Automating Attendee Responses with PowerApps, Power Automate, and SharePoint
Introduction:
People often organize events, but managing attendee responses — acceptances, rejections, and tentative replies — can be challenging. This task demands careful attention and consumes time due to the need for consistent follow-ups.
Hence, it provides a solution to this challenge using PowerApps, Power Automate, and SharePoint. PowerApps serves as an interface for scheduling events, while Power Automate retrieves RSVPs from emails and stores them in SharePoint.
Technologies Used:
- Power App
- Power Automate
- SharePoint List
STEP 1: CREATING A CANVAS APP
1.1 Open make.powerapps.com and select Create a Canvas app.
1.2 Add a date picker to select the start date and end date.
1.3 To create hours, click on components and create 2 components one for start time and the other for end time.
1.4 To create hours value: Insert a new gallery to the component, in items value enter the following formula,
ForAll(Sequence(12),Text(Value,”[$-en-US]00”))
1.5 Add a text label inside the gallery with the following formula in the text.
Thisitem.value
1.6 Repeat the same process to achieve minutes and AM/PM in Galleries. Add these components in PowerApps.
1.7 Add a combo box to the PowerApps screen, in the data field, add the Office365Users data source and in the items field, enter the following formula:
Filter(Office365Users.SearchUser({searchTerm:””,top:999}),Mail)
1.8 Add a Text box to insert the message that will be added to the invite’s body. Insert a text box to enter the event name which is to be scheduled.
1.9 Insert the submit button and on select, we will add the power automate trigger which will be discussed below. The output should look something like this:
STEP 2: CREATING SHAREPOINT LIST TO STORE DATA
Create a SharePoint List named Invitees response count table with the column names and data types.
STEP 3: POWER AUTOMATE TO CAPTURE RESPONSES AND SAVE THEM IN SHAREPOINT LIST
In Power Automate, create a flow and add it to PowerApps. Open the power automate portal make.powerautomate.com. The following are the flows to be created:
1. Get data from PowerApps, create an event, and store the details in SharePoint.
2. Count the responses of the invitees.
Store event responses in SharePoint:
Create a Power Automate flow with the Power Automate trigger. Then follow the below steps:
UTC is stored in PowerApps so the Source time zone is UTC and can customize the desired time zone in the destination time zone and use time unit as a short date pattern. Create event connector is used to create an event in the calendar and will send an invite to the invitees with options like accept, reject, and tentative.
Let’s store these details in the SharePoint List created initially let’s assign the count to accept, tentative, and reject as 0, later it will be updated. Now, add this power automation flow in the power apps that have already been created and enter the required parameters.
Count the responses of the invitees:
Let’s create another flow to count the responses of the invitees.
The HTML to Text converter will convert the mail response text to normal text which is later processed to get the desired output.
Initialize three variables: accept count, reject count, and tentative count with integer datatype. Using get items get the event name and invitees’ email by using the event name obtained by trimming.
Then use the AND operator to match the conditions if the condition matches, the Primary key is stored in Compose. Use a switch to check the responses provided by the invitees which is stored in Compose. The responses should match with any of the switch cases if it matches then increment the accept count and update the item using the Primary key obtained in the previous step.
Conclusion:
By automating the process of managing attendee responses, we reduce the time and effort required for follow-ups. It ensures accurate tracking and centralizes event information, leading to more organized and efficient event management. By minimizing manual tasks and enhancing oversight, this system allows organizers to focus on other critical aspects of event planning, ultimately improving the overall success of events.
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