The Scenario
You manage an engineering team of eight. You're about to make new sprint assignments and you want to see what everyone is already carrying. The 'Engineering Q2' board has 120 cards spread across six lists. You've been estimating workload in your head, which means you've been guessing.
The bad version:
- Open the board. Filter by the first engineer's name. Count their cards. Note the list breakdown.
- Remove the filter. Apply the next engineer's filter. Count. Note.
- Eight engineers, six lists, 120 cards. You'll be doing this for 20 minutes while also trying to hold the full picture in working memory so you can make fair decisions.
Workload analysis is what spreadsheets are for. Doing it by eye in Trello is the wrong tool for this particular job.
The Easy Way: One Prompt in SheetXAI
SheetXAI fetches the full card list with members and gives you the per-person breakdown in one pull.
Fetch all cards from the Trello board 'Engineering Q2' and write one row per card with card name, list name, and assigned member usernames into this sheet. Then add a summary tab with a card count per member.
What You Get
- One row per card in the main tab: card name (A), list name (B), assigned members as a comma-separated string (C).
- A summary tab with one row per member: username (A), total card count (B), broken down by list in additional columns.
- Unassigned cards listed separately so you can see the open pool.
What If the Data Is Not Quite Ready
You want the summary broken down by list, not just total count
Get all cards from the Trello board 'Engineering Q2'. Write a summary into this Excel sheet: one row per member showing their username, total card count, and the number of cards in each list as separate columns.
Some cards are assigned to multiple people — count them once per person
Fetch all cards from the Trello board 'Engineering Q2'. For each card-member pair, write one row with card name, list, and member username. Then add a summary tab with total card counts per member, counting shared cards once per assignee.
You only want cards in 'In Progress' and 'Review' for the workload analysis
Fetch all cards from the Trello board 'Engineering Q2' that are in the 'In Progress' or 'Review' lists. Write card name, list, and assigned members into this sheet. Add a summary tab with card counts per member for those lists only.
Get the workload data, identify overloaded members, and flag gaps in one pass
Fetch all cards from 'Engineering Q2'. Write card name, list, and assigned members into the main tab. In a summary tab, show card count per member. In an 'Alerts' tab, list any member with more than 8 cards and any card with no member assigned.
The alerts tab means you walk into the assignment conversation knowing exactly who needs relief and which cards are waiting.
Try It
Get the 7-day free trial of SheetXAI and open any Google Sheet before a sprint planning session, then ask it to pull the current member workload from your Trello board. Also useful: Export stale Trello cards to a sheet or the Trello integration overview.