Track MS Bookings in SharePoint with Power Automate

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In this video, I'll show how to use Power Automate to record new Bookings appointments to a SharePoint list.
UPDATE: Please see the follow-up video ( • Update Bookings tracke... ) for an important correction. Basically the "ID" that I thought was the unique identifier for the appointment is not a good value to use. Another field (SelfServiceAppointmentId) IS the globally unique identifier you'll want to use when building additional flows to update that list item in SharePoint when/if the appointment is updated or cancelled.

Опубликовано:

14 окт 2024

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Комментарии : 44

@samuelopara6564 7 месяцев назад

Hi Chad, Great videos on the Bookings connector I must say. However, these are connectors in preview and are used at risk if they are to be used in a production flow. They work as expected but there are some flaws in the connectors, especially the new appointment connector. The first thing i noticed is that sometimes after the flow has run, if you go and have a look at the inputs and outputs in the connector they don't always pickup up values on the field boxes with the connector which is not good for troubleshooting. The second thing is that the connector has connections is error on the settings of the connection but it does not necessarily stop the connector from working, Thirdly and lastly, the biggest issue and most important flaw which is risk is that the connector can suddenly stop listening for MS Bookings events and therefore the trigger action does not trigger at all, and there is no error or indication for troubleshooting purposes, and ,meanwhile people are still making bookings in MS bookings but nothing is coming through as the flow will just simply not run. I have spoken to Microsoft about this on the phone and they saw this major flaw and could not figure out why the connector stops triggering. Microsoft still have an open ticket but it will get closed soon because its only in preview and only feedback is being collated from customers at this time. Microsoft could also decide to deprecate this feature, make it a production connector or even a premium connector in the future. This is why it should only be used for evaluation purpose. If it must be used in a prod environment then it should be used sparingly knowing the potential pitfalls/risks.

@richardtaylor3097 10 месяцев назад

You have just helped me so much, thank you.

@cristoarael8358 6 месяцев назад

Hello, Chad, thank you very much for your work. A query; Is it possible to cancel an appointment through a flow in Power Automate?

@cvkealey 6 месяцев назад

Not that I'm aware of. The Bookings connector (the last I looked at it) contained only three triggers and no actions. The triggers can be used to create flows that run when a booking is made, when one is modified or when one is cancelled. Eventually there may be actions to make, update or cancel a booking, but they aren't there now.

@chrisberglind9851 Год назад

great video - question - how do you get the rich text options in the Sharepoint steps? I can't seem to find out how to enable that.

@cvkealey Год назад

The columns need to be "multiple lines of text". I think they default to have rich text enabled, but you might need to edit the column settings to turn that option on.

@yang55512 Год назад

hi, i'm encountering the same issue. I can't seem to enable rich text option in Sharepoint step, is there an alternative way?

@Thiago-nm5df 7 месяцев назад

Hi, Chad. I would like to know if it is possible to automate Booking by creating a planner task within Teams informing who the staff will do the task, but without allowing the client to choose the staff. The staff person has to be selected randomly through booking and then, with automation, send it to teams by opening a task in the planner informing who from the staff will do the meeting. I appreciate your response. Thank you very much

@cvkealey 7 месяцев назад

You can't change the default behavior of Bookings with Power Automate. In the settings for each Service Type, you can control whether the client can select a staff member or not. In the case of "not", it'll be automatically assigned based on availability; I don't believe there's any way to leave it "unassigned". Also, there's no out-of-the-box action to update an appointment in Power Automate. So, even if you had another means of deciding to whom the appointment should be assigned, you can't change that programmatically.

@Thiago-nm5df 7 месяцев назад

@@cvkealey I need it to be random, based on staff availability, but I need to automatically create a task in Teams assigning the person who was randomly chosen by booking. I think I've explained it better now, is it possible to create this flow this way?

@cvkealey 7 месяцев назад

@@Thiago-nm5df so, you just want to create a Planner task for the appointment and assign it to the staff member with whom the appointment is scheduled? If so, this is certainly possible. I don't have a video on that, but do have a playlist on how to create Planner tasks based on MS Forms submissions (ru-vid.com/group/PLMVyjgrWIGnxcWHG1P4q68QSsLMm7waa_). In your case, the data would come from the booking details rather than a form, but it would otherwise work the same way. You would need to be sure that the staff members in your Bookings calendar are also members of the team that owns the plan where the tasks will be created.

@Thiago-nm5df 6 месяцев назад

@@cvkealey I work for a company that offers employee transportation services. Currently, ten drivers handle these requests, scheduled through phone calls and emails. As the company undergoes workflow changes, we're encouraging everyone to use Microsoft Teams. After a phone or email booking, an employee creates a task(to do planner) in Teams and assigns it to a driver. Being new to the transportation sector, I noticed the potential of using bookings for appointments. However, since our company culture prioritizes Teams, I'm working on a Power Automate flow. Ideally, after an employee books a transport through MS Bookings, the flow would automatically create a Teams task for the assigned driver (chosen randomly based on availability). Unfortunately, I'm facing challenges. While I can create a Teams task upon booking, it lacks automatic driver assignment and content, leaving it blank. I sincerely appreciate your cooperation! Thank you for your time and effort.

@Thiago-nm5df 6 месяцев назад

@joshnichols9130 5 месяцев назад

Awesome video!! How can I split the start date and time into two separate columns?

