The Scenario
You are an IT manager. Your agency just hired 10 new contractors and you have a Google Sheet mapping each contractor's Toggl user ID (column A) to the projects they should have access to (column B), with a manager flag for 3 of them (column C says TRUE).
Toggl project assignments control who can log time against which projects. If the assignments are not in place before Monday, the contractors will either be locked out entirely or will log to a catch-all project you will spend next week cleaning up.
The bad version:
- Open Toggl, navigate to the first project
- Click Team Members, search for the first contractor
- Add them, set the role based on the manager flag
- Navigate to the next project
- Repeat for all 10 contractors × however many projects each one needs
- You finish and realize three contractors needed access to the same project, but because you were going project by project you added two of them with the wrong role.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that writes back to Toggl — so a mapping sheet is all it needs to execute every project assignment.
Open the SheetXAI sidebar and type:
For each row in this sheet, add the user with the ID from column A to the Toggl project with the ID from column B. If column C says TRUE, assign them as a project manager; otherwise assign them as a regular member. Write "Added" or an error message in column D after each attempt.
SheetXAI works through every row in the sheet and makes the project assignments in Toggl. Column D records the result for each row. The contractors have the right access before Monday.
What You Get
- Every project assignment created — each user added to their project with the correct role
- Status written back to column D — "Added" for successes, the error text for any failures
- Manager flag respected — rows where column C is TRUE get the manager role, all others get regular member
If a user is already a member of a project, SheetXAI flags it in column D rather than attempting a duplicate assignment that would return an error.
What If the Data Is Not Quite Ready
Onboarding sheets from HR or procurement are never in perfect shape. SheetXAI handles data issues and the assignments together.
When the sheet uses names instead of user IDs
HR gave you a sheet with contractor email addresses, not Toggl user IDs.
For each row in this sheet, look up the Toggl user ID for the email address in column A. Then add that user to the project with the ID from column B. If column C is TRUE, assign as project manager; otherwise assign as member. Write the resolved user ID in column E and the assignment result in column D.
When some users need to be added to multiple projects at once
Three contractors each need access to four projects. The sheet has four rows per contractor.
For each row in this sheet, add the user from column A to the project from column B with the role from column C. If the same user appears in multiple rows, process each row independently — they need access to each project listed. Write the result in column D.
When the manager flag is expressed as "Yes/No" instead of TRUE/FALSE
HR used "Yes" and "No" in column C.
Normalize column C: treat "Yes" as manager and "No" as regular member. For each row, add the user from column A to the project from column B with the role determined by column C. Write the result in column D.
When you also want a confirmation pull after the assignments run
After adding everyone, verify the project membership list to confirm the assignments landed correctly.
For each row in this sheet, add the user from column A to the project from column B with the role from column C (TRUE = manager, FALSE = member). Write the result in column D. Then, for each unique project ID in column B, fetch the current member list from Toggl and write it into the Verification tab with columns for project ID, user name, and role.
The pattern: run the assignments and pull the verification in the same session. If something failed, you see it immediately.
Try It
Get the 7-day free trial of SheetXAI and open your project assignment sheet, then ask it to execute the memberships in Toggl. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to export all Toggl workspace users into a sheet or the Toggl in Google Sheets overview.