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Creating a shift calendar in powerapp that automatically books to outlook calendar

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Posted on by Bennet1

Hi everyone,

We currently have an Excel spreadsheet where I create a shift pattern for my team. Each week I allocate one of us to go and visit one of our offices. I am currently thinking of possibly creating a calendar app in PowerApp in which once I have booked a certain person in the calendar, it will automatically book it to their outlook calendar via power automate.

My question is, would that be possible? or any idea is welcome and appreciated.

Thank you very much.

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KeithAtherton 3,705 Most Valuable Professional on at

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Hi @Bennet1,

Sounds like an interesting solution and definitely feasible! There is a lot to it but here are some pointers:

Create a data model and host the data using Dataverse

Create a canvas Power App and use a gallery control to replicate the layout used in your Excel spreadsheet

As you say, create a Power Automate cloud flow using the Outlook connector to create / update / delete calendar entries

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Sunil Kumar Pashikanti 744 Moderator on at

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Hi @Bennet1,

Creating a shift calendar in PowerApps that automatically syncs with Outlook calendars is indeed possible. Here are some steps to achieve this:

PowerApps Calendar Control:
Start by building a calendar control in PowerApps. You can use the built-in Calendar Screen Template, which provides an out-of-the-box calendar experience connected to Outlook calendars.
Customize the calendar to display shifts and relevant information.

Shifts Data Source:
Connect your PowerApp to a data source that holds your shift information. Since you’re currently using an Excel spreadsheet, consider migrating this data to a SharePoint list or another suitable data source.

Booking Shifts:
When you book a person for a shift in your PowerApp, capture the relevant details (e.g., date, time, person).
Use Power Automate (formerly known as Microsoft Flow) to create an automated workflow.
Set up a flow triggered by the booking action in PowerApps.
In the flow, create an event in the person’s Outlook calendar using the “Office 365 Outlook” connector.

Flow Configuration:
Configure the flow to include the necessary details from your PowerApp (e.g., shift date, time, person).
Map these details to the corresponding fields in the Outlook event creation action.

Testing and Deployment:
Test the flow thoroughly to ensure it correctly adds events to Outlook calendars.
Once validated, deploy the PowerApp to your team.

Remember that you’ll need appropriate permissions for connecting to Outlook calendars and creating events.

Shifts To Office365 Outlook Calendar Automatizatio... - Power Platform Community (microsoft.com)

How to build 📅 Calendar Control in Power Apps wit... - Power Platform Community (microsoft.com)

Create a Shifts schedule - Microsoft Support

MS Shifts to Outlook 365 Calendar - Power Platform Community (microsoft.com)

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Bennet1 37 on at

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Thanks for the input everyone, really appreciate it. I will now start my application.

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