Bookings No-Show and Cancellation Tracker

Overview

This solution reduces lost revenue from no-shows and late cancellations in Microsoft Bookings. It records every appointment outcome (No-Show / Cancelled) in a Dataverse log, flags repeat-offender customers, refills cancelled slots by notifying staff/waitlist in Teams, and posts a weekly no-show-rate digest.

Because the Microsoft Bookings connector is trigger-only (it exposes appointment webhooks plus ListBookingsBusinessUserAsAdmin, but no read-appointments action), appointment detail is read from Microsoft Graph (/solutions/bookingBusinesses/{id}/calendarView and the per-appointment resource from the webhook). All Dataverse and Teams work uses the standard connectors.

Built as 3 cloud flows + 1 Dataverse table in one solution. All flows ship Off - going live requires only connection authorization + env-var configuration.

Solution details: unique name FlowLibsBookingsNoShowTracker; Dataverse table flowlibs_visit (entity set flowlibs_visits, "Visit Status"); 3 flows (Cancellation Tracker, No-Show Detector, Weekly Digest); 1 table + 11 environment variables + 3 flows + 3 connection references. Cross-flow trace: each flow mints a guid() correlation id (varCorrelationId) and stamps it on the Dataverse rows / digest it writes.

Dataverse table flowlibs_visit (Visit Status): flowlibs_name (Text, primary, "Customer - Service (Outcome)"); flowlibs_appointmentid (Text, Graph appointment id - idempotency key); flowlibs_customername (Text); flowlibs_customeremail (Text, match key for repeat detection); flowlibs_servicename (Text); flowlibs_staffname (Text, first staff member id); flowlibs_status (Text, No-Show / Cancelled); flowlibs_isrepeatnoshow (Text, Yes / No); flowlibs_appointmentdate (DateTime, appointment start); flowlibs_noshowcount (Whole number, running count at log time); flowlibs_correlationid (Text, cross-flow trace id).

Use Case

A services business wants every missed/cancelled appointment tracked, chronic no-show customers flagged, freed slots refilled, and a weekly no-show-rate report - without manual data entry.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Microsoft Bookings	shared_microsoftbookings	CancelAppointment ListBookingsBusinessUserAsAdmin
Microsoft Dataverse	shared_commondataserviceforapps	CreateRecord ListRecords
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.

Attendance source

Bookings exposes no attendance flag, so the No-Show Detector logs ended appointments as No-Show candidates. Add a staff confirmation step (e.g. a Teams Approval, or read a custom "attended" flag) before writing the row to record true attended/no-show.

Deposit policy

Branch on flowlibs_isrepeatnoshow = Yes to require a deposit for repeat offenders.

SMS reminders

Add Twilio reminders ahead of appointments to cut no-shows.

Per-staff reporting

Group the digest by flowlibs_staffname; resolve staff display names via Graph .../staffMembers.

Tune thresholds

RepeatNoShowLimit, NoShowLookbackDays, DigestLookbackDays are all env vars.

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.

@greaterOrEquals(variables('varTotalOutcomeCount'), int(parameters('EnvVar_RepeatNoShowLimit')))

@div(mul(length(body('Filter_NoShows')),100), max(variables('varTotalVisits'),1))

@formatDateTime(addDays(utcNow(), mul(-1, int(parameters('EnvVar_NoShowLookbackDays')))), 'yyyy-MM-ddTHH:mm:ssZ')

@concat(parameters('EnvVar_GraphBaseUrl'), '/v1.0/', triggerBody()?['webhook']?['resource'])

@coalesce(body('Get_Cancelled_Appointment')?['customerEmailAddress'], first(coalesce(body('Get_Cancelled_Appointment')?['customers'], json('[]')))?['emailAddress'], '')

@concat('flowlibs_appointmentid eq ''', outputs('Compose_Appt_Fields')?['appointmentId'], '''')

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