2025'. Separate accepted and rejected scans into the 'Attendance' and 'Rejected' tabs. Flag duplicates within a 5-minute window per pass ID in the 'Attendance' tab. Join attendee name from the 'Attendees' tab on pass ID. Calculate per-day attendance counts (excluding flagged duplicates) and write the summary into the 'Summary' tab.
One instruction covers the entire audit pipeline — no intermediary downloads, no manual unioning of files.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull all scan records from your Passcreator gate app configuration and flag the duplicates. See also: exporting pass data for campaign audits and the PassCreator integration overview.