The Scenario
A department head sent you a message this morning: "I need every hour Sarah logged in the last 90 days. Billable and internal. I want to see if she's actually being utilized at 40 hours a week or if we're over-allocating her." You have a Google Sheet open with Sarah's user ID in cell B2. You do not have direct access to the Timely UI.
The bad version:
- Ask someone with Timely admin access to pull the report for you, wait for them to have time
- Or get temporary access, navigate to the user report section, figure out how to filter to a single user across all projects
- Export the CSV, paste it into the sheet, discover it includes columns you don't need and is missing the week-by-week breakdown the department head asked for
You're the middle person in a chain that should not exist. The data is in Timely. The analysis needs to happen in a sheet. The steps between those two things are all friction.
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 time entries for a specific user directly into your sheet without anyone else in the loop.
List all Timely events for user ID 9923 over the last 90 days and put them in my Capacity Review tab with columns for project name, date, hours, and whether the entry is billable
What You Get
- One row per time entry for the specified user, in the Capacity Review tab
- Columns: project name, date, hours (decimal), billable status
- Sorted by date ascending so week-over-week patterns are visible without manual sorting
What If the Data Is Not Quite Ready
You have the user name but not the user ID
Fetch all Timely time entries for the user named Sarah T. for the last 90 days and write them into my Capacity Review tab with project name, date, hours, and billable status
You want a week-by-week summary rather than individual entries
Pull all Timely events for user ID 9923 for the last 90 days and write a weekly summary into my Capacity Review tab — one row per week showing the week start date, total hours, total billable hours, and billable percentage
You need to compare against the target capacity from another tab
Fetch all Timely time entries for user ID 9923 for the last 90 days, write them into my Capacity Review tab, then calculate total hours per week in column E and compare each week against the 40-hour target in my Settings tab cell B1 — flag any week that is under 32 hours in column F
Full capacity analysis in one pass
Pull all Timely events for user ID 9923 for Q1 2025, write them into my Capacity Review tab — calculate weekly totals, compare against the 40-hour target from my Settings tab, flag under-utilized weeks in column F, and add a summary row at the bottom with average weekly hours and the billable percentage for the quarter
The pattern: combine the data pull, the calculation, and the comparison logic into a single ask rather than running them step by step.
Try It
Get the 7-day free trial of SheetXAI and open your capacity planning sheet, then ask it to pull the time entries you need from Timely. For a full team view, see the spoke on exporting time entries for a date range.