The Scenario
You are the scheduling coordinator at a photography studio. The studio just committed to 60 engagement sessions for the spring season — dates, times, and locations are confirmed and sitting in a planning spreadsheet. Each row has a job ID, event type, date, start time, end time, and location.
Your job is to get all 60 events into Tave before the season kicks off next Monday.
The bad version of this Friday afternoon:
- You open Tave, search for the first job ID, navigate to the Events tab, and click "Add Event"
- You type in the event type, date, start time, end time, and location from the sheet
- You save and search for the next job ID
- Sixty sessions means sixty event forms
- You finish thirty-two before end of business. The other twenty-eight are waiting Monday morning when the first shoots start.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads each row and calls the Tave API to create the event on the right job.
Open the SheetXAI sidebar and type:
Create a Tave event for each row in this sheet — column A is job ID, B is event type, C is event date, D is start time, E is end time, F is location. Write the result status into column G.
SheetXAI reads each row, creates the Tave event on the specified job, and writes the status into column G. Sixty sessions scheduled. Done.
What You Get
Sixty events in Tave, each attached to the right job:
- Event linked to the correct job — matched by job ID in column A
- Event type, date, start time, end time, and location set from columns B through F
- Status column — column G confirms success or surfaces an error with detail
If a start or end time is blank, column G tells you which row needs attention so you can fix it and rerun just that row.
What If the Data Is Not Quite Ready
Scheduling spreadsheets built in a planning meeting are rarely perfectly formatted. SheetXAI handles the messiness inline.
When times are in inconsistent formats
Some rows have "10:00 AM," some have "10:00," some have "1000."
Normalize all times in columns D and E to HH:MM format (24-hour). Then create a Tave event for each row using column A for job ID, B for event type, C for date, the normalized start time, the normalized end time, and column F for location. Write the result status into column G.
When some events have no end time
A few rows have a start time but no end time — default to two hours after the start.
For rows where column E is blank, calculate the end time as two hours after the start time in column D. Then create a Tave event for each row using column A for job ID, B for event type, C for date, D for start time, the filled end time, and F for location. Write the result status into column G.
When the event type values need to map to Tave's accepted types
Your sheet has "Engagement Shoot" but Tave expects a specific event type value.
For each row, map the event type in column B to Tave's accepted values — "Engagement Shoot" maps to "shoot", "Consultation" maps to "meeting", "Album Review" maps to "meeting". Then create a Tave event using column A for job ID, the mapped type, column C for date, D for start time, E for end time, and F for location. Write the result status into column G.
When some sessions have multiple events per job
Three of the sixty jobs have both an engagement shoot and a pre-session consultation — two rows with the same job ID.
For each row in this sheet, create a Tave event on the job in column A. If multiple rows share the same job ID, create a separate event for each row on that job. Column B is event type, C is date, D is start time, E is end time, F is location. Write the result status into column G.
The pattern: instead of searching through sixty Tave jobs one at a time, you describe the operation once and SheetXAI runs it across all rows.
Try It
Get the 7-day free trial of SheetXAI and open your session schedule, then ask it to create Tave events from every row. The Tave integration is included in every SheetXAI plan. For related workflows, see how to bulk import jobs into Tave or the Tave in Google Sheets overview.