Scheduling a meeting should not take longer than the meeting itself.
Yet for many businesses, organising a call still involves a surprising amount of manual work. Checking calendars, confirming attendees, finding a suitable time, creating the Teams meeting, sending invitations, and making sure everyone has the right information all adds up.
It might seem like a small task, but when it happens repeatedly across teams, departments, projects, and customer accounts, it quickly becomes a drain on productivity.
This is exactly the type of challenge automation is designed to solve.
Recently, we developed an automated call scheduling solution using Microsoft Power Automate, SharePoint, and Microsoft Teams that removes much of the manual effort involved in coordinating meetings.
The Challenge: Too Much Time Spent Organising Calls
Many organisations still manage meeting scheduling manually.
The process often looks something like this:
- Identify who needs to attend
- Check everyone’s availability
- Find a suitable time slot
- Create the meeting invite
- Generate the Teams link
- Send notifications
- Follow up if details change
When only two people are involved, this may not seem like a problem.
However, when meetings involve multiple stakeholders, departments, customer groups, or project teams, the process becomes increasingly time-consuming.
The result is often:
- Time wasted on administration
- Delayed meetings
- Missed attendees
- Scheduling conflicts
- Inconsistent processes
The objective was simple: automate as much of the process as possible.
The Solution: Automating the Entire Workflow
To solve the problem, we built an automated workflow using Microsoft Power Automate and SharePoint.
The SharePoint list acts as a central repository for the people who need to be included in specific meetings or groups.
Instead of manually selecting attendees every time a meeting is required, Power Automate reads the information directly from SharePoint and handles the scheduling process automatically.
Once triggered, the workflow:
- Identifies the required attendees
- Checks calendar availability
- Finds an appropriate meeting slot
- Creates the Microsoft Teams meeting
- Generates the invitation
- Notifies all participants automatically
The result is a faster, more reliable, and significantly less manual process.
How the Process Works
The workflow is designed to be simple and scalable.
Step 1: SharePoint Stores the Group Information
The SharePoint list acts as the source of truth.
It can store:
- Names
- Email addresses
- Departments
- Roles
- Project groups
- Customer groups
If someone joins or leaves a team, the SharePoint list can simply be updated without needing to change the automation itself.
Step 2: Power Automate Reads the Information
When the workflow is triggered, Power Automate retrieves the required attendees from SharePoint.
This removes the need to manually select participants every time a meeting is created.
Step 3: Availability Is Checked
The workflow checks participant calendars to identify a suitable time slot.
This helps avoid scheduling conflicts and reduces the back-and-forth communication typically required when organising meetings.
Step 4: Microsoft Teams Creates the Meeting
Once a suitable slot has been identified, the Teams meeting is automatically created.
Invitations are generated and distributed without manual intervention.
Step 5: Everyone Is Notified
The final step is simple.
Everyone receives the meeting invite, complete with the Teams link and meeting details.
No manual follow-up required.
Why SharePoint Works So Well
One of the strengths of this solution is its simplicity.
SharePoint provides a familiar and easily managed environment for storing attendee information.
Rather than hard-coding users into workflows, businesses can maintain attendee groups through a simple SharePoint list.
This makes the automation:
- Easier to maintain
- More flexible
- Easier to scale
- Accessible to non-technical users
Why Power Automate Is Ideal for This Process
Power Automate is designed to connect Microsoft 365 applications together.
In this scenario, it acts as the engine that links:
- SharePoint
- Outlook calendars
- Microsoft Teams
Instead of employees manually managing each step, the workflow follows predefined business rules and completes the task automatically.
For organisations already using Microsoft 365, it is a practical way to unlock additional value from tools they already own.
The Business Benefits
Although scheduling meetings may seem like a small task, automating it delivers meaningful benefits.
Save Time
Teams spend less time coordinating meetings and more time focusing on productive work.
Improve Accuracy
Attendees are pulled from a controlled SharePoint list, reducing the chance of someone being missed.
Create Consistency
Every meeting follows the same process, improving reliability across the organisation.
Reduce Administration
Manual scheduling tasks are removed from day-to-day workloads.
Improve Collaboration
Meetings happen faster, with fewer delays and less back-and-forth communication.
Where This Type of Automation Can Be Used
The workflow can easily be adapted for a variety of use cases, including:
- Internal team meetings
- Customer review calls
- Project check-ins
- Sales follow-ups
- Support handovers
- Onboarding sessions
- Management meetings
- Department planning sessions
Different SharePoint lists can be created for different teams or customer groups, allowing the same automation logic to be reused across the business.
Small Automation, Big Impact
One of the biggest misconceptions about automation is that it needs to be complex.
In reality, some of the most valuable automations solve simple everyday frustrations.
Meeting scheduling is one of those tasks.
By removing repetitive administrative work, businesses free up employees to focus on higher-value activities while creating a smoother and more consistent experience for everyone involved.
Final Thoughts
This project is a great example of how Microsoft 365 tools can work together to solve practical business challenges.
With SharePoint managing attendee groups, Power Automate managing the workflow, and Microsoft Teams handling the meeting creation, the entire process becomes faster, more accurate, and easier to manage.
For businesses already using Microsoft 365, automation opportunities like this often deliver significant productivity gains without requiring major investment or additional software.
Talk to us today
Looking for ways to automate repetitive processes across your business?
At Target Integration, we help organisations make better use of Microsoft 365, Power Platform, ERP systems, and business automation tools to improve efficiency and reduce manual work.
Get in touch with our team to explore how automation could simplify your day-to-day operations.
