I am looking to autotrack attendees of training sessions in MS Teams into SmartSheet

In doing some reading it looks like Power Automate may work??? Anyone successful done something similar? Also, do you need to be Office 365 Admin/SmartSheet Admin to accomplish this. Or can you be end users with access to the teams meetings and the owner the SmartSheet?

Note, I want to track the attendees (which is turned on to collect this data), not those that were invited.

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Accepted answers

Isaac A.

Hi @diane.reddick40501!

I haven’t personally created a solution like this, but you can definitely connect Smartsheet with Microsoft Power Automate. You can check the available documentation here: Microsoft Power Automate - Smartsheet Connector to see the actions you can perform and the requirements needed to use it.

Maybe other users in the Community have done something similar, let’s see if they have any insights to share!

I hope this helps!

Cheers,
Isaac.

jmyzk_cloudsmart_jp

Hi @diane.reddick40501

Yes, Power Automate is an excellent solution for automatically tracking attendees from a Teams meeting into Smartsheet. Since the attendance report cannot be automatically uploaded to OneDrive or SharePoint, a workaround is to manually upload it to a designated folder, which then triggers a Power Automate flow.

Steps to Automate Attendance Tracking:

Set Up a Power Automate Flow
- Use the "When a file is created in a folder" trigger (for OneDrive or SharePoint).
- Ensure that this folder is where you upload the attendance reports manually.
Extract Attendance Data
- Since the CSV report* does not have a structured table format, use Text and Array expressions in Power Automate to split and filter relevant sections:
  - Summary (Meeting Title, Start Time, Duration, etc.)
  - Participants (Name, Email, Join Time, Leave Time, Role)
Insert Data into Smartsheet
- As @Isaac A. commented, Power Automate does have a Smartsheet connector, so once you get the necessary information from the report, you can add rows.
- Use the "Add a row" action from the Smartsheet connector.
- Map extracted fields to appropriate columns in your Smartsheet.

(*)

Additional Notes:

You don’t need to be an Office 365 Admin or a Smartsheet Admin. Being the meeting organizer or having access to the attendance report and the target Smartsheet is sufficient.
The Smartsheet connector in Power Automate allows easy row additions but does not support complex data manipulations natively—hence, parsing the CSV correctly is the most challenging step

Details of setting up Power Automate are beyond the scope of this community. However, if you need further assistance, you can contact me via email at my profile page.

Hope this helps! 😁

https://www.youtube.com/watch?v=cAczAhxgsG8

All comments

Isaac A.

Hi @diane.reddick40501!

Maybe other users in the Community have done something similar, let’s see if they have any insights to share!

I hope this helps!

Cheers,
Isaac.

jmyzk_cloudsmart_jp

Hi @diane.reddick40501

Steps to Automate Attendance Tracking:

Set Up a Power Automate Flow
- Use the "When a file is created in a folder" trigger (for OneDrive or SharePoint).
- Ensure that this folder is where you upload the attendance reports manually.
Extract Attendance Data
- Since the CSV report* does not have a structured table format, use Text and Array expressions in Power Automate to split and filter relevant sections:
  - Summary (Meeting Title, Start Time, Duration, etc.)
  - Participants (Name, Email, Join Time, Leave Time, Role)
Insert Data into Smartsheet
- As @Isaac A. commented, Power Automate does have a Smartsheet connector, so once you get the necessary information from the report, you can add rows.
- Use the "Add a row" action from the Smartsheet connector.
- Map extracted fields to appropriate columns in your Smartsheet.

(*)

Additional Notes:

You don’t need to be an Office 365 Admin or a Smartsheet Admin. Being the meeting organizer or having access to the attendance report and the target Smartsheet is sufficient.
The Smartsheet connector in Power Automate allows easy row additions but does not support complex data manipulations natively—hence, parsing the CSV correctly is the most challenging step

Details of setting up Power Automate are beyond the scope of this community. However, if you need further assistance, you can contact me via email at my profile page.

Hope this helps! 😁

https://www.youtube.com/watch?v=cAczAhxgsG8

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