Create a Simple RSVP System with Power Automate

Created by Laura Kucharchuk
Use Power Automate to
create a simple RSVP
system

UsePowerAutomate
tocreateasimple
RSVPsystem This deck provides an overview of
three key stages to create a
successful RSVP flow.
1. Create a Form
2. Create a Calendar Hold
3. Create Your Automated Flow

1. Create a RSVP
form using
Microsoft Forms

This is very simple to do, so I’m not
going to walk through this part.
If you need help, you can reference
Microsoft’s how-to guide.
Make a new form using Microsoft Forms
MS Forms atomatically captures
name and email address info since
I’m sending this internally to my
organization. If you’re sending to
externals, make sure to include a
‘name’ and ‘email address’ field.

2. Create your
calendar hold
using Outlook

Add in all the details you need for
your event, including title, start and
end time and location. Include
whatever you need to in the body of
the appointment including text and
photos.
Create a new appointment in Outlook

Click ‘File’ > ‘Save as’
Name your file and save it in
‘iCalendar’ format.
Save it somewhere on your drive
where you can access it easily.
Save your new appointment

This won’t look the same for
everyone.
Upload your file to a SharePoint
file that is open to everyone in
your organization. Remember
where you put it, because you’ll
need to find it later to attach to
your auto-response email.
Upload your file to SharePoint
Mindful Session.ics
Holiday Open House.ics

3. Create your
Automated
Flow

Build a new automated flow from Blank. Create a Flow
that’s triggered ‘When a new response is submitted’ to a
Microsoft Form. Once you’ve named you’ve named your
Flow and clicked ‘Create’ you’ll be taken the build page.
Here, you’ll find the name of your RSVP form in the drop-
down menu.
Build a new Automated Flow
from Blank

Get the response details
Click the ‘+New step’ button to add
a new step.
In the ‘Choose an action’ panel,
search for ‘Forms’ and choose the
action titled ‘Get response details.’
In this action, use the drop-down to
find the name of your Form.
Click into the “Response Id” box and
a pop-up will appear.

Add in the Response Id
This pop-up is for Dynamic
content. If this does not pop up
when you click inside an input
box, there is a blue button
below the input labelled ‘Add
dynamic content’.
Choose the “List of response
notifications Response Id”
option under ‘When a new
response is submitted.’

Create conditions
Click the ‘+ New step’ button
and add a ‘Condition’ action.
This will tell the Flow what to do
based on a specific response to
the form. In this case, this will
tell the Flow to send an email if
someone RSVPs with a ‘yes.’
You might choose to send an
email if someone RSVPs ‘no’, but
I chose to do nothing if this was
the response, so I left it blank.

Create conditions
Click into the first ‘Choose a value’ box to
add dynamic content.
In this case, we want the response to ‘Are
you attending?’ So, within the dynamic
content pop-up, look under ‘Get response
details’ to add your attending question.
Next, we need to know the value for ‘yes’.
Type in the exact wording for the positive
response in the second ‘Choose a value’
box. In this case, the exact value was, “Yes,
I’ll be there.”

Choose what to do when someone
responds ‘yes’
If all the conditions that we have set are
met, the Flow will go through the process
of sending an email to the respondent
along with our calendar hold attached to
the email.
If the conditions are not met, nothing
happens and the respondent will not
receive an email.
Next, let’s build out what happens when
the condition is met.

Get your calendar invite
Under ‘If yes’ click ‘Add an
action’ and search for ‘Get file
metadata’ for SharePoint.
This will call up the calendar
invite’s information.

Get the calendar invite’s metadata
Use the drop-down box to find
the correct SharePoint site
where your calendar invite is
located.
Next, click the folder and
navigate through the folder path
to find your calendar file.
http://yoursitename.sharepoint.com
/Documents/Calendar Reminder/Holiday
Open House.ics

Get the calendar invite’s content
Add a new step. Search for ‘Get
file content’ for SharePoint.
This step ensures that, along with
the metadata we’ve grabbed, an
actual .ics file attaches itself to the
response email.
Go through the same process as
the previous step of inputting the
correct site address and file
identifier.
http://yoursitename.sharepoint.com
/Documents/Calendar Reminder/Holiday
Open House.ics

Let’s make an email!
Finally, let’s create the auto-response
email.
Add a new step, and search for ‘Send
an email from a shared mailbox (V2)’
if you are planning to send from a
shared mailbox (for instance, if you
use a special account for internal
communications) or you can simply
search for ‘Outlook’ and choose one
of the other ‘Send an email’ options
to send from your personal email
account.
internalcommsaddress@yourorg.com

If you’re sending from a shared
mailbox, type in the email address for
the mailbox. You must have
permission to send from this mailbox.

Then, click inside the ‘To’ box and
from the Dynamic content pop-up,
choose ‘Email address’ under ‘Get
response details’. This will fill in the
respondent’s email address.

Create a subject line for your email.
I’ve added Dynamic content from my
form so it places the name of the
respondent in the subject line to
make it personalized.

Add in the body content for your
email.
I’ve added HTML code for a
designed email here, but you can
also use plain text.
To personalize the body content, you
can add in Dynamic content from the
form such as the respondent’s name,
or the details about their RSVP
response.

Attach your calendar hold
Click the ‘Attachments Name – 1’ box
and look for the Dynamic content
provided by ‘Get file metadata’.
Choose ‘DisplayName’. This will call
up the name of your file.
Next, click the ‘Attachments Content
– 1’ box and add in the Dynamic
content provided by ‘Get file content’
and choose ‘File content.’ This will
ensure there’s actual file content to
attach.

UsePowerAutomate
tocreateasimple
RSVPsystem
Last step!
Don’t forget to test your Flow to
make sure it works.
If you notice any errors in this
deck, or if something isn’t clear,
please feel free to let me know so I
can correct them.

Thank you and happy
automating!
laura.bettercomms@gmail.com

Create a Simple RSVP System with Power Automate

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