Monday, November 16, 2020

Manage and Share Events with a Custom Calendar App

Business Case:

Our client, a global technology company, organizes thousands of marketing events each year. To launch an event, marketing managers need to add the event to the calendar, record details, and present it to the planning team using PowerPoint. Due to our client’s massive volume of data and various capability requirements, managers needed to use separate platforms to complete their tasks. With multiple data sources, managers were unable to completely view and filter events to ensure effective execution.

Unfortunately, no single platform currently on the market provides the capabilities and data capacity our client requires. In partnering with us, our client’s goal was to design a centralized calendar solution that enables managers to access and export event information from a single location.

Key Challenges:

  Design a centralized calendar capable of storing and filtering massive volumes of data 
  Enable event details to be exported to PowerPoint  

Our Solution:

We built a Power Apps-based calendar that enables our client to view, edit, add, and export up to 5,000 events. 

Figure 1: Solution Design

Out-of-the-box Power Apps storage is limited to 2,000 records. We wrote custom code that iteratively fetches records from SharePoint, enabling the calendar app to store and display up to 5,000 events. Increasing storage capacity, however, introduced a challenge: more records increased page load time. To improve page load time, we implemented collections in Power Apps. On its initial run, the app saves data as a collection, reducing the run time of subsequent data calls. 

Users can log in to the app through Azure Active Directory. For enhanced security, we implemented role-based access by creating security groups in Office 365. To view calendar events, users need basic access. Calendar view is customized based on the user’s security group role. To add and edit calendar events, users need administrator access. All events and details are stored in a SharePoint list. Both basic users and administrators can select and export events and details directly to PowerPoint. 

As an additional feature, we enabled users to share event links on platforms such as Twitter, Outlook, and LinkedIn, with the simple click of a button.

Figure 1: Calendar General Page

Business Outcomes:

Our Power Apps-based calendar app enables our client to easily add, edit, and view an unprecedented volume of events. With our customizations, the Power App can display up to 5,000 event records – 3,000 more than the default capacity. Despite the capacity increase, we implemented initial data collections that reduces page load time by 90%. 

With a centralized platform to detail and filter events, marketing managers spend less time searching for and consolidating information, and more time effectively executing events. Now, managers can easily export and present event details to global business teams with our export to PowerPoint feature. In addition, we enabled managers to easily share events with prospective customers through major platforms like LinkedIn, Outlook, and Twitter, increasing our client’s sales opportunity.

Highlights:

    Built a Power Apps-based calendar that enables users to view, edit, and add up to 5,000 event records
    Reduced report page load time (PLT) by 90%
    Enabled events to be exported to PowerPoint
    Enabled events to be shared on major social/enterprise platforms


Event management is critical before and during the event. Check out how our Power Apps-based solution easily tracks attendance and feedback for major events