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.