Free Event Request Application For Power Apps

Matt Peterson, a trainer at Pragmatic Works, demonstrates a powerful Event Request Application built in Power Apps that can be downloaded, installed, and customized within any environment. This blog post summarizes the features, setup process, and practical uses of the solution.

Overview of the Application

The Event Request Application is designed to help users manage event requests efficiently. It includes:

• Model-driven applications for managing contacts and accounts.
• Canvas applications for creating, editing, and viewing events.
• Integration with Microsoft Dataverse for data storage.
• Automated approval flows using Power Automate.
• Component libraries to enhance the app’s interface and functionality.

Setting Up Contacts and Accounts

Before using the Canvas application, users need to set up sample contacts and accounts in the Dataverse:

• Contacts can be categorized by type such as student, parent, alumni, or staff.
• Sample schools are added as accounts to associate with events.
• New contacts and accounts can be created directly within the model-driven app.

Exploring the Canvas Application

Once the setup is complete, users can navigate the Canvas app which provides three main options:

1. Access the home screen.
2. Create a new event request.
3. View or edit previously submitted events.

Events can include details such as:

• Event name and description.
• Start and end times, including whether it’s all-day or recurring.
• Event type and location.
• Requester and associated school.
• Associated expenses including transportation costs, donations, and student/chaperone fees.

Event Requirements and Approval Flow

The app allows users to define requirements for each event:

• Student participation and permission slips.
• Non-student release forms.
• Expense tracking for activities.
• Approval workflow, which can be single-stage or multi-stage depending on the need for regional approval.

The Power Automate flow notifies the manager and, if required, regional approvers to approve or reject the event. The system updates the event status automatically based on approvals.

Adding Participants

The application filters participants by contact type, allowing easy selection of:

• Students attending the event.
• Teachers, administrators, or staff participants.
• Parents and alumni as additional participants.

Users can edit participants at any time to reflect changes, and the updates are synchronized with the Dataverse tables in real-time.

Editing and Tracking Events

Users can easily edit event details in the Canvas app, which automatically updates the model-driven application. Each event record provides:

• Complete event details including participants, expenses, and requirements.
• Status updates showing whether an event is submitted, approved, or rejected.
• Related tables that track all participants and approvals.

Installation and Solution Setup

Matt explains that the solution is composed of three main parts, which must be installed in a specific order:

1. Pragmatic Works UI Components.
2. Core Table Modifications (adding extra columns like contact type).
3. Event Request Solution.

After importing each solution, users must publish all customizations. The app requires connections to:

• Office 365 Outlook (for sending email notifications).
• Office 365 Users (for accessing user information).
• Dataverse instance.
• Approvals (for the Power Automate flow).

Once these connections are made, the application is ready for use, and sample contacts and accounts can be used to test the functionality.

Practical Uses and Customization

This Event Request Application is versatile and can be adapted beyond school field trips to include:

• Professional development events.
• Conference room booking.
• Corporate event planning.
• Any scenario requiring participant tracking, expense management, and approval workflows.

Users are encouraged to customize contact types, event types, and flows to fit their organizational needs.

Conclusion

Matt Peterson’s walkthrough of the Event Request Application for Power Apps provides a robust starting point for managing event requests. With built-in approvals, participant tracking, and Dataverse integration, organizations can streamline event planning and improve efficiency. By following the installation instructions and customizing the app, users can create a solution tailored to their environment.

Don't forget to check out the Pragmatic Works' on-demand learning platform for more insightful content and training sessions on Power Apps and other Microsoft applications. Be sure to subscribe to the Pragmatic Works YouTube channel to stay up-to-date on the latest tips and tricks.