How to create an interactive calendar across a large department?

Question

I work in a department of approximately 100 people. We want to design an interactive calendar to schedule key activities and events which take place throughout the year.

Ideally we would want each "event" to send email reminders to the staff one week in advance or a specified time in advance so that they are aware of the event and can plan any work they need to do to meet the event deadline.

We have a SharePoint staff site set up with general guidance and information. I have looked at the SharePoint calendar function but I don't think it does alerts.

What would be the best MS solution/product to use for this? To note, I am not a programmer or coder so very much someone who Googles for answers.

Thanks in advance

Answer 1

Hi @Smith, Helen ,
Your requirements can be implemented using Power automate.
The Event list used in the test is as follows:

Create a new flow: choose “Scheduled cloud flow” and set the parameters according to your actual situation.

Fill in the judgment conditions:

substring(item()?['EventDate'],0,10)
is equal to
addDays(utcNow(),7,'yyyy-MM-dd')

NOTE: The 7 in the addDays() function means that I set a reminder 7 days in advance, you can change it to the time you want.

Then run the flow and you can receive an email as below:

Thanks,
Yanli Jiang

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Answer 2

Hi @YanliJiangMSFT-7045

I have tried to follow your flow but I think there may be some IT administrative blocks on the site I want to run with. I am contacting my IT department to find out if this is the case. In which case I may not have permissions to carry out the workflow. I am also not familiar with Power Automate so it may be my lack of technical knowledge. I will update you, thanks for your posts so far.