Guests, reservations, trips: connect list into a booking system

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Guests, reservations, trips: connect list into a booking system

allyazz 131

Hey everyone,

I'm facing a situation I hope someone can help me with. I'm not IT professional but a self-taught power user with an admin account and a little bit of knowledge about lists, poweraps and powerautomate.

I'm trying to make a simple booking system with the following lists:

guests (person columns)
reservations (hold multiple guests)
trips (hold multiple reservations with guests)

The biggest issue are the reservation numbers, because they need to:

1) be assigned automatically for each new reservation (i would do this with powerautomate flow)
2) different for separate reservations, but singular for guests, that are on the same reservation

The hierarchy is obvious. What I'm struggling to figure out is if this is possible to configure in the lists app only through some sort of juiced up lookup column, not in the PowerApp canvas app?

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Answer 1

allyazz 131

Hi @Jerry Xu-MSFT ,
thank you for your feedback! I'm sorry for not being clear on my question, I have read it again and it is indeed unclear. By reservation number I meant the “reservation ID”, a unique identification for each reservation.

What I'm trying to achieve is to effectively have a list of all of our guests with columns for personal information about the guests. The whole process would ideally look something like this:

start a new reservation, reservation ID is generated
Select a trip from the lookup column
Enter (multiple) guests and their information into the guests list. Each guest from this batch has the same reservation ID, as they are a group and have the same trip.
But the more I’m looking at what I’m writing the more it is becoming clear this can not be achieved in the lists app, but in the powerapp. Do you see any other option?

Jerry Xu-MSFT 7,961 Reputation points

2021-01-20T09:37:50.11+00:00

Hi, @allyazz ,

For you requirements, I think it can be done without Power Apps to some extent. I will try to answer your question here and provide a simple demo later.

1) start a new reservation, reservation ID is generated

Answer: For a SharePoint List, we have a built-in column named ID which records all the created items. It is simply 1,2,3,4,5. So if you are ok with this, just use the ID column as the unique reservation ID. And If you would like to be a more meaningful string like 20210120002, we may need to create a new Power Automate to do it.

2) Select a trip from the lookup column

Answer: It is doable like I mentioned in the original reply.

Enter (multiple) guests and their information into the guests list. Each guest from this batch has the same reservation ID, as they are a group and have the same trip.

Answer: Here is the point. I assume you final goal is creating guest records here and update to the guest list with everything user input.
Jerry Xu-MSFT 7,961 Reputation points

2021-01-20T09:42:29.563+00:00

For adding new guest information, I will add a new button in the column to start a flow(Power Automate) where user needs to input all the required information. The the flow will create a new item in the guest list. One thing which is not quite perfect is that ID is created when we save the item. So the actual process will be like the user create a new reservation, save it, then click the button to add every guests. He needs to click the button every time adding a new guest. Please let me know if this is a process acceptable.

Answer 2

Hi, @allyazz ,

As I am not quite sure about your meaning of the below part, it will be helpful to provide more detailed expressions about it.

different for separate reservations, but singular for guests, that are on the same reservation

I add a demo about what we can do easily with lists and Power Automate. You can check if it is enough for your task. I assume the reservation number means the total count of all reservations. Please correct me if this is not what you expect.

Note: If you want to analyze the total guest number for a certain trip, there is one thing I need to mention. Like the example I provide in the picture. A appears in both reservations for Okinawa. This is a situation we would better avoid. It is will bring troubles trying to clean the duplicates in Power Automate.

For how to get items with a query, please check the following thread and blog:

https://diyd365.com/2019/11/20/every-power-automate-ms-flow-filter-query-you-ever-wanted-to-know-as-a-functional-consultant/
https://powerusers.microsoft.com/t5/General-Power-Automate/Are-there-example-of-quot-Filter-Query-quot-of-SharePoint/td-p/30641

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Answer 3

@Jerry Xu-MSFT

Jerry hi, thank you again for your replies! If I understand you correctly you would do a button on the reservation list which would say ADD GUEST, and after clicking on it a flow would take the reservation ID, create a new item on the guest list and paste the reservation ID in a column of the guest list? This could work but it's quite inconvenient as the user would need to o back and forth between two lists. I did some further research and believe will attempt to do this via PowerApp anyway, perhaps I'll even try to do a model driven app.

Thank you for your help, it is much appreciated anyway! I will mark your previous reply as a solution because it is indeed a good idea.

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Guests, reservations, trips: connect list into a booking system

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