DIY Microsoft Teams Shifts-Calendly Integration

Hi everyone,

This isn’t a question but rather an insight on something some might find useful.

At the University of Sydney we use Calendly to manage our student-teacher academic advice sessions and use a large pool of staff in round robin events. This has created a lot of work for managers in completing rosters and then making lots of changes to availability on behalf of event hosts (the advisors) so we looked for a way to reduce this workload.

Originally advisors were rostered using MS Teams Shifts of which there’s no direct integration with Calendly (at present) so I set out to create the link and we’ve recently trialled and successfully implemented a solution that automatically creates ‘busy’ and ‘shift’ entries into staff calendars that feed Calendly availability essentially automating the availability of events based on rostered shifts in MS Teams Shifts (providing a single holistic place to manage and view availability). This cuts out a significant amount of work and allows managers a much more ‘hands-off’ approach to managing Calendly for established events.

We’re using PowerAutomate to drive this and because it’s all occurring within the MS 365 App suite it doesn’t even require a Premium PowrAuto licence. If anyone was interested in looking at the flow I’d be happy to arrange some time to go over it. Hopefully this is helpful to someone out there looking for a way to reduce the time they need to spend in managing availability for an ever changing workforce.

Thanks!