Power Automate

Automate Event attendees list

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Posted on by CG-30011330-0

We are currently developing a use case to automate attendance reporting for specific events.

The event is created, and people who accept the invitation are exported into a list — one row per person who responds, either with “Tentative” or “Accepted.”
The Meeting ID and meeting title are also exported to ensure that duplicate rows (Title – Meeting ID – Participant Email) are not captured.
If a participant changes their response, the corresponding row is either deleted or updated to “Declined.”

In terms of columns required in the list, we need:

Event title
Meeting ID
Response timestamp (if there is a limited set of place)
Participant email
Participant response type (no need to store “Declined”)
Event start date & time
Event end date & time

We attempted to use the triggers “Get event” and “When an event is added, updated or deleted,” but we could not retrieve participant responses and rows in the correct way.

As a result, we are currently using "When an event is added, updated or deleted then “Send an HTTP request” then "parse JSON" to query the information properly

Is there not another easier solution ?

Thanks,

Chris

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Building flows

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David_MA 13,353 Super User 2025 Season 2 on at

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I am not 100 percent sure of what you are doing in your workflow, but I would recommend to you the same thing I would recommend to one of the employees where I work, which is to use the webinar feature of Microsoft Teams with a registration form: Manage webinar registration in Microsoft Teams - Microsoft Support. It will then track the registrations.

So far, this has met everyone's needs. Therefore, I cannot recommend an easier way to do what you want using Power Automate. Good luck and hopefully someone can suggest a solution with Power Automate.

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CG-30011330-0 2 on at

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Hey David !

Thanks for your answer ! Will see what we can do with Webinar. I had already view this solution, but due to the fact that we are looking for a solution for "in persons" meeting, I find this solution more as a workaround.

Did you already try to use it in a "in persons" meeting ?

Thanks,

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David_MA 13,353 Super User 2025 Season 2 on at

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Thank you for the clarification that this is for in-person meetings. That does change things a bit. I used to have a set of workflows to handle this that I adapted from something I found online. However, it goes back to the days of SharePoint 2013 workflows, but I was able to adapt it to Power Automate. I no longer have the SharePoint site, workflows or documentation since people have been using the webinar feature.

I believe this is close to what I was doing, but I don't think it is the exact same resource I used: How to build a Registration or Sign-Up Solution in SharePoint - Collab365.

However, in searching for the above, I found this Attendee Check-In: Register participants with Microsoft Forms and SharePoint - Ulrikke Akerbæk, which may be what you're trying to accomplish.

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