Eventbrite Session Reminder by Track

Overview

This flow sends track-aware session reminders for Eventbrite events. On a daily schedule it looks ahead by a configurable window, finds the organization's live events starting within that window, and for each one: fetches the attending registrants, emails every attendee a reminder tailored to the track/session they registered for (their Eventbrite ticket class) with a personal join link and event details, then posts a "starting soon" note to a Microsoft Teams event channel.

Why it matters: Attendees miss sessions they meant to attend. Track-aware reminders with the right join link, sent just before the event starts, boost attendance and the attendee experience at conferences and multi-track events.

Build: Solution FlowLibs - Eventbrite Session Reminder by Track · 11 actions · ships Off (demo). Connector-first (Eventbrite + Outlook + Teams connectors); a single built-in HTTP call covers attendees, for which the Eventbrite connector has no action.

Use Case

An events team running a multi-session / multi-track Eventbrite event wants attendees reminded of their specific sessions at the right time, and wants the event channel notified that a session is about to begin. Going live requires only authorizing the three connections and setting the environment variable values — no flow-logic changes.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Eventbrite	shared_eventbrite	GetOrganizationEvents
Office 365 Outlook	shared_office365	SendEmailV2
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.

Reminder timing

Lower flowlibs_SessionReminderWindowHours (e.g. 2) and increase the Recurrence frequency to hourly for tighter just-before-it-starts reminders, or raise it for a day-ahead heads-up.

Join links / room info

Point flowlibs_EventJoinBaseUrl at your virtual room or venue map; the Eventbrite event id is appended per attendee.

Greeting wording

Edit the Initialize_Reminder_Intro variable to change the email opener without touching logic.

SMS channel

Add a Twilio SendMessage action inside Apply_to_each_Attendee for higher open rates.

Per-session calendar files

Attach an ICS to the reminder email for one-tap add-to-calendar.

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.

@{addHours(utcNow(), int(parameters('EnvVar_SessionReminderWindowHours')))}

@and(greaterOrEquals(ticks(item()?['start']?['utc']), ticks(utcNow())), lessOrEquals(ticks(item()?['start']?['utc']), ticks(variables('varWindowCutoff'))))

@{concat(variables('varApiBase'),'/v3/events/',items('Apply_to_each_Event')?['id'],'/attendees/?status=attending')}

@{coalesce(items('Apply_to_each_Attendee')?['ticket_class_name'],'General Admission')}

@{concat(variables('varJoinBaseUrl'), items('Apply_to_each_Event')?['id'])}

@{coalesce(items('Apply_to_each_Attendee')?['profile']?['email'],'')}

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