Track MS Bookings in SharePoint with Power Automate

Introduction

This tutorial guides you through the process of using Power Automate to log new Microsoft Bookings appointments into a SharePoint list. This integration is useful for businesses that want to maintain an organized record of appointments and easily manage them through SharePoint.

Step 1: Set Up Your SharePoint List

Before using Power Automate, you need to create a SharePoint list to store the appointment details.

1. Log in to your SharePoint site.
2. Click on "Site contents" from the left navigation.
3. Select "New" and then choose "List."
4. Name your list (e.g., "Bookings Appointments").
5. Add relevant columns to your list, such as:
   • Title (Single line of text)
   • Date (Date and time)
   • SelfServiceAppointmentId (Single line of text)
   • Customer Name (Single line of text)
   • Service (Single line of text)

Step 2: Create a New Flow in Power Automate

Next, you'll create a flow in Power Automate that triggers when a new appointment is created in Microsoft Bookings.

1. Log in to Power Automate.
2. Click on "Create" from the left sidebar.
3. Choose "Automated cloud flow."
4. Name your flow (e.g., "Log Bookings to SharePoint").
5. Set the trigger:
   • Search for "Microsoft Bookings" and select "When a new appointment is created."
   • Connect your Bookings account if prompted.

Step 3: Add Action to Create Item in SharePoint

Now, you'll add an action to create an item in your SharePoint list whenever a new booking is made.

1. Click on "New step."
2. Search for "SharePoint" and select "Create item."
3. Fill out the fields:
   • Site Address: Select your SharePoint site.
   • List Name: Choose the list you created in Step 1.
   • Title: Map to the appointment title.
   • Date: Map to the appointment date.
   • SelfServiceAppointmentId: Map to the "SelfServiceAppointmentId" from the booking details.
   • Customer Name: Map to the customer's name.
   • Service: Map to the service provided.

Step 4: Test Your Flow

After setting up your flow, it's important to test it to ensure that it works as expected.

1. Go back to the Flow overview and click on "Test" in the top right corner.
2. Choose to perform a manual test.
3. Create a new appointment in Microsoft Bookings.
4. Check your SharePoint list to verify that the new appointment has been logged.

Step 5: Update Flow for Appointment Changes

If you need to update the SharePoint list when an appointment is modified or canceled, it's essential to use the correct identifier.

1. Create another flow similar to Step 2.
2. Set the trigger to "When an appointment is updated" or "When an appointment is canceled."
3. Use "SelfServiceAppointmentId" as the identifier to ensure you're updating the correct item in SharePoint.

Conclusion

By following these steps, you can effectively track Microsoft Bookings appointments in SharePoint using Power Automate. This integration allows for better management of appointments and easy access to customer information. As you build upon this flow, consider exploring additional automations, such as notification emails or reminders for upcoming appointments. For more advanced features, check the follow-up video for corrections and additional functionalities.