Looking for Solution through power automate for an employee check-in system

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Posted on by MB-30072010-0

Our company is looking for a way for employees to check-in after an emergency occurred to show that they are safe. Right now I am able to get a list of people (including their emails and phone numbers) who entered the building on any particular day in the event of an emergency in my flow. I'd like to be able to use that list of people to send out a text message/email, asking them to check in and verify they are safe. Is there a connector that addresses that need? Any ideas? Thank you.

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Michael E. Gernaey 53,433 Super User 2025 Season 2 on at

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Hi,

Normally I would push back and make you do some leg work because you haven't.

But im too tired...

You say you have a list. A list where exactly? Without that information it's impossible to help you.

Do you want this to be a Triggered flow then? Since you don't know when you want it to run, I assume so.

1. Create a New Manual Flow (this way you can trigger it whenever you want)

2. Let's assume you put the Data in SharePoint. Let's further assume you put in a Column with the persons name and a column with their Email.

3. add a Get Items (SharePoint Action)

4. Configure it to point at the SharePoint Site and the List you created

5. Add an Apply to Each Action

5a. Add a Send Email V2 Action inside the apply to each action loop

--Configure the email to, to be the expression item()?['NameOfEMailColumn']

--Add a message in the body such as

Hello (add expression here for name item()?['NameColumn']

Please let us know you are ok

Thats literally it

Now if you want you want to track responses, then open another question please.. this one is answered.

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David_MA 12,982 Super User 2025 Season 2 on at

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I cannot imagine this would be used very often, so I would suggest this:

Since you can generate a list of the names with the e-mail addresses of the people who enter the building, start with that and work out a process to get it into an Excel spreadsheet and store it in OneDrive.

Be sure to add a column to the spreadsheet to record the response.

Then create a workflow that gets the names from the spreadsheet and processes each one through an Apply to each.

If there is a possibility that the e-mail address could be typed wrong and would cause your flow to fail, add a step to get the user profile and use a try catch technique to account for this.

If the e-mail address is found, the next step will be to use an HTTP request to trigger a manually triggered flow, which requires a premium license, which is basically a second workflow in the process.

If the e-mail address is not found, you could send a notification to yourself so you can double-check the name and manually contact the person.

When the first workflow triggers the next flow, pass the e-mail address of the employee to it.

Then use the Send e-mail with options action to send the employee a message asking them about their status with predefined options.

When the response is returned, you get the row from the spreadsheet for the associated employee using a filter query based their e-mail address and record the response into the row associated with that person.
With this approach, there will be one flow run to process all the names, and one flow run for EACH person to send and wait for their response.
If you want to get fancy, you may want to set up a timeout on the send e-mail with options so that if they don't respond in one hour (since it is an emergency), that some other follow-up action occurs.

There will be a bit more work, but this is the basics of what I would try.

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CU12081236-0 20 on at

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Should be fairly simple:

Get Items: [From your Employee List]

Apply to Each: Value (from Get Items)

Send Email (v2 or v3, your choice)

{Craft email as desired}

What would be creative would be to send them a link that goes to their record in the employee list. They could then edit that item, and check the "I'm Ok" Yes/No column. Maybe a PowerApps form on the list would assist.

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