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Event Reminder Email Flow

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Posted on by Community Power Pla...

I have been using Teams Webinars for customer events which generally works well. However, registrants are not sent a link/event reminder before the event.

The registrant data populates in Sharepoint on a list and I believe I can use this to create a flow based around event time and custom email with Power Automate. I am a little lost, however, especially with the time restrictions and I don't want registrants reminded multiple times; just once, 24 hours before.

Is anyone able to give any guidance? Would be much appreciated.

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David- 1,254 on at

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Use a schedule flow that runs every day. Then use a filter query to get the items from your list where your Start date is equal to today plus one day. Basically, your events for the next day. Then do an apply to each to send the e-mail to each participant.

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Redders 546 on at

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Hi @Anonymous,

What about a scheduled flow that runs once a day?

This could look at the event time and custom email as you mention.

If the event lasts for multiple dates or you have other reasons why it might be sent on multiple dates, then you could add in a "Reminder Sent" column that is defaulted to false / not sent and updates to true / sent once they have been sent the email

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Community Power Pla... on at

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Hi David, Hi Redders,

Thanks very much for advice.

I think you're both right about the daily scheduled flow.

I've tried to make it so that if Date is equal to the day before event then Get Items, relevant column from Teams Webinar list and then custom email but it doesn't seem to be working.

Any suggestions?

Thanks again! 🙂

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Redders 546 on at

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Hi @Anonymous,

Does the date that you are attempting to check against have time included? Are both values in the same format? i.e. dd-MM-yyyy

You may need to format them with expressions

formatDateTime('<your-value>', 'dd-MM-yyyy')

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David- 1,254 on at

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You are close in your design, you need to approach this a little differently. You want your workflow to look something like this:
You will filter your items in the Get items action and not with a condition.
In the above filter query, the first part is the field in your list that has the date of the event. You need to use the internal name of the field and not the display name. You can get that by going into your list settings and clicking on the field, the internal name of the field will be displayed at the end of the URL.

In my similar solution, I am getting items where the requested start date is greater than or equal to one day from the current day. You will use eq instead (eq is equals). The expression for the following date is
addDays(utcNow(),1,'yyyy-MM-dd'). It is important that you filter dates with the ISO 8601 format.

In my flow above the Compose Count action checks how many items were returned. It uses the expression
length(outputs('Get_items')?['body/value']). The output of the Compose Count is then used in the condition. If items returned is more than 0, then it flows down the yes side to send an e-mail for each item found.

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cb23 326 on at

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Hi there, I am just testing Teams Webinars for a series of events. Can I ask which triggers/connectors you used to popular the registrants to SharePoint? Thank you!

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