Generic Design Powerapps, Sharepoint and flow

 

1. Backend: SharePoint

You will use SharePoint to store all the data required for the event management system. Create the following SharePoint lists for different entities:

  • Event List: Stores event details (e.g., Event Name, Date, Location, Description, Organizer, Capacity, Registration Deadline).

    • Columns: Title, EventDate, Location, Description, Organizer, Capacity, RegistrationDeadline, etc.

  • Attendees List: Tracks attendees for each event.

    • Columns: AttendeeName, Email, Event (Lookup to Event List), RegisteredDate, Status (Registered, Waitlisted), etc.

  • Feedback List: Captures feedback from attendees post-event.

    • Columns: Event (Lookup), Attendee (Lookup), Rating, Comments, etc.

  • Notification Settings List: Manages notification triggers and timing for automated emails.

    • Columns: NotificationType (e.g., Reminder, Registration Confirmation), TimeBeforeEvent (in hours/days), EmailTemplate, etc.

2. Front End: Power Apps

The Power Apps application will serve as the main interface for both organizers and attendees. The app can be designed with role-based access for admin/organizers and participants:

  • Organizer Dashboard:
    • View and manage events (create, edit, delete).
    • Monitor event registrations and send out invites.
    • Track attendance and status of attendees (confirmed/waitlisted).
    • Send notifications (reminders, updates).
  • Attendee Interface:
    • Browse and register for upcoming events.
    • View event details and status of registration.
    • Provide post-event feedback.

App Components:

  • Event Listing Screen: Displays available events for registration, showing relevant details like capacity, registration deadline, and event details.
  • Event Registration Form: Form for users to register for an event with attendee details.
  • Admin Dashboard: Includes a list of events and registered attendees with the ability to manage the events and send manual notifications.
  • Feedback Submission: Form for collecting feedback from attendees.

3. Notifications: Power Automate

Use Power Automate to automate email notifications and alerts based on triggers from SharePoint lists:

  • Registration Confirmation: When an attendee registers, send a confirmation email with event details.

  • Waitlist Notification: If the event is full, notify the attendee that they are on the waitlist.

  • Event Reminder: Use a scheduled flow to send reminders to registered attendees (based on settings in the Notification Settings List) a few days or hours before the event.

  • Post-Event Feedback Request: After the event ends, trigger an automated email to ask attendees to fill out the feedback form.

4. Permissions and Security

  • Set up permissions in SharePoint to ensure that only event organizers can create and manage events, while attendees can only register and view their details.
  • Use role-based security in Power Apps to control access to different screens and actions based on whether the user is an organizer or attendee.

5. Additional Features (Optional)

  • Calendar View: Integrate a calendar component in Power Apps to show events visually on a calendar.
  • Export Data: Allow event organizers to export registration data to Excel.
  • Waitlist Management: Automate promoting waitlisted attendees if someone cancels their registration.

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