How to Optimise Event Registration with Microsoft Forms and Power Automate

Introduction to Event Registration

Gathering data for events can be challenging. Sending out numerous sign-up forms is time consuming, getting people to respond to them can take longer. If you already know details about an attendee, such as their name, date of birth, and address, it may alleviate burden on your attendees, leading to more responses.

In this blog, we’ll explore how existing user data in a SharePoint list can be used to send a prefilled Microsoft Form for event registration with the help of Power Automate.

Step 1: Get a Prefilled URL Link

Open your MS Form, or create one if you haven’t already, and click on ‘Get a Prefilled URL’ by the skewer menu.

This takes you to a new screen where you can enter data into each field. Enter some dummy data to be replaced later. Don’t fill out data which you don’t know the answer to, such as consenting to data and marketing agreements.

Once complete, click on the “Get Prefilled Link” button below to use later.

Step 2: Create the Power Automate Flow

Create a new Power Automate flow. For instance, here we are using an instant trigger⬇️

Search your data source for the list of attendees. In this case, we are using the SharePoint ‘Get items’ action to return a full list of recipients.

Now, loop through each attendee using the ‘Apply to each’ action, in the box labelled ‘select an output from previous steps’, enter the data output of your preference. For this particular SharePoint action, we have chosen ‘value’ as the apt action.

Step 3: Compose Event Link

Next, we want to compose the link to send to each attendee. Insert a compose action into the ‘Apply to each’ action scope and paste in the prefilled link from earlier. It should look something like this:

https://forms.office.com/Pages/ResponsePage.aspx?id=z2xDoj4ZJEGOmq4bYNAm77Xp783NNFPuQ8MfBq5gEdUNjA2MjFZNzMxNVlENFo4Szk0RTdBU042Ty4u&r46adb3cba3074a1d811fd423333644b8=Jake&r67f7a87a888442778cea194d15384a39=Bailey&r8daf4ffd11584279a2a5a1a20ddb4a8c=jakebailey%40mpowerup.cloud&r037b02eb2b5d428aa3ef8056b49fcf3d=MPU&r64948a0abf404fc6a9c2f977afdeb50f=123%20New%20Street&r692d034ff3de4429bbbef7b9c7da2b23=%222025-02-05%22

This URL is composed of multiple parts.

• The red section is static and won’t change.

• The blue section references the ID of the form to be filled and will remain the same in this example.

• The white text contains an ampersand (&) to chain together each field to be filled, along with the internal name of the field.

This tells the form where to insert the green text, which is all we are going to replace.

Using the outputs from your data source action, replace the green text with your columns, this link is now unique to the user who receives it and will auto fill some of the form response for them. Below is the cleaner version of the link for enhanced visibility.

Step 4: Compose Event Email

Add an email action into the ‘Apply to each’ loop to send each link to the corresponding user.

Now, add the link using the hyperlink button and add a dummy 'Link Target' with a 'Title' of your choice.

The final stage is to switch to code view by clicking the '</>' button in the ribbon. Then, replace the dummy 'Link Target' with the output from your Compose action.

Step 5: Testing the Power Automate Flow

Finally, test your flow and check the link. In this example, the user must only choose if they consent to being contacted and not enter any information which is already on file.

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Conclusion

Automating event registrations with Microsoft Forms and Power Automate is a game-changer for efficiency. By pre-filling forms with existing user data, you streamline the process, reduce manual effort, and improve response rates. With this setup, attendees can focus on confirming their participation instead of filling in repetitive details.

Ready to make event sign-ups effortless? Start leveraging Power Automate today and enhance your registration process! You can reach out to us for any Power Platform related queries.