📘 Definition

The "Create Event" action in the Microsoft Calendar category enables you to automatically create a new calendar event in a specified Microsoft calendar. This action is ideal for automating scheduling tasks and ensures events are consistently and accurately added to your calendar.

Key capabilities include:

• Defining a custom subject, description, location, visibility, and time zone.
• Inviting attendees and requesting RSVPs.
• Specifying whether the event is all-day or time-bound.
• Setting the event’s visibility (e.g., private or confidential).
• Choosing how the event appears on your availability (e.g., busy, free).
• Creating recurring events with flexible repeat rules and end conditions.

This action is perfect for automating regular meetings, booking calendar slots for workflows, and orchestrating event-based business processes.

Example Use Cases

1. Auto-Scheduling Weekly Team Meetings

Automatically create recurring weekly team syncs on a specific calendar with pre-filled agenda, attendees, and meeting links.

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2. Booking Client Appointments from Form Submissions

When a client fills out a form (e.g., Typeform or Microsoft Forms), this action can create an event with their details and send them an invite instantly.

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3. Set Calendar Blocks for Deep Work

Trigger a "Focus Time" calendar event based on a workflow (e.g., after a project kickoff or high-priority task creation in a task management tool).

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4. Automate Event Creation from CRM Activities

Sync events with your sales CRM (like Dynamics 365 or Salesforce) so that when a deal reaches a specific stage, a discovery or follow-up meeting is automatically scheduled.

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5. Travel & Logistics Scheduling

Automatically create events for flights, hotel check-ins, or logistics based on data from a travel request workflow or integration with a booking system.

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6. Lab & Resource Booking

Create events to book labs, rooms, or resources with visibility and attendee settings tailored for internal use, recurring sessions, or confidential meetings.

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Inputs

1. ConnectionThe authenticated Microsoft Calendar account used to create the event. Ensure that the connection has the necessary calendar permissions.

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2. CalendarSelect the calendar where you want the event to be created. The dropdown will list all calendars available in the connected account.

3. SubjectThe title of the event. This should be a brief and descriptive summary, such as "Marketing Sync" or "Client Onboarding Call", so that attendees understand the purpose at a glance.

4. DescriptionA detailed explanation of the event. You can include agenda items, objectives, notes, or any relevant background. This content appears in the event body for all attendees.

5. LocationSpecify where the event takes place. This could be a physical address (e.g., "123 Main St, New York"), a virtual meeting link (e.g., Teams/Zoom), or simply a venue name like “Conference Room A”.

6. Busy/FreeDetermines how the event affects your availability:

   • Busy: Blocks your time; others will see you as unavailable.
   • Free: Does not block your time.
   • Out of Office: Marks you as out of office.
   • Tentative: Marks time as possibly busy.
   • Working Elsewhere: Indicates that you're working but not at your primary location.

7. VisibilityControls who can see event details:

   • Normal: Fully visible to others with access to your calendar.
   • Personal: Flags the event as personal without hiding details.
   • Private: Hides details; attendees see it as “Busy” or “Private Appointment.”
   • Confidential: Stronger flag for sensitive content, treated similarly to “Private” but with clearer intent.

8. AttendeesAdd the email addresses of people you want to invite. Separate multiple addresses with commas. These attendees will receive email invitations and can RSVP.

9. Time ZoneChoose the time zone for the event. This ensures that the start and end times are correctly interpreted and displayed regardless of where participants are located.

10. All Day EventEnable this if the event spans the entire day (e.g., "Company Retreat"). When enabled, the time range is interpreted as a date-only event without specific start or end hours.

11. Start TimeThe starting time of the event (inclusive). For recurring events, this applies to the first instance. Ensure it matches the selected time zone.

12. **Duration (minutes)**Specify how long the event should last in minutes. This field is only applicable when All Day Event is disabled. For example, 60 for a 1-hour meeting.

13. RepeatEnable this option if the event should recur (e.g., weekly check-in or monthly report). Once enabled, you must configure recurrence details.

14. Repeat EverySet how often the event should repeat based on the selected time unit (e.g., every 1 week, every 2 months).

15. Time UnitDefines the unit of recurrence. Options may include:

• Day
• Week
• Month
• Year

16. Repeat EndsChoose how the recurring event series should end:

• Never: The event repeats indefinitely.
• After: Repeats for a specific number of occurrences.
• On: Ends on a specific date.

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📤 Outputs

1. Event IDA unique identifier assigned to the created event. Useful for referencing or updating the event later in your workflow.

2. Event LinkA direct URL to view the event in Outlook on the web. This allows quick access to review or manually edit the event.

