Team Shifts to Outlook calendar

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Posted on by CC-14072057-0

My goal is to use Teams- Shifts to set up the shifts for my employees. I would then like to use Power Automate to create calendar events in Outlook that match the shifts created. I found this walkthrough:

https://www.msn.com/en-gb/money/technology/synchronise-microsoft-shifts-with-outlook-calendars-in-power-automate-the-2024-way/ar-BB1jv0ah?ocid=ob-fb-enie-60

Which works almost perfectly for creating events(timezone sometimes seems to switch for no reason?). However, whenever I try to update or delete a shift, I get an error message in my flow saying it has failed because the resource ID cannot be found. As far as I understand, the resource ID hasn't changed even after you edit a shift. When deleting shifts, I expected it to detect that the shift with that resource ID had been deleted and then instruct Outlook to remove the calendar event. However, it doesn't. Update will not change anything about a shift within Outlook.

looking for any ideas where I might have gone wrong!

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Building flows

shifts flow.PNG

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Riyaz_riz11 3,893 Super User 2025 Season 2 on at

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Hi,

Microsoft Shifts to Outlook Calendar - Complete Sync Solution

Root Cause Analysis

The issues you're experiencing are due to several limitations:

Resource ID Mismatch: Shifts resource IDs don't directly map to Outlook calendar event IDs

Timezone Inconsistency: Shifts uses different timezone handling than Outlook

Event Tracking: No proper mechanism to track which Outlook events correspond to which shifts

Update/Delete Logic: Basic flows don't handle the relationship between Shifts and Outlook events

Complete Solution Architecture

1. Data Storage Layer (SharePoint List)

Create a SharePoint list called "ShiftsCalendarMapping" with columns:

ShiftID (Single line of text) - Primary key from Shifts

OutlookEventID (Single line of text) - Corresponding Outlook event ID

EmployeeEmail (Single line of text) - Employee's email

ShiftStart (Date and time) - Shift start time

ShiftEnd (Date and time) - Shift end time

LastModified (Date and time) - Last update timestamp

Status (Choice: Active, Deleted, Updated) - Event status

2. Main Flow Structure

Flow 1: Shifts Event Handler

Trigger: When a shift is added, updated, or deleted
Actions:

1. Get trigger details 2. Parse shift information 3. Check mapping table for existing records 4. Route to appropriate sub-flow based on action type

Flow 2: Create Calendar Event

Trigger: Called from main flow
Actions:

1. Create Outlook calendar event 2. Store mapping in SharePoint list 3. Handle timezone conversion properly

Flow 3: Update Calendar Event

Trigger: Called from main flow
Actions:

1. Get existing event ID from mapping table 2. Update Outlook calendar event 3. Update mapping record

Flow 4: Delete Calendar Event

Trigger: Called from main flow
Actions:

1. Get existing event ID from mapping table 2. Delete Outlook calendar event 3. Mark mapping record as deleted

If I have answered your question, please mark it as the preferred solution ✅ . If you like my response, please give it a Thumbs Up 👍. Regards, Riyaz

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CC-14072057-0 3 on at

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Once you get to updating a shift, which action tells it to pick which item to update?

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