Automated Bookings Feedback

Hello Flow Community!

As an owner of a small consulting company, I use Microsoft Bookings to allow potential clients to schedule an introductory requirements gathering call with me.  This works out great because it automatically syncs with my Outlook calendar and allows me to define the parameters for when I want to allow people to book appointments. 

As potential clients start using this feature, I want to be able to gather feedback on how they think the call went.  I thought this would be a great use for Microsoft Forms so I built this simple two question feedback form:

The last piece of the puzzle is to automate this process so I don't have to manually follow up with each prospect.  That's where Flow comes in!  There isn't a Flow connector for Bookings but since the appointments are added to my Outlook calendar, we can use Office 365 Outlook "When a new event is created" trigger.

This trigger will execute every time a new event is added but we only want to send an email if it's a Bookings event.  We can tell if the event comes from Bookings by the organizer e-mail which is unique to Bookings.  We can also refine it further by restricting by the event subject which will tie back to the Bookings service name.  To filter the non-Bookings events out, we will insert a Condition and apply the formula below:

@and(contains(triggerBody()?['Subject'], 'Discovery Call'),equals(triggerBody()?['Organizer'], 'bookings@mycompany.com'))

If the outcome of this condition is Yes then we need to use the Compose action to format the date and time that we want to send the e-mail with the survey link.  I want to send the e-mail an hour after the bookings appointment end date.  The function to format this date variable will look like this:

formatDateTime(addHours(triggerBody()?['End'],1),'yyyy-MM-ddThh:mmZ')

 

 

 

We need to use the formatDateTime function to make sure the End variable is in the correct UTC format that the Delay Until function expects.  We are also using the addHours function to add one hour to the end date.  

 

Next step is to insert a Delay Until action and set the value to the output of our Compose action.  This will pause our Flow until one hour after the Bookings appointment end date.  An important thing to note here is that you can only delay a Flow for a maximum of 30 days.  I have my Bookings set up so that you can only schedule an appointment 15 days in the future so this will not be an issue in this case.

 

 

 

The final step is to add our Send E-mail action.  We will set the To field to the required and optional attendees from our Event added trigger and finish filling out the subject and body.

Now we have a fully automated way to gather client feedback after a Microsoft Bookings appointment thanks to Flow!