The Scenario
IT admin. 25 seasonal support agents start next Monday. HR sent you a Google Sheet with names in column A, emails in column B, and role assignments in column C. Every one of them needs a SupportBee invitation before orientation on Friday so they can complete account setup over the weekend.
You have three other onboarding tasks on your list today.
The bad version:
- Open SupportBee admin settings, navigate to Users, click Invite
- Type the name from row 1, type the email, select the role from a dropdown, send the invite
- Row 2. Row 3. By row 8 you realize you accidentally set row 5 to "admin" instead of "agent" because the dropdown defaulted to the previous selection and you did not notice
- Go back, find that invitation, revoke it, resend with the right role
25 agents. Each invitation is 4-5 fields. Friday's deadline does not care about the three other tasks.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet that sends SupportBee invitations for an entire roster in one pass.
Invite every row in this sheet as a new SupportBee user — use column A for name, column B for email, and column C for role (agent, admin, or collaborator); write the returned user ID into column D
What You Get
- One SupportBee invitation sent per row, with name, email, and role set from the corresponding columns
- The returned user ID written into column D as each invitation goes out
- Any row where the invitation fails — invalid role name, email already registered, API error — gets a specific error note in column D instead of an ID
- Column D serves as your onboarding record: who was invited, what their user ID is, and which rows need follow-up
What If the Data Is Not Quite Ready
Some email addresses in column B are already registered in SupportBee
Invite each row in this sheet as a SupportBee user using columns A, B, and C; if an email is already registered, write "already exists" into column D and skip; for new invitations write the returned user ID into column D
Role names in column C use informal terms that need to map to SupportBee's accepted values
Before sending invitations, normalize role names in column C: treat "rep" or "support" as "agent", "manager" as "admin", and "view only" as "collaborator"; then invite each row and write the user ID or error into column D
You need to send invitations only to rows where column D is empty — a partial run was started
For each row where column D is blank, send a SupportBee invitation using columns A, B, and C and write the returned user ID into column D; skip any row where column D already has a value
Kill chain: validate emails, normalize roles, skip duplicates, invite, log results
Validate email format for each row in column B; normalize role names in column C to SupportBee-accepted values; skip rows where the email is already registered; invite all valid new rows and write the user ID or error into column D
One prompt covers validation, normalization, duplicate detection, and invitations.
Try It
Get the 7-day free trial of SheetXAI and open your seasonal agent roster, then ask it to send all the SupportBee invitations in one pass before Friday's orientation. Also worth reading: exporting your full user and team list for an access audit, and the hub overview for all SupportBee workflows.