Eventbrite Refund and Cancellation Handler

Overview

This flow keeps registration data accurate when an Eventbrite order is refunded or cancelled. It watches the order feed for a monitored event, and when an order moves into a cancelled state it updates the matching CRM registration record (marking it Cancelled, which frees the seat for the waitlist, and flagging the attendee out of reminder lists), writes an audit row capturing the reason, and notifies the organizers in Microsoft Teams.

Why it matters: Cancellations that aren't reflected everywhere lead to stale reminder lists, wasted sends, and unfilled seats. Automating the cleanup keeps attendance data accurate and capacity optimized.

Ships Off (demo) with Flow Checker 0 errors / 0 warnings - going live needs only connection authorization and environment-variable values.

Use Case

An events team running registrations on Eventbrite wants refunds and cancellations to ripple through the CRM, the reminder lists, the waitlist, and organizer visibility automatically - without anyone manually reconciling cancelled orders.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Eventbrite	shared_eventbrite	OnOrderChangedV2 GetOrganizationEvents
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords UpdateRecord CreateRecord
Microsoft Teams	shared_teams	PostMessageToConversation

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

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.

What counts as a cancellation

Edit flowlibs_CancelledOrderStatuses (e.g. add transferred) without touching flow logic.

Monitor a different event

Change flowlibs_EventbriteEventId (and flowlibs_EventbriteOrgId).

Refund analytics

The cancellation log rows (reason + timestamp + correlation id) feed trend analysis and Power BI reporting.

Win-back

Extend the True branch to email the canceller a discount on a future event.

Marketing sync

Extend to untag the contact from the event audience (e.g. Mailchimp).

Poll frequency

Adjust the trigger recurrence (default 5 minutes).

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.

@contains(split(variables('varCancelledStatuses'),','), variables('varOrderStatus'))

@concat('flowlibs_orderid eq ''', variables('varOrderId'), '''')

@greater(length(coalesce(outputs('List_Existing_Registrations')?['body/value'], json('[]'))), 0)

@coalesce(first(body('Filter_Matching_Event'))?['name'], 'Configured Eventbrite Event')

{ "flowlibs_registrationstatus": "Cancelled", "flowlibs_reminderoptout": "true", "flowlibs_correlationid": "@variables('varCorrelationId')" }

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