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Event registration on SPO with Flow

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Posted on by leo85

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I'm trying to build an event registration on SharePoint with the help of a Flow.

Goal:
I am conducting multiple online events via Teams. I would like a SharePoint modern site, which (next to other things) includes a list of events (Time, title, description, etc.). Next to each event there is a button, which a user can click to add the event to their Outlook calendar. Ideally the button triggers a Flow that sends an event invitation to the user, who clicked the button.

What is the best way to tackle this?

Issues I have encountered:

I can create a SP list with a button that triggers the Flow (like here: Trigger Flow from sharepoint list ), but when I include this list in my SP modern site the button stops working - nothing happens.
I can create a button which forwards to the user to the run URL of the Flow. But then the user has to change pages and start the Flow from their Power Automate site, which is no acceptable.
When I send the invitation as an iCal (.ics) attachment the user first has to save the file, which is not ideal.
I can also invite myself and then forward that invitation to the respective user, but then my original headers are shown, which looks rather messy and is also not ideal.

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manuelstgomes 6,643 on at

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HI @leo85

You can build the ics yourself. The format is the following:

BEGIN:VCALENDAR VERSION: 2.0 BEGIN:VEVENT URL: DTSTART: DTEND: SUMMARY: DESCRIPTION: LOCATION: END:VEVENT END: VCALENDAR

The date should be formated as: YYYYMMDDTHHMMSSZ.

You can use a compose with the template above and the fields to generate the desired information.

Then insert is as an attachment with the .ics extension and send it to the user.

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Cheers
Manuel
manuelstgomes 6,643 on at

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Hey @leo85

Were you able to do it?

I ended up writing an article about this since it's a topic that I see asked all the time.

https://manueltgomes.com/microsoft/powerautomate/ics-calendar-event/

Take a look if you have any questions or let me know here.

If I have answered your question, please mark your post as Solved.
If you like my response, please give it a Thumbs Up.

Cheers
Manuel
leo85 635 on at

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Hi @manuelstgomes

Thank you for your replay and article. As mentioned before, I had already tried this, but unfortunately it does not solve the issue.

The problem with this approach is that users do not get a meeting invitation, but an email with the invitation as an attachment. This difference means that users need to open the attachment, click "add to calendar" and then save it. This is a lot more effort than simply clicking "accept" in a meeting invitation.

Regards,
Leo
Community Power Pla... Microsoft Employee on at

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Great article - thanks!
One note, regarding date format.
Apparently, date format is very case sensitive - when used in formatDateTime() function.
The one above did not worked for me. It could parse only Month
Including z at the end (presume - provided time is is in UTC) - messed up my times as well.
The one which worked for me (note non-case symbols, and omitting z suffix):
yyyyMMddThhmmss
timezone question probably is an interesting one. In my case - input provided and ics receivers work in the same timezone. So I'm happy - if it's carried over without any changes.

For others - conversion might be required to UTC (during submission), then stored in ICS as UTC time (with Z)
Or, include into ICS origin timezone, in which event time is specified.
E.g. DTEND;TZID=Europe/Vilnius:20220601T034000
But I'm not sure - how this works with daylight/standard timezone changes.
Some hints there: https://icalendar.org/iCalendar-RFC-5545/3-2-19-time-zone-identifier.html
https://www.rfc-editor.org/rfc/rfc5545.html#section-3.3.5