Automate Event Registration with Power Automate & Outlook Calendar in Power Platform

Effortlessly automate your event registration process using Power Automate, Microsoft Forms, and Outlook Calendar! In this step-by-step Power Platform tutorial, you’ll learn how to set up a seamless attendee registration system—perfect for both virtual and in-person events—without writing a single line of code.

Discover how to let users sign up for multiple events at once, automatically send calendar invites, and keep your workflow running smoothly. Whether you’re organizing Power Platform training sessions or company-wide meetings, this low-code solution will save you time and prevent common pitfalls like duplicate invites or attendee list confusion.

What You’ll Learn:
✔️ Build an automated event registration system using Microsoft Forms and Power Automate
✔️ Send personalized Outlook Calendar invites to each attendee based on their selections
✔️ Prevent concurrency issues and data loss in your cloud flows
✔️ Apply best practices for managing attendee lists and optimizing workflow automation

Timestamps:
00:00 – How to Automate Event Registration with Power Automate & Forms
02:00 – Setting Up Microsoft Forms for Multiple Event Selection
06:30 – Configuring Outlook Calendar Events for Registration
10:20 – Building the Power Automate Cloud Flow: Step-by-Step
18:40 – Handling Unique Event IDs and Preventing Data Loss
25:00 – Sending Calendar Invites and Custom Confirmation Emails
32:00 – Live Demo: User Registration and Calendar Update in Action
39:00 – Reviewing Flow Run History and Troubleshooting Tips
44:00 – Limitations of Forms and When to Use Power Apps

#PowerAutomate #workflowautomation #PowerPlatform #LowCode #digitaltransformation

Ready to streamline your event sign-ups? Drop your questions or share your experiences in the comments, and don’t forget to check out the blog link in the description for detailed guides and next steps! Like and subscribe for more Power Platform and automation tips.

Additional Links:

🫠 About me:
👋 Hi, I'm Damien Bird — Power Platform Cloud Solution Architect at Microsoft ☁️
🧠 Former Forum Super User (2021/22) & Business Applications MVP (2022)
🎤 Speaker at conferences across Europe, the US, and local UK user groups
💡 Passionate about sharing knowledge, solving problems, and empowering the community with the Power Platform!

📚 Explore more:

[xbfotos]

Thanks. It helped me a lot. I just wished the video was higher quality and you also show the expressions in details... I finally worked it out by looking and googling for the expressions but it would be much faster. Also, I realised some of the steps are not necessary. For example, Get events returns the response as json and you don't need to convert them to json (using json function) and you don't need apply each, you can just simple point to "body/valye" and use the filter; no apply each is needed. Once again thank you :)

== Edit ==
I misunderstood the video and readers please ignore the comment I mentioned about using apply-each and json() function

[YAS-dnxn]

You are the man. This exactly what I was looking for. Thank you so much

[Fernanda-uhiz]

brilliant! been trying to crack this idea for months!!! thanks a lot!!

[andymunoz]

Thank you! I'm able to add more session options to the form after the power automate is complete? Or would I have to do the process all over again?

[dschlegelify]

Hello DamoBird365, Great video although I am running into an issue where when I get events, it comes back as UTC and then when I later update the event it changes my invite start time based on the UTC time. I tried to convert back to central time prior to update but have not had any luck. Not sure why I need to convert when all I want is my original time. Is this a bug or am I missing something?

[wrm]

This is cool. Could you create a flow that adds invited participants RSVPs to a sharepoint list?

[gabisadventures]

It is possible to do this without power automate? Do you think that if I try it for free and set up the email link, that would still work when subscription is over? thanks :)

[olenaoleary]

can you tell more about "convert the form response to JSON so that it is accessible as an Array". not sure how it work

[allisonmcclain]

Hi! If there is only one event that they can sign up for, how do I create my flow without using the filter array?

[cchopin]

Hello Damobird. Like your chicks!! Thanks for this very useful and inspiring flow. Is there a way to call an email template into the flow when the time comes to send an email to the attendee?Thanks.

[Nic_Wood]

Great video and some awesome comments. Do you think this could scale so it didn’t need any IT assistance on a rolling basis? I would like to have this created and then the learning team use it themselves to schedule regular training.

[morganfrost]

Cool! Where can I find the JSON you used? At about 5:14 in the video I'm stuck.

[olenaoleary]

so I stuck on JSON. it was giving me errors all the time. I skipped JSON. Just used "BODY" form and it worked.

My Form look like this:
1. What do you want: book or cancel - this is NOT multiple choice.
2. Choose name of training course (ex. Training1, Training 2...) - this is NOT multiple choice.
3. Choose group ( I have several dates for different events and customer can choose which they want to attend) (ex. Group A - 01.01.22 (ID 0001), Group B - 01.02.22 (ID 0002), group C - 01.03.22 (ID 0003) - this is NOT multiple choice.
In the end of the group's name I created ID for event for future filtering of the events in the calendar.
I have branching to allocate sets of groups to correct event.
So I response of what group will be collected in different fields and I will use step 3 to combine fields with possible response.

I restructured my Flow a bit for my need:
1. When a new response is submitted
2. Get response details
3. Compose (Group for event 1, group for event 2...)

as respond will be in only 1 field result will contain only 1 group with corresponding ID
4. Condition: I want to book:

if Yes
5A. Send an email confirmation
6A. Get Event (with filtering only future event from today date)
7A. Filter array: Value from 6A
condition: subject of the event CONTAINS outputs from step 3
8A. Apply to each: body from 7A
9A. Update event with ID from filter 7A
in this step I am adding email of person who submitted form


if No
5B. Send an email confirmation (that we received cancellation)
here I think I will need to go to event and manually delete email from attendees.
Not sure if possible to remove it via flow

[olenaoleary]

This is awesome. Now I will try to do the same. I hope it will work!

[o.k.serwisonline]

Hi and thank's for this great tutorial! I'm sending a registration form to external users. How can I use an external responder email address (I asked for it in the form) to send him a registration confirmation email automatically?

[MachielvandenBrink]

Hello DamoBird365 great tutorial! Works great. Do you have any suggestions how to check for only the first few characters of the events subject? That way the events subject in outlook could be more descriptive. Thanks a lot!

[carolinewesthaven]

Thanks so much for this! Any idea why my calendar invite moves to a new time slot every time the flow runs?

[annaspringfield]

This is such a great resource. I am new to Forms and Flow but was assigned the exact project you are demonstrating. I am receiving an error on Get Events (V4). It references status 400, message Invalid filter clause, code badrequest. I have double checked my start/DateTime expression so I feel like it has something to do with my calendar. Any advice is much appreciated!

[wheres_bears]

What if we wanted to make a form that allows the user to register their team to the workshop?

[johnfromireland]

"Without further a do"? You mean "Without further cock-a-do", surely? LOLS!! :-) :-) I was momentarily confused when you referred to "Power Automate Events" and "Power BI Events". An event is also known as a trigger. But you meant "an organised meeting event". Very useful video. I can now add "Events" actions to my repertoire!