Power Platform Community Forum Thread Details

Hello,

I created a workflow in power automate.

The goal is that it takes two components from a sharepoint list and then sends an outlook invitation for all people who are listed in the column "relevant staff".

For know this works - but in my calendar I get an invitation for each individual person that is listed under "relevant staff". Instead I would like to have only one invitation with all invited guests.

Moreover I want to include the automation that it is updating itself.

So in case that the coulmn "relevant staff" is updates with people, I want that the calendar invitation gets updated as well.

May I ask if someone out here can support me with this?

Categories:

Building flows

Hi @NM-18061223-0,

You are very close. The reason you are getting multiple calendar invites is because the Create event action is inside an Apply to each loop, which creates a separate meeting for every person.

To fix this, remove the loop entirely. Outlook supports sending one meeting invite to multiple attendees if their email addresses are passed as a single string separated by semicolons.

Add a Select action after your trigger. In the From field, use your multi-person column (make sure to use the internal name if needed). In the mapping, switch to text mode and use:

item()?['Email']

Then in the Create event (V4) action, set the Required Attendees field to:

join(coalesce(body('Select'), createArray()), ';')

This will send one meeting invite to all users.

To support updates, change your trigger to When an item is created or modified. Add a SharePoint column called CalendarEventID to store the Outlook event ID.

Use a condition:

If CalendarEventID is empty, create the event and store the ID back in SharePoint
If it is not empty, use Update event (V4) and pass the stored ID to update the existing meeting

Finally, to prevent the flow from triggering itself in a loop, add a trigger condition to ignore updates made by your service account, and enable concurrency control set to 1 to avoid overlapping runs.

This setup ensures a single meeting is created and stays in sync with SharePoint updates.

✅ If this answer helped resolve your issue, please mark it as Accepted so it can help others with the same problem.
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Sunil Kumar Pashikanti, Moderator
Blog: https://sunilpashikanti.com/posts/