The Scenario
The delivery manager inherited the project planning problem from a team lead who quit in February. There are 12 active projects with scheduled forecast tasks for the next 30 days, and she has no idea where the capacity gaps are. She can see forecasts in Timely project by project — but there's no way to see all 12 projects' forecast tasks in one view without clicking through each one. She needs a workload heatmap for the sprint planning session tomorrow morning.
The bad version:
- Open Timely, navigate to the first project's forecast view, note the assigned tasks, assigned user, and planned hours
- Switch to a Google Sheet, type in what you just saw, switch back to Timely, navigate to the second project
- Repeat 11 more times, by which point your notes are a mix of data you copied accurately and data you approximated from memory
The planning session is at 9 AM. The heatmap that was supposed to inform the conversation doesn't exist yet because building it manually would have taken the rest of yesterday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads your sheet and through its built-in Timely integration it can pull all scheduled forecast tasks across all projects directly into your sheet — one row per task, all projects, in a single pass.
List all Timely forecasts for the next 30 days and add them to my Forecast tab with columns for task name, assigned user, project, and planned hours
What You Get
- One row per forecast task, written into the Forecast tab
- Columns: task name, assigned user, project name, planned hours
- All 12 projects' tasks in a single view — sortable by user to immediately see who is overloaded
What If the Data Is Not Quite Ready
You need start and end dates to build a heatmap
Fetch every Timely forecast task for the next 30 days and write them into my Forecast tab with start date, end date, project name, assigned user, and planned hours — one row per task
You want to see only tasks for a specific team
Pull all Timely forecast tasks for the next 30 days assigned to users in my Team tab column A — write them into my Forecast tab with task name, user, project, start date, and planned hours
You need to compare forecast hours against each user's configured capacity
Fetch all Timely forecast tasks for the next 30 days into my Forecast tab with user, project, and planned hours — then sum the planned hours per user in a summary section and compare against each user's weekly capacity from my Capacity tab to flag anyone over-allocated
Full sprint planning view in one pass
Pull all Timely forecast tasks for the next 30 days into my Forecast tab with task name, user, project, start date, end date, and planned hours — then sum planned hours by user by week in a Heatmap tab, compare against capacity from my Capacity tab, and flag any user-week where planned hours exceed capacity in red
The pattern: pull the forecast data and build the capacity comparison together so the planning session has a ready-to-use view rather than a raw data dump.
Try It
Get the 7-day free trial of SheetXAI and open your sprint planning sheet, then ask it to pull all Timely forecast tasks into a workload view. For historical time data to compare against, see the spoke on exporting time entries for a date range.