The Scenario
You're three days out from a run of 15 events, and a client just escalated: two of the events are understaffed and nobody noticed. Your job is to find the gaps before the weekend.
You have the 15 project IDs in a planning sheet. Rentman has the crew assignments for each. Nobody has assembled the cross-event staffing view in one place.
The bad version:
- Open each project in Rentman one by one, note the assigned crew members and their functions in a separate tab
- By project 9 you realize the function labels aren't consistent — "Audio Tech" in one project is "Sound Technician" in another
- You can't sort or count across inconsistent labels, so the gap analysis takes twice as long as it should
The call with the client is Thursday at 2 PM. The gap list needs to exist before that.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the project IDs you already have in the sheet and fetches the crew assignments for each project from Rentman in a single pull.
For each project ID in column A, fetch the assigned crew members from Rentman and write their name and function into columns B and C next to each project
What You Get
- One row per crew-project assignment, project ID repeated in column A
- Column B: crew member full name
- Column C: assigned function or role on that project
- Projects with no crew assigned get a single row with UNASSIGNED in column B so gaps are visible immediately
- The flat layout lets you filter by column A to see who is on each event, or filter by column C to see how many of each role is covered across the full run
What If the Data Is Not Quite Ready
You need scheduled hours per assignment to identify under-allocated crew
For each project ID in column A, fetch assigned crew from Rentman and write crew name, function, and scheduled hours into columns B through D
Function labels are inconsistent in Rentman — normalize variations of Audio and Video roles to a standard name
Pull crew assignments for each project ID in column A, normalize all audio-related function labels to Audio Technician and all video-related labels to Video Technician, then write project ID, crew name, and normalized function into columns A through C
Some project IDs in column A may have been cancelled — skip them and note it
Fetch Rentman crew assignments for each project ID in column A — if a project has status Cancelled, write CANCELLED in column B and skip it — otherwise write crew name and function into columns B and C
Full gap analysis kill chain: fetch all assignments, count crew per project, flag any project with fewer than 3 crew as UNDERSTAFFED
Pull crew assignments for all project IDs in column A, write project ID, crew name, and function into columns A through C, then count the number of crew assigned per project and write that count in column D — mark any project with fewer than 3 crew as UNDERSTAFFED in column E
You go into the Thursday call with a staffing matrix instead of a hunch.
Try It
Get the 7-day free trial of SheetXAI and open the event planning sheet with your Rentman project IDs — then ask it to pull the crew assignments across all events. If you also need crew contact info and rates, the crew roster spoke covers that separately.