The Scenario
You're a production manager at an 8-person branding agency. It's Monday morning and the sprint planning call is in two hours. Twelve active roles, thirty open jobs, and no one has looked at who's actually available this week.
The capacity question isn't complicated: which roles are being asked to carry more than their share of open jobs right now? But the answer lives in Streamtime — and the Google Sheet where you track sprints has been updated by hand since the last time someone tried to automate it, which didn't work, which is why you're doing it by hand.
The bad version:
- Export the role list from Streamtime, clean the headers, paste it into the 'Roles' sheet
- Open the jobs view, note which roles are attached to each of the 30 open jobs, and start marking a cross-reference matrix by hand — which involves switching between Streamtime and the sheet approximately 60 times
- Lose track of which jobs you've already counted at row 18, start over, realize the role names don't match exactly between the two exports, and spend 20 minutes reconciling the spelling of "Senior Designer" versus "Sr. Designer"
By the time you have the matrix, the sprint planning call has already started. You join late with a half-finished spreadsheet and explain that you're still pulling the data.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet, understands the structure, and through its Streamtime integration pulls role data directly — so you can build the capacity matrix without switching tabs 60 times.
Open your sprint planning sheet and paste this:
List all Streamtime roles and write them into column A of the 'Roles' sheet, then for each active role ID mark a '1' in a new column for each open job — use the job IDs from column A of the 'Open Jobs' sheet as the column headers
What You Get
- Column A of the 'Roles' sheet: every Streamtime role, one per row
- New columns for each open job, labeled with the job ID
- A '1' in the cell where a role is assigned to that job — blank where it isn't
- A scannable cross-reference matrix that shows, at a glance, which roles appear across multiple jobs
What If the Data Is Not Quite Ready
You only want active roles in the matrix — archived roles create noise
Inactive roles in the capacity matrix make it harder to read. You want only the roles that are currently in use.
Export all Streamtime roles into column A of 'Roles', filter to active only, and write the count of active roles into cell B1 labeled 'Active Role Count'
The job list in your sheet uses names, not IDs, and they don't match Streamtime's format
The 'Open Jobs' sheet has job names in column B but Streamtime returns job IDs. You need to map them.
Pull all active Streamtime roles into column A of 'Roles', then look at column B of 'Open Jobs' — for each job name in that column, find the matching Streamtime job and write its ID into column C of 'Open Jobs', marking 'NOT FOUND' for any that don't match
Two roles have been renamed since the matrix was last built and the old names are still in the sheet
Someone renamed "Junior Copywriter" to "Copywriter I" in Streamtime and the sheet still has the old name, causing mismatches.
Pull all Streamtime roles into a new column E of 'Roles' labeled 'Streamtime Name', then for each row compare it against column A — flag any row where the names don't match exactly by writing 'RENAME' in column F
You want the complete sprint readiness view in one prompt — active roles, job count per role, and a flag for overloaded roles
List all active Streamtime roles in column A of 'Roles', count how many open jobs each role appears in and write that count in column B, then flag any role with more than 3 open jobs by writing 'OVERLOADED' in column C
The pattern is to ask for the pull, the aggregation, and the flagging in a single prompt — SheetXAI handles the conditional logic without you having to build a formula for each step.
Try It
Get the 7-day free trial of SheetXAI and open the sprint planning sheet you'd normally build by hand before every Monday call. Ask it to pull your active Streamtime roles and mark up the capacity matrix from there. Then visit the rate card spoke or return to the Streamtime hub overview to see what else is possible.