Google Calendar Event Cancelled to Teams Alert

Overview

FlowLibs - Google Calendar Event Cancelled to Teams Alert is an intermediate-level cloud flow that watches a Google Calendar for cancelled (deleted) events and reacts in two places at once: it posts a structured cancellation notice to a configured Microsoft Teams channel, and it removes any matching task from a linked Microsoft Planner plan. The flow runs on a 5-minute polling recurrence and is split per-event so each cancelled item produces its own run. It ships in the Off state — no runtime cost until a maker authorizes the three connections (Google Calendar, Teams, Planner) and points the env vars at the desired calendar, channel, and plan.

Use Case

Project Managers regularly accept meeting invites in Google Calendar that have a corresponding Planner task as the "work item" the meeting is meant to drive (kick-offs, design reviews, stakeholder syncs). When the meeting gets cancelled, the team often misses the cue: the Planner card stays "active" and the channel never hears the cancellation. This flow closes that loop. The moment a calendar event is deleted upstream, attendees see a Teams notice in the project channel and the orphaned Planner card is purged so the board reflects reality.

Flow Architecture

Environment Variables

Connectors & Connections

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.

Authorize the three connections

When you first open the flow, authorize Google Calendar (with the account that owns the calendar), Teams, and Planner.

Set flowlibs_GCalCalendarId

Point to the target calendar — primary for the connected user's main calendar, or the email-style ID of any other calendar visible to that user.

Set flowlibs_TeamsGroupId and flowlibs_TeamsChannelId

Copy the IDs from the target Team/channel's URL or via the Teams admin center.

Set flowlibs_PlannerGroupID and flowlibs_PlannerPlanID

Use the M365 Group + Plan that holds the linked tasks. The connected Planner identity must be a member of that group.

Adjust the matching rule

If your tasks aren't named identically to the calendar event, edit Filter Tasks Matching Cancelled Event Title and change equals(...) to contains(...) or pattern-match a subset of the title.

Tune the polling cadence

Edit the trigger's recurrence block. The default 5 minutes balances responsiveness against API quota; longer intervals reduce calls.

Enrich the Teams post

Replace the placeholder varAttendeesHtml value with a real attendee build-out — iterate triggerOutputs()?['body/attendees'] and concat(...) the email/name fields together. Left as a placeholder by default to keep the demo small.

Turn the flow On

Switch the flow to On in the Power Automate UI when ready.

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.

@triggerOutputs()?['body/items']

@{coalesce(triggerOutputs()?['body/summary'], '(no title)')}

@equals(toLower(item()?['title']), toLower(variables('varEventTitle')))

@items('For_Each_Matching_Planner_Task')?['id']

@parameters('flowlibs_<Name>-EnvVar')