The Scenario
A CRM data analyst inherited a database from a team member who left three months ago. Among the exports is a spreadsheet with 600 Passcreator pass IDs — collected across two years of campaigns. Before the analyst can trigger a bulk discount update on these passes, she needs to know which IDs are still valid in Passcreator and which have been deleted, expired, or were never correctly recorded. Nobody told her which ones to trust. Running a bulk update against stale IDs will either fail silently or return a confusing error log with no clear pattern.
The bad version:
- Try to verify pass IDs by searching for them in Passcreator's UI one at a time — get through about 15 before realising this is going to take the rest of the day.
- Export what you can from Passcreator and try to VLOOKUP the two lists — discover the export is paginated and only returned 200 records, so the comparison is incomplete.
- Run the bulk update anyway and use the error log to reverse-engineer which IDs are invalid — end up with a 200-row error list and no clear record of what was skipped vs what failed.
The bulk update campaign needs to go out this week. Running it against an unverified list means the error log becomes the source of truth, which it shouldn't be.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It checks each pass ID against the Passcreator API and writes the result directly into the sheet — so you have a verified list before anything is updated.
For each pass ID in column A, check if it exists in Passcreator and write 'exists' or 'not found' into column B
What You Get
- Column B filled for all 600 rows: "exists" where the pass is found, "not found" where it isn't.
- No guessing required about which rows to skip — the validation result is in the sheet, one row per ID.
- A count at the bottom: 600 checked, 547 exist, 53 not found — so you know the scope of the cleanup before you touch anything else.
- The original pass IDs in column A untouched, so you can filter the "exists" rows and run the bulk update on that subset.
What If the Data Is Not Quite Ready
Some pass IDs have formatting inconsistencies from the original export
The 600-row export has a mix of IDs with and without leading/trailing whitespace, and some have been stored with a text prefix like "PASS-" that wasn't part of the original ID format.
Before validating, normalise column A: trim whitespace and strip any "PASS-" prefix. Then check each cleaned ID against Passcreator and write 'exists' or 'not found' into column B.
You want to filter the valid IDs into a separate tab automatically
After validation, you need a clean list of valid IDs in the 'Ready for Update' tab so the bulk update prompt can reference it directly.
Check all pass IDs in column A against Passcreator and write 'exists' or 'not found' into column B. Then copy all rows where column B is 'exists' into the 'Ready for Update' tab.
Some IDs might appear more than once in the export
The original database had duplicate records for some members — the same pass ID might appear in column A twice, which would cause duplicate API calls and duplicate update entries.
Deduplicate column A before validating — keep the first occurrence and flag duplicates in column C as 'duplicate, skip'. Then check each unique ID against Passcreator and write the result into column B.
Full normalise, deduplicate, validate, and separate in one shot
The IDs have formatting issues, duplicates, and you need a clean verified list before the update runs this week.
Normalise column A: trim whitespace and strip any "PASS-" prefix. Flag and skip duplicate pass IDs (mark them 'duplicate, skip' in column C). Check each unique, cleaned ID against Passcreator and write 'exists' or 'not found' into column B. Copy all 'exists' rows into the 'Ready for Update' tab.
One instruction handles the entire pre-flight check — so what goes into the bulk update is exactly what should be there.
Try It
Get the 7-day free trial of SheetXAI and open the sheet with your pass ID list, then ask it to verify each one against Passcreator before you run anything else. See also: bulk updating pass fields and the PassCreator integration overview.