Bookings Pre-Appointment Intake Form

Overview

This FlowLibs solution collects pre-appointment intake information for Microsoft Bookings. When a new booking is created it emails the customer an intake Microsoft Form link and creates a linked Dataverse record; when the customer submits the form it stores the answers, scans them for flag keywords (allergies, special needs, accessibility), and alerts staff in Teams + email when flagged; and on a schedule it reminds non-responders before their appointment.

Why it matters: Walking into an appointment blind wastes time and risks mistakes. Structured, automated intake ensures staff are prepared with the right information for every appointment.

Built: API-first; all flows ship Off; Flow Checker 0 errors / 0 warnings on all three flows.

This idea needs three trigger types (a Bookings event, a Forms event, and a schedule), so it is built as three coordinated cloud flows + one Dataverse table in a single solution. The three flows share the flowlibs_bookingintake table and a correlationId hand-off stamped by Flow 1.

Shared Dataverse table - flowlibs_bookingintake (Booking Intake): flowlibs_name (Text, primary, customer + service); flowlibs_appointmentid (Text, Bookings appointment Id); flowlibs_customeremail (Text, match key); flowlibs_customername (Text); flowlibs_servicename (Text, booked service); flowlibs_appointmentstart (DateTime, drives the reminder window); flowlibs_intakestatus (Text, Pending -> Responded / Flagged); flowlibs_responsesummary (Memo, flattened intake answers); flowlibs_hasflags (Text, Yes / No); flowlibs_correlationid (Text, cross-flow trace id); flowlibs_reminderssent (Integer, reminder counter).

Use Case

A clinic / professional-services team using Microsoft Bookings wants intake collected automatically and surfaced to staff ahead of each appointment, with reminders for customers who haven't responded and alerts for responses that need special preparation.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Microsoft Bookings	shared_microsoftbookings	CreateAppointment
Microsoft Forms	shared_microsoftforms	CreateFormWebhook GetFormResponseById
Microsoft Dataverse	shared_commondataserviceforapps	CreateRecord ListRecords UpdateRecord
Office 365 Outlook

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Per-service intake forms

Branch on ServiceName and switch flowlibs_IntakeFormId / flowlibs_IntakeFormUrl so each service type gets its own intake form.

Document upload

Collect documents in the form and archive them to SharePoint on the intake record.

e-Consent

Capture signed consent via DocuSign before the appointment and store the envelope id on the record.

Tune flagging

Edit flowlibs_IntakeFlagAnswers (JSON list) to change which answers alert staff; no flow edits needed.

Reminder cadence

Change the Recurrence interval and flowlibs_IntakeReminderLeadHours to control how early/often non-responders are nudged.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@{guid()}

@contains(toLower(outputs('Compose_Response_Text')), toLower(item()))

$filter = flowlibs_customeremail eq '<responder>' and flowlibs_intakestatus eq 'Pending'; $orderby createdon desc; $top 1

$filter = flowlibs_intakestatus eq 'Pending' and flowlibs_appointmentstart gt <utcNow()> and flowlibs_appointmentstart lt <addHours(utcNow(), int(varReminderLeadHours))>

@{add(coalesce(items('Apply_To_Each_Pending_Intake')?['flowlibs_reminderssent'],0),1)}

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