The Scenario
The compliance training ran every other week last quarter — eight sessions total. HR needs attendance records for each one: who joined, when, and how long they stayed. The training coordinator has been pulling these manually by downloading the participant CSV from each Zoom session and pasting into a master spreadsheet.
She did it after the first session, told herself she'd build a cleaner process before the second one, and now it's the end of the quarter and there are eight CSVs in a downloads folder, three of which have the same filename.
An audit submission is due Friday.
The bad version:
- Log into the Zoom web portal. Find the first meeting in the past meetings list. Download the participant report CSV.
- Open Excel, open the CSV, copy the rows, paste into the master compliance sheet. Fix the column headers because Zoom's export uses different names than the compliance template.
- Find meeting two. Download. Repeat. Discover that two of the eight meetings have been automatically purged from the participant report view (Zoom keeps these for a limited window).
- Panic.
The cognitive overhead here isn't the time it takes — it's the switching. Eight separate downloads, eight paste operations, eight column rename sequences. By session five, errors creep in.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the meeting UUIDs or IDs you've listed, and through its built-in Zoom integration it can pull participant data from each session and write it into the sheet without manual exports.
For each meeting UUID in column A, fetch the Zoom participant list and write participant name, email, join time, and leave time to columns B through E
What You Get
- Columns B through E fill with participant data for every meeting UUID in column A.
- Each participant gets their own row — if a meeting had 30 attendees, you get 30 rows.
- Join time and leave time come back as timestamps so you can calculate duration in a formula.
- Any UUID that returns no data (expired or no participants) leaves the corresponding rows blank, making gaps visible.
What If the Data Is Not Quite Ready
You also need time-in-session calculated, not just raw join/leave times
For each meeting UUID in column A, fetch Zoom participant data and write name, email, join time, and leave time to columns B through E. In column F, calculate the time in session in minutes as the difference between leave time and join time.
Some rows in column A have meeting IDs instead of UUIDs — the format is different
Column A has a mix of Zoom meeting UUIDs (long format) and meeting IDs (shorter numeric). For each row, fetch the participant list using whichever identifier is present, and write participant name, email, join time, and leave time to columns B through E
You need the data split by tab — one tab per training session
The 'Session Index' tab has meeting UUIDs in column A and session names in column B. For each row, fetch the Zoom participants and write them to a new tab named after the session name in column B, with columns for name, email, join time, leave time, and minutes attended
Pull participants, calculate duration, flag anyone under 45 minutes, and add a compliance status column
For each UUID in column A, fetch Zoom participants and write name, email, join time, and leave time to columns B–E. Calculate minutes attended in column F. In column G, write 'COMPLIANT' if minutes attended is 45 or more, 'INCOMPLETE' if less, and 'NO DATA' if the UUID returned no participants.
One prompt handles the pull, the calculation, and the compliance flag. No intermediate formulas to build.
Try It
Get the 7-day free trial of SheetXAI and open your compliance tracking Google Sheet with meeting UUIDs in column A, then ask it to pull participants and attendance times from Zoom. For exporting webinar participants instead, see the spoke on exporting webinar participants across multiple events, or the hub overview on all the ways to connect Zoom to Google Sheets.