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Training registration with teams meeting link

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Posted on by Zhao

i have a challenge to build a internal training registration portal for my company. The Organizers can create a training with different time schedule in SharePoint list. I wirte a flow, if one time schedule is created, an outlook event with teams meeting link will be created automatically and saved in calendar of Organizer (no attendees at first). Later if employee book this traning, attendee will be filled in the same calendar invite from Organizer and it schould be sent to this employee, so that the trainer and all attendees can join the same session of teams meeting later. Is it possible to do that with Power Automate / SharePoint ?

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srduval 1,760 Moderator on at

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Sounds like you either need to pend the creation of the event until a later date or create the event via flow and have the event id written back to the sharepoint list. With that ID you can have a flow that runs an update event that will append people to the meeting as the register.

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Zhao 67 on at

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Hello srduval,
thanks for your answer. "create event" has no teams meeting invite, right? I use the action "create a teams meeting", but there is no action for update a teams meeting.

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srduval 1,760 Moderator on at

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you're correct you need to create teams meeting, but I believe you can (with the event id) use the update event to update a teams meeting. The only difference between the two is that teams meeting adds the details needed to "dial in" where as event doesn't. But they are both treated as events (I believe) once created.

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Zhao 67 on at

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hi srduval,
i think it is a good idea from you. i will try it. I need also save the calendar id in sharepoint list. Do you know how can i get the calendar id from organizer?

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Zhao 67 on at

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is it possible to download the event with teams meeting invite as .ics file using flow and save it in sharepoint library, so that if the user book the training later, the .ics file will be sent as attachment to attendee? Maybe that is the easy way, but i don't konw how?

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srduval 1,760 Moderator on at

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If you have access to the calendar, it should populate in a drop down menu. If you are not the organizer, you will need to have access to the calendar to run the update. downloading the ics might work, but you have to tap into the APIs to do so. I think there are http command options that will work to authenticate you into MS outlook to then run the APIs

To download an Outlook calendar in the ICS format, you can use the Outlook REST APIs. These APIs allow you to authenticate and retrieve messages from your inbox ^{1. You can use the following steps to download the ICS file:}

Use OAuth2 to authenticate and obtain an access token from the Microsoft identity platform ^1.

Once you have an access token, you can call the Mail API to retrieve the calendar events ^1.

Refine the request by using OData query parameters to limit the number of results that are returned and to limit the fields that are returned for each item ^1.

Use the relevant session ID to generate and download the ICS file ^2.
For more information on how to use the Outlook REST APIs, please refer to the Microsoft Learn page.

I hope this helps!

Learn more

1

learn.microsoft.com 2

blog.yannickreekmans.b

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Zhao 67 on at

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hi srduval,
thank you for your professional answer. Because I'm a new bee at the topic power platform, I think, using oulook REST APIs is too difficult for me. I will create the teams meeting invite with power automate and let organizer to download it from outlook as .ics and upload it in sharepoint list manuelly. Maybe that is the easy way for my first flow. 🙂 Thank you again for your help!

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