The Problem
Directors in a large organisation wanted to have quick access to see where their managers were throughout the day. Their existing solution involved all the managers adding their appointments to a single shared calendar. This was messy and made it difficult to identify to which manager each appointment related.
Technology Used
- Microsoft Graph
- Power Automate
The Solution
Using Power Automate we scheduled a task to gather all the appointments in users’ calendars based on their job role. We then inserted this information into a table in the body of the email and sent it out to the directors once a month.
By using the job role as the key identifier, we will no need to update the workflow when users join or leave the organisation.
Alternatives and Additional Options
- Colour coding calendar events based on category or person
- Daily email rather than weekly for more frequent updates
- Details sent as a Teams message rather than an email
- Using M365 hierarchy for managers to see the diaries of their direct reports