@cvkealey 5 месяцев назад

I'm not sure why you'd want to do that, but if there's a reason, you could use the "formatDateTime" expression to format it separately as a date for one column and get the time as a string value. Personally, if there was a need to display them separately, I would write it into a single "date & time" column in the list and create calculated columns to display the components as needed.

@londonengland2309 Год назад

This is great Chad! Thank you! I would like to make sure the Teams link is always the one from my Teams Channel where I have periodic meetings scheduled. Is there a way to do this?

@cvkealey Год назад

I mean, you could hard code any link you'd like in there. But, if you're using a Teams meeting for the booking, it would make the most sense for it to be the link to that appointment's meeting. For example, if the staff it's booked with is out sick or otherwise unavailable, someone else can easily take their place without reassigning the meeting Bookings.

@cvkealey Год назад

In other words, yes, you can use a different link there if you'd like. Do whatever makes sense to the people using the system.

@NewAge-by5mf 2 месяца назад

Hello Chad, thanks for the great Video. I replicated your flow, however in my example in the body from compose I receive dates that are delayed by 2 hours vs those I have in bookings. It does not provide a proper time zone. Do you have any idea how to fix it?

@cvkealey 2 месяца назад

The times returned in Power automate are always going to be in UTC. Unless that is your home time zone, you'll need to convert them to your local time either using a "Convert time" action or the "convertFromUtc" expression/function. See learn.microsoft.com/en-us/power-automate/convert-time-zone for more information.

@MichalGamrot Год назад

Hey Chad, is it possible to change Booking status in Sharepoint list based on what happens in Bookings? Does Booking ID stay the same when you modify or cancel the booking?

@cvkealey Год назад

@@MichalGamrot Actually, I just did a quick test and it seems the other triggers (at least "when a booking is cancelled") may not include the "BookingID" value. It does, however have the SelfServiceAppointmentId, so that would be a better one to use. Thanks for pointing that out!

@DarwinIbanez-c1p 9 месяцев назад

I'm trying to follow this. I can't get the HTML format for the Teams meeting lin. What column type did you chose when creating the Sharepoint list?

@cvkealey 9 месяцев назад

It's a "multiple lines of text" column.

@ClaireLambson-ee3qq 5 месяцев назад

Hi Chad, Im fairly new to power automate and am still trying to get my head around it all. I want to build a flow from bookings to update an existing sharepoint list that has a list of people waiting for an appointment, to show when a booking has been made (date and time) and with who. So just updating those 2 columns with the appointment information. Each person waiting for an appointment has a staff number which shows as the title column in my sharepoint list and is placed as a custom field in the booking tool. Could you give me some guidance on how power automate can do this please?

@cvkealey 5 месяцев назад

So, if I understand you correctly, you have a list in SharePoint of people who will book appointments through Bookings and you want to update their record in that list when they make a booking? Assuming it's a 1:1 relationship (that is, each person has one entry in the list and will make one booking) and that "staff number" is entered correctly, this can work. Basically, in the flow that runs when a Booking is made, you'll first need to extract the "staff number" from the custom questions and answers. Then, you'd need a "Get items" action pointing at that SharePoint list with an odata filter like Staff_number eq ''. This (assuming the filter is correct and the booker has a list entry) should return a one-item array. You can use a select action and first expression to extract the ID of that list entry, then an "Update item" action to update it. It's not trivial, but if you break it down into the component steps, it's doable.

@TheSouthLodge Год назад

Thank you Chad! My only err being that the TIME part of Start/End DATE appears as "00:00" in Sharepoint Column, Ive checked the raw outputs, TIME flows through but is missing at BODY of Create Item. Any ideas?

@cvkealey Год назад

Are you certain those columns are set as "Date and time" (not just "Date")? For Date-only columns, they always return a time of midnight (00:00).

@Fireflies817 Год назад

Help? I can't get the answers to dropdown questions appear. They always return null. T_T

@jamie269110 Год назад

Hi Chad. What would I need to amend here to get this information from a group booking?

@cvkealey Год назад

Honestly, I'm not sure. I haven't tried anything Power Automate related with group bookings. They should have a different booking type that's returned in the trigger, but don't know what that is, exactly. Also, I believe the "when a booking is created" would only fire on the first person to selia particular date/time. Any subsequent actions (other users selecting the same appointment) would trigger a "when a booking is updated" flow, if it exists, that is.

@jamie269110 Год назад

@@cvkealey Thanks, Chad. I have created a group flow (when a booking is updated) and I can return standard information such as the name and email, but the questions / answers appear in an array. I’ve tried initialising variables and setting them under a switch to respond an answer if the question matches. The flow runs but returns blanks, even though I can see the info I need in the body output.

@Setmonkey13 8 месяцев назад

@@jamie269110 @cvkealey Did you ever solve this? I'm running into the same problem.

@ResoluteAM 4 месяца назад

How do you create the select without it adding "Apply to Each"?

@cvkealey 4 месяца назад

I suspect you're using the new editor. I've found that it unnecessarily throws in those apply to each steps all the time. Try switching to the old editor. Also, pay attention to what input/data you're selecting. If it's an array value, that apply to each is needed.

15:05

Update Bookings tracker list when an appointment is updated

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