How to add Respondents to Microsoft Teams?

[eiramanor]

Hi, I'm a MS Flow Newbie. Really need your assistance, been trying to do this and search about this for hours.

I've created a Teams Meeting on April 17, registrants can sign up thru Forms. 

What I wanted to know is that:

• After they sign up, it will automatically add them to my Teams Meeting? 
  • Ergo; they will receive a calendar invite,
  • And can have access to the teams meeting link
  • And I can see them on the calendar attendee list

Really hope for you guidance. thanks!

[ChristianAbata]

hi @eiramanor  it looks like you need to update your meeting.

You can do it by using API 

https://docs.microsoft.com/en-us/graph/api/event-update?view=graph-rest-1.0&tabs=http

[eiramanor]

Thanks Mark. However it’s updated.

Wanted to know what action or condition should I use in flow for the respondent of my form to recieve a calendar invite with MS Teams link?

My current flow is this:

Form (when there’s a new response) - send email confirmation to recipient - details of form redirected to my excel sheet

Then what I hopefully want, is the recipient of the form would receive a calendar invite and the link of my Teams Meeting.

I tried to add : create event, it worked, however whenever another respondent would fill out my form, another event will be created.

I tried using “Update Event” Function, but it seems I can’t find the Calendar ID.

[efialttes]

Hi!

If you need to have one single meeting for all respondents filling out your form, I would suggest to create the event via an independen flow before distributing your Survey and store the Calendar ID in a external repository (sharepoint, excel, etc...).

Now once survey is distributed, and whenever a new Form response is received, just grab Calendar ID, read the Calendar event to get current attendant list and update it by means of Update Event

Hope this helps

[eiramanor]

Thanks @efialttes does that also apply to the respondents who are outside of my organization?

[ChristianAbata]

@eiramanor  yesterday I was trying to reply what you need and I had some news.

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@eiramanor wrote:

Thanks @efialttes does that also apply to the respondents who are outside of my organization?

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Unfortunally you can't my friend, when you create a teams Metting is a event in your calendar, but using get events you can't see the link metting.

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@eiramanor wrote:

Thanks @efialttes does that also apply to the respondents who are outside of my organization?

---

As you test, I tryied the same and that's  the problem everytime a users fill a form a new invite is sended to all persons in the metting, becouse is an update.

What I do is copy manually the link meet and send it in description, and use get events to get the link and then could be able to send it by email. I see this like an answer but it not fully automatic.

Hope you this experience can help.

[eiramanor]

Thank you @ChristianAbata and @efialttes  so both your help!

I tried both solutions and integrated it with .ics format I learned from this site:

https://www.youtube.com/watch?v=DU_d71ykRJA&t=341s

Unfortunately, this is what it currently looks like: The .ics is not readable. 😐

My work around, is that I will just create an event on the flow so I could block their calendar.

In which, I can just add the link of the MS Teams meeting.

The downside to that, if I received 200 responses from forms, it would create 200 calendar invites on my calendar too.

[ChristianAbata]

Shure @eiramanor  an ics is a good option. What  I do is create it using outlook client and then upload it to dropbox, so I use the link in a HTML template and done I send a message per user registered by my form. 

Please if you solve your problem, condier to mark an answer as solution to guide others.

[eiramanor]

Hi @ChristianAbata  how do you do that?

It seems my .ics format is not working, the .ics file is not readable. 😞 

Will sure do! 

[ChristianAbata]

@eiramanor  shure see this video