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Power Automate - Building Flows
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Booking a room / no double bookings

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Hi all,

 

I was wondering if its possible to create a system using power automate that starts from a form so they can input a time/date and name to then check if the room is booked or not if it is then state that this is booked and choose another time or send a email to confirm booking!

 

So: 

 

  1. Front end [forms?] - Name, date and time
  2. Flow check that room has already been booked at that date/time
  3. If available the room can be booked out and data to be stored on a sharepoint list / excel sheet
  4. Email to be sent to administrator 
  5. Email to be sent to the person booking the room to confirm the booking or if its double book state they need to book another time

 

Could this be achieved using power automate? 

 

Thanks in advance!

 

 

 

  • RobElliott Profile Picture
    10,157 Super User 2025 Season 1 on at
    Re: Booking a room / no double bookings

    No, the flow doesn't care how long the slot is and there is nothing in the flow that is looking at that, it's just checking whether there is already a booking with the same room and the same start date & time.

     

    Rob
    Los Gallardos
    If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

  • AB21 Profile Picture
    on at
    Re: Booking a room / no double bookings

    Hi @RobElliott So with the flow you created for me I assume the slot is 1 hour? 

     

    With the slots they are different durations so:

     

    10:30-10:45  (15 minutes)
    11:40-12:10 (30 minutes)
    12:30-13:05 (35 minutes)
    14:45-15:45 (30 minutes)
     
    Does this make sense? 
     
     
  • RobElliott Profile Picture
    10,157 Super User 2025 Season 1 on at
    Re: Booking a room / no double bookings

    Sorry, I don't understand, it will work whatever the time slots are as the flow just checks whether there is already a booking for that room with that start time.

     

    Rob
    Los Gallardos
    If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

     

     

  • AB21 Profile Picture
    on at
    Re: Booking a room / no double bookings

    Hi @RobElliott Any idea on how to do this? 

     

    Thanks in advance

  • AB21 Profile Picture
    on at
    Re: Booking a room / no double bookings

     

    Hi, thanks @RobElliott thats sorted but how do I change it so these time slots work as the times vary: 

    10:30-10:45 
    11:40-12:10 
    12:30-13:05 
    14:45-15:45 
     
    Is this possible? 
  • RobElliott Profile Picture
    10,157 Super User 2025 Season 1 on at
    Re: Booking a room / no double bookings

    There's probably an error earlier in your flow in one of the compose actions as 08:0008:00 is certainly not a valid time.

     

    Rob
    Los Gallardos

  • AB21 Profile Picture
    on at
    Re: Booking a room / no double bookings

    Hi @RobElliott 

     

    Thank you! I am getting stuck on the covert time part im getting: 

     

    Unable to process template language expressions for action 'Convert_time_zone' at line '0' and column '0': 'In function 'converttimezone', the value provided for date time string '08:0008:00' was not valid. The datetime string must match ISO 8601 format.'.

     

    Screenshot 2022-09-14 at 11.16.13 AM.png

     

    Any ideas? 

  • Verified answer
    RobElliott Profile Picture
    10,157 Super User 2025 Season 1 on at
    Re: Booking a room / no double bookings

    @AB21 the following checks whether or not the room is booked for that particular 1 hour time slot. I didn't understand what you meant by more than 3 people booking a room, as surely you only want 1 person to book it and everyone else to get the "sorry" email.

     

    Form the form is shown below and because Forms doesn't have a date/time field we have to ask for the time separately. To make it easier it is best to have specific 1 hour time slots (or 30 mins, 2 hours ....)

     

    0-Form.png

     

    List

    Our SharePoint list has the Title column for the booker's name, Room is a Choice column and Booking is Date/Time.

     

    0-SP-List.png

     

    Flow

     

    As always with Forms, start with the when a new response is submitted trigger and the get response details action. I've added the Office 365 Users get user profile (v2) to get the first and surname of the responder.

     

    1-Flow.png

     

    Next, we add a few compose actions to get the room, date and time requested. 

    2-Flow.png

     

    We then use a compose to concatenate the date and time. I was having a bit of trouble with time zone conversions so added a couple of convert time zone actions to make sure the list and filter query were in step. And to make sure the email had the booking date in the correct format I added another compose for that.

    3-Flow.png

     

    4-Flow.png

     

    Next, add a get items action and in the filter query check for the room and the booking date/time.

     

    5-Flow.png

     Next we need to check how many items were returned from the get items action. So add a condition with length(outputs('Get_items')?['body/value']) is equal to 0

    6-Flow.png

     

    In the green if yes channel - that is, there are no clashes - add a SharePoint create item action and the send an email action

    7-Flow.png

     The email that will be sent looks like this:

    8a-Email.png

     

    In the red if no channel add the send email action and it will wrap itself in an apply to each which is expected.

     

    8-Flow.png

     

     

    And the email looks like this:

    7a-Email.png

     

    I hope that gives you enough to work on.

     

    Rob
    Los Gallardos
    If I've answered your question or solved your problem, please mark this question as answered. This helps others who have the same question find a solution quickly via the forum search. If you liked my response, please consider giving it a thumbs up. Thanks.

     

  • AB21 Profile Picture
    on at
    Re: Booking a room / no double bookings

    Thank you appreciate it!

  • RobElliott Profile Picture
    10,157 Super User 2025 Season 1 on at
    Re: Booking a room / no double bookings

    @AB21 OK I'll look at a Power Auotmate solution, hopefully later today.

     

    Rob
    Los Gallardos

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