Meeting Starting Soon Push Reminder

Overview

This flow sends a push notification to your mobile device 15 minutes before a calendar event starts. The notification includes the meeting title, location, and join link for quick access, allowing attendees to prepare or join virtual meetings with minimal friction.

Use Case

Meeting attendees often lose track of upcoming calendar events, especially virtual meetings with join links buried in invitation details. This flow solves the problem of last-minute scrambling by sending a timely push notification with essential meeting information directly to mobile devices, enabling attendees to join promptly and reducing no-shows.

The flow is ideal for teams that:

• Push notifications arrive 15 minutes before meetings — enough time to wrap up and join
• Display meeting title, location, and join link in one glance
• Mobile-first delivery — users see alerts even when away from desktop
• Reduces meeting no-shows and late arrivals
• Works with Outlook calendar events across all time zones
• One-tap access to join links for virtual meetings

Flow Architecture

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.

Deploy to another environment

Import the solution into the target environment, bind the Outlook 365 connection to your organizational mailbox, bind the Notifications connection to the mobile app, then turn the flow on.

Change notification lead time

Edit the Outlook trigger to fire 10, 20, or 30 minutes before instead of 15 minutes.

Add attendee count

Include the number of other attendees in the push notification body for more context.

Conditional filtering

Add a Condition to skip notifications for personal or blocked-time calendar categories.

Extract join link dynamically

Use a Compose action to parse Teams/Zoom URLs from the event body via regex rather than relying on a fixed substring offset.

Add snooze option

Use Adaptive Cards instead of plain push notifications to offer snooze buttons in the alert.

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/subject']

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

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

@{substring(body('Get_event_body'), indexOf(body('Get_event_body'), 'https://teams.microsoft.com'), 100)}

@concat('Meeting starting: ', variables('varMeetingTitle'), ' at ', variables('varMeetingLocation'))