Flow to read calendar events and create an event based on conditions

[swhanneman]

We currently have a calendar that needs to be blocked automatically when it reaches a certain number of events.  Here is what I need it to do:

• Read the calendar
• Check the number of events each hour (events can be scheduled every hour on the hour between 8am and 2pm)
• If the number of events is greater than 6 per hour, I want to automatically create an event that same hour called "Lab Full."
• If the number of events is less than 6, I want to continue reading the calendar until it finds another instance of 6 events in an hour.

Below is what I've been able to accomplish in Power Automate.

I'm struggling with the required start and end time as it's contingent upon a particular hour.  For example, the event, "Lab Full" should be created when an hour reaches six events.

Here is how my condition is set up.

If true, I have my flow set to create the "Lab Full" calendar event.  If false, I have the Do until condition here.

In both examples, labBooking is an object.

Please let me know if you can offer any guidance.  I'm happy to answer any follow up questions or provide clarification.  Thanks in advance!

[Nived_Nambiar]

Hi @swhanneman 

One question - does this flow is supposed to run every hour (start of the hour ) and check for that hour whether the events exxecded >6 or not right ?

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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[swhanneman]

Yes, that's correct.  If the flow can check more frequently every hour that would be beneficial.  The events occur every hour on the hour specifically (events are always 8am, 2pm, etc.).  Does the flow need to account for the event start and end times?  We currently have events running 8am to 3pm Monday through Friday.

[Nived_Nambiar]

Hi @swhanneman 

see this flow design 🙂

You can create a recurrance flow which triggers with an interval of every 1 hour 

You can set from which time it should start the flow in advanced sections of recurrance flow settings

Next write a expression which stores the current time > which is start of hour 

Filter the calendar events by using start and end time like below

Expression - addHours(outputs('Compose-StartTime'),1)

Use below condition to check whether the number events obtained as output from the above action is greater than 6 ?

Expression used to calculate number of events - length(outputs('Get_calendar_view_of_events_(V3)')?['body/value'])

if the condition is true> flow will create event named lab full from start of hour to end 

for the timezone > set as per yours accordingly 🙂

Hope it helps 🙂

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

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[swhanneman]

Thank you!  I currently see this error message:
The input parameter(s) of action 'Get_calendar_view_of_events_(V3)' contain an invalid reference to 'Compose-StartTime'. Correct to include a valid reference to 'Compose-StartTime' for the input parameter(s) of action 'Get_calendar_view_of_events_(V3)'.

[Nived_Nambiar · Accepted solution]

Hi @swhanneman 

This happens because the action name for compose action at the start in my case is Compose-StartTime, while in your flow , it is Compose StartTime.

So when taking the dynamic content, hover over that and see what is the name of action used in the dynamic content.

In your case end time expression should be like this - addHours(outputs('Compose_StartTime'),1)

Note that when action name changes- expression also changes accordingly.

Thanks & Regards,

Nived N 🚀

LinkedIn: Nived N's LinkedIn
YouTube: Nived N's YouTube Channel

🔍 Found my answer helpful? Please consider marking it as the solution!
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[swhanneman]

Good catch; I wasn't able to spot that.  I greatly appreciate your help with this - thank you very much!