The Scenario
A contractor wrapped up three weeks ago. Their Planly access was supposed to be removed on their last day, but someone just forwarded you a message from the contractor asking why they're still getting Planly email notifications. You open Planly to check, realize you don't actually know which teams they were added to, and understand that before you remove anything you need a complete picture of who's in every team.
Your agency has six Planly teams. The permission review was supposed to happen quarterly. It hasn't happened in six months.
The bad version:
- Open the first team in Planly, navigate to the Members section, write down each user's name, email, and role.
- Switch to team two, do it again. By team four, you're not sure if you noted the role column or just the name.
- Finish all six teams, paste everything into a Google Sheet, and spend twenty minutes standardizing the role labels because Planly shows "Admin" in some teams and "Owner" in others.
Leadership wants a permissions review before the quarterly offboarding call tomorrow morning. This is supposed to be a five-minute job, not a three-hour archaeology project.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet, understands what you're working with, and through its built-in Planly integration it can walk every team in your account, pull every member, and write the complete roster into the sheet in one pass.
Open a Google Sheet, open the SheetXAI sidebar, and paste this prompt:
List all teams in Planly, then for each team fetch all team members and write team name (A), user full name (B), email (C), and role (D) into this sheet — one row per user per team
What You Get
- Column A: team name
- Column B: user full name
- Column C: email address
- Column D: role (as Planly labels it — Admin, Member, Viewer, etc.)
- One row per user per team (a user in three teams appears three times)
- Teams appear in the order Planly returns them; members listed under each team before moving to the next
What If the Data Is Not Quite Ready
You want to flag users who appear in more than one team
List all teams in Planly, fetch all team members, write team name (A), name (B), email (C), role (D) into this sheet — then scan column C for emails that appear more than once and flag them in column E with 'Multi-team user'
You only want to see Admin-level users across all teams
List all teams in Planly, fetch all team members, filter to users with role 'Admin' or 'Owner', and write team name (A), name (B), email (C), role (D) into this sheet
You want the list alphabetized by email so you can spot the same person in multiple teams easily
List all teams in Planly, fetch all team members, write team name (A), name (B), email (C), role (D) into this sheet, then sort by column C (email) ascending
Full permissions audit: all teams, all members, flag multi-team users, flag admin roles, and record the audit date
List all teams in Planly, fetch all team members, write team name (A), name (B), email (C), role (D) into this sheet — flag any email that appears in more than one team in column E as 'Multi-team', flag any role that is 'Admin' or 'Owner' in column F as 'Elevated access', and write today's date into column G for every row
One prompt gives you the audit trail and the flagging logic in a single pass.
Try It
Get the 7-day free trial of SheetXAI and open a Google Sheet, then ask it to pull every user across all your Planly teams. You can also check out how to audit your connected channels or read the Planly hub overview.