3. SubjectThe title of the event, as entered in the input field. Helps confirm the correct event was created.

4. Created TimeThe exact date and time when the event was created in the calendar system. Useful for audit logs or tracking changes.

5. Last Modified TimeShows the most recent timestamp when the event was modified. Helpful for identifying updates.

6. Change KeyA system-generated version token used internally by Microsoft to manage and track changes to the event object. Advanced workflows can use this to detect event versioning.

7. iCalendar UIDA globally unique identifier that persists across systems and devices. Often used to match recurring event instances across calendar platforms.

8. Reminder Minutes Before StartSpecifies how many minutes before the event start time a reminder will trigger (e.g., 15 minutes). If not set, this may default to the calendar’s settings.

9. Is Reminder OnIndicates whether a reminder is enabled for this event. Boolean value: true or false.

10. Body PreviewA short, plain-text preview of the event description/body. Provides a quick glimpse without needing to open the full content.

11. ImportanceReflects the priority level of the event. Possible values:

• low
• normal
• highThis can influence how recipients perceive the urgency of the event.

12. VisibilityDescribes the event's sensitivity level as seen by others:

• normal
• personal
• private
• confidentialMatches the visibility setting from the input.

13. All Day EventReturns true if the event is an all-day event. Otherwise, returns false.

14. Is OrganizerReturns true if the authenticated user (connection) is the organizer of the event. Useful to determine control and edit access.

15. Response RequestIndicates whether attendee responses (RSVPs) are requested for this event. Boolean: true or false.

16. Busy/FreeReflects how the event appears on the user’s calendar:

• free
• tentative
• busy
• oof (Out of Office)
• workingElsewhere
• unknown

17. Event TypeSpecifies the type of event object. Possible values include:

• singleInstance: One-time event
• occurrence: A specific instance of a recurring series
• exception: An altered instance in a recurring series
• seriesMaster: The original recurring series definition

18. StartStructured object providing event start details:

• DateTime: Full timestamp of when the event begins
• Date: Only the date (if all-day event), format: yyyy-mm-dd
• Time Zone: The time zone used for the start time

19. EndSimilar structure to Start:

• DateTime: Full timestamp of when the event ends
• Date: Only the date (if all-day event), format: yyyy-mm-dd
• Time Zone: The time zone used for the end time

20. AttendeesList of attendees with detailed info:

• Type: Role of attendee (required, optional, resource)
• Status: Their RSVP response (accepted, tentativelyAccepted, etc.)
• Response Time: Timestamp of their latest response
• Display Name: Their full name
• Email Address: Their email

21. OrganizerInformation about the event’s organizer:

• Display Name
• Email Address

22. RepeatFull details of the recurrence pattern and range:

• Pattern:

  • Type (e.g., daily, weekly)
  • Interval (e.g., every 2 weeks)
  • Month, Day of Month, Days of Week (for complex repeats)
  • Week Index (e.g., first, last)
  • First Day of Week (for weekly patterns)

• Range:

  • Range Type (endDate, noEnd, numbered)
  • Start Date, End Date, or Number of Occurrences
  • Time Zone

23. StatusThe user’s own response to the event:

• Type: none, accepted, declined, etc.
• DateTime: When the response was submitted

24. Body ContentThe complete body text of the event, including formatting:

• Content Type: Either text or html
• Content: The actual content entered in the description field

25. Primary LocationThe main location for the event:

• Display Name
• Location Type (e.g., conferenceRoom, onlineMeeting)
• Unique ID
• Unique ID Type (locationStore, directory, etc.)

26. Additional LocationsA list of extra locations defined in the event:

• Display Name
• Location Type
• Unique ID
• Unique ID Type

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🧩 Example: Setting up a Weekly Team Sync Event Automatically

📌 Scenario:

Your company holds a weekly team sync meeting every Monday at 10:00 AM, and you'd like to automate the creation of this event for the next 3 months in a shared Microsoft calendar using a workflow tool.

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✅ Steps to Set It Up:

1. Trigger the FlowUse a trigger like "When a new month starts" or "Manual trigger" depending on how often or when you want this setup to run.

2. Add the “Create Event” Action

3. Save and Run the Flow

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🎯 Outcome:

• A recurring calendar event is created every Monday at 10:00 AM for the next 12 weeks.
• All attendees receive an invitation and can RSVP.
• The time is properly adjusted based on the selected time zone.
• The meeting appears as Busy on calendars, ensuring participants are not double-booked.
• Event details like description, location, and recurrence are automatically configured.