The Scenario
You are an HR manager at a 45-person agency. The quarterly team review is Thursday and the VP of People wants a clean roster of every Toggl workspace member — name, email, admin status, and whether they are active or inactive — exported to a Google Sheet before the 2 PM meeting.
The last time this was pulled, someone exported the CSV manually, sent it by email, and the VP opened it only to find three people listed who had left the company six months ago. Nobody had deactivated their Toggl accounts.
The bad version:
- Navigate to the Toggl workspace settings
- Screenshot the members list page by page
- Manually type names and emails into a Google Sheet
- Call IT to verify which accounts are still active
- You send the sheet and the VP asks why two of the "active" members have not logged a single hour in four months.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet. It pulls the full Toggl workspace member list so you never have to touch the Toggl settings screens.
Open the SheetXAI sidebar and type:
Fetch all users in my Toggl workspace and write them into this sheet with columns for name, email, admin status, active status, and last entry date if available. Sort by active status descending so active members appear first.
SheetXAI pulls every workspace member, writes the rows into the sheet, and sorts them so the active roster is at the top. The VP has a usable list before the 2 PM meeting.
What You Get
A Google Sheet with the full workspace roster:
- Name and email for every member
- Admin status — so you can spot anyone with elevated access who should not have it
- Active status — active and inactive members separated at a glance
- Last entry date if the Toggl API returns it — which is the fastest way to spot a ghost account
The list is a snapshot. It reflects whoever is in the workspace at the moment you run the prompt. For a live feed, you would run the prompt again at the next review.
What If the Data Is Not Quite Ready
Workspace rosters have messy states. SheetXAI handles filtering and enrichment in the same prompt.
When you only need active members
The review is about active capacity, not a full audit of everyone who ever joined.
Fetch all users in my Toggl workspace. Filter to active users only and write them into the sheet with name, email, and admin status. Sort alphabetically by name.
When you want to flag admins separately
The security review requires a separate tab listing every admin account.
Fetch all users in my Toggl workspace. Write all members into the All Members tab with name, email, and active status. Write only admin accounts into the Admins tab with name and email.
When you want to cross-reference against an HR system
You have a list of current employees in the HR tab and want to find anyone in Toggl who is not in that list.
Fetch all active Toggl workspace users and write them into the sheet with name and email. Compare the emails in column B against the emails in the HR tab (column B). Write "Active employee," "Not in HR system," or "In HR but not Toggl" in column C for each member.
When you need headcount and hours-logged together
The VP also wants to see how much each member has logged in the current quarter, not just whether they exist.
Fetch all active users in my Toggl workspace. For each user, also fetch total hours logged in Q2 2026 (April 1 to June 30). Write name, email, admin status, and Q2 hours into the sheet. Sort by Q2 hours descending. Flag any active member with fewer than 10 hours in column E as "Low activity."
The pattern: pulling the member list is the starting point. One prompt handles the fetch and any enrichment or cross-reference you need alongside it.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull your Toggl workspace roster. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to export all Toggl projects into a sheet or the Toggl in Google Sheets overview.