When events are created, accepting them doesn't change "show as"

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Posted on by iainoneill

Hi all,

My flow makes and event for someone after the sign up using an MS form. However, when the end user accepts the event invitation it has unexpected effects on the "show as" field.

Normally "show as" will change from tentative to busy if an invitee accepts the invitation.

Before accepting:

After Accepting:

In Power automate I am using the Create Event (v4) action to make an event as a copy of a master event. This way I can invite multiple people to an event without the previous people getting a notification as each person is added and avoid exposing emails to other attendees.

When you create an event in power automate and invite the attendee it behaves like this:

Before accepting:

After accepting:

event	Show status	Response requested	Acceptance effect on “show as”	Decline Effect on “show as”
Event created	tentative	No	tentative
Event created	tentative	Yes	tentative
Event created	tentative	empty	tentative
Event created	empty	No	Free
Event created	empty	Yes	Free
Event created	empty	empty	Free
Event created	busy	No		Gone
Event created	busy	Yes		Gone
Event created	busy	empty		Gone
Event created	busy	No		Gone
Event created	busy	Yes		Gone
Event created	busy	empty		Gone

Is there a separate process that marks "show as" as "Busy" after an invitee accepts an invitation? If so, is there a setting to leave that to behave as expected? Can anyone think what is going wrong here? and also any ideas on how to fix it?

In Power automate the get events action object doesn't contain acceptance separate from show as but they clearly are.

    "body": {
        "value": [
            {
                "subject": "test event",
                "start": "2024-11-08T10:00:00.0000000",
                "end": "2024-11-08T10:50:00.0000000",
                "startWithTimeZone": "2024-11-08T10:00:00+00:00",
                "endWithTimeZone": "2024-11-08T10:50:00+00:00",
                "body": "redacted",
                "isHtml": true,
                "responseType": "organizer",
                "responseTime": "0001-01-01T00:00:00+00:00",
                "id": "redacted",
                "createdDateTime": "2024-11-06T18:39:51.5346582+00:00",
                "lastModifiedDateTime": "2024-11-06T18:54:30.5597838+00:00",
                "organizer": "redacted",
                "timeZone": "UTC",
                "iCalUId": "redacted",
                "categories": [],
                "webLink": "redacted",
                "requiredAttendees": "redacted",
                "optionalAttendees": "",
                "resourceAttendees": "",
                "location": "",
                "importance": "low",
                "isAllDay": false,
                "recurrence": "none",
                "reminderMinutesBeforeStart": 15,
                "isReminderOn": false,
                "showAs": "free",
                "responseRequested": true,
                "sensitivity": "normal"
            },

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Business Process Flows

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David_MA 12,536 Super User 2025 Season 2 on at

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When events are created, accepting them doesn't change "show as"

What are you referring to with your chart? The status in Outlook or Teams when someone accepts a meeting invite? If so, I haven't experienced what you describe:

If this isn't what you're referring to, please better explain the issue and include a screen shot which should help to clarify it. If people do not send a response, then it will not update the status such as with the optional person above.

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iainoneill 21 on at

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When events are created, accepting them doesn't change "show as"

Thanks for responding. I've updated the main post with more detail and screenshots.

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David_MA 12,536 Super User 2025 Season 2 on at

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When events are created, accepting them doesn't change "show as"

The pictures help a lot. However, I have not experienced this, so I am not sure how to help. Hopefully someone else will see it and had the issue and was able to resolve it. The only other thing I would suggest is to post the method you are using to create the event. Are you doing it through a Graph API request or the Create event (V4) action?

If the invite is being sent correctly, I don't see how the issue could be the workflow. It would seem like the issue would be on the Outlook/Exchange side. I found this in the Microsoft Community and might be something to check: Meetings are not showing in outlook calendar including Accepted - Microsoft Community

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iainoneill 21 on at

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When events are created, accepting them doesn't change "show as"

I'm using a Create event (V4) action.

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David_MA 12,536 Super User 2025 Season 2 on at

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When events are created, accepting them doesn't change "show as"

I think I see your issue now that you posted the configuration of the action in your flow. You need to set "Response Requested" to yes.

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iainoneill

21 on at

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When events are created, accepting them doesn't change "show as"

Thanks for looking at this again, but when I tested this it doesn't have that effect. that is the problem. Only events marked as busy behave as expected, but only because the event is removed when they are declined. This is the results of my testing all the settings

event	Show status setting	Response requested setting	Acceptance effect on “show as”	Decline Effect on “show as”
Event created	tentative	No	tentative
Event created	tentative	Yes	tentative
Event created	tentative	empty	tentative
Event created	empty	No	Free
Event created	empty	Yes	Free
Event created	empty	empty	Free
Event created	busy	No		Gone
Event created	busy	Yes		Gone
Event created	busy	empty		Gone
Event created	busy	No		Gone
Event created	busy	Yes		Gone
Event created	busy	empty		Gone