From Chalkboards to Cloud: How the Greater Austin YMCA Is Transforming Child Care Through Technology
How do you launch a first-of-its-kind childcare model in a rapidly growing city? For the Greater Austin YMCA, the answer was bold: a sweeping digital transformation powered by Microsoft tools like Teams, OneNote, and PowerApps. The result? Seamless collaboration across departments and the successful launch of two YMCA Tomorrow Academy TM early education centers—innovative, tech-enabled learning environments designed to meet one of the community’s greatest needs. A New Vision for Early Childhood Education The YMCA Tomorrow Academy is more than just childcare. It’s a nurturing, purpose-built space where children from six weeks to five years old can thrive. The curriculum emphasizes early literacy, STEM, creative arts, and nature play—supported by the YMCA’s holistic Constellation of Care TM model, which includes family wellness, nutrition, hygiene, and parent-teacher engagement. But building these centers require more than vision—it demanded real-time contributions and detailed collaboration from every department across the Greater Austin YMCA. The Digital Pivot That Made It Possible Before 2021, the YMCA’s operations still included many cumbersome analog components. Staff drove to meetings, shared paper documents, and relied on walkie-talkies that often failed. That changed when Kathy Kuras became President and CEO in February 2021 and brought her experience from the YMCA of Greater Boston, where she had helped modernize operations with Microsoft’s support. Kuras and her leadership team partnered with Microsoft to overhaul the Y’s technology footprint, introducing tools like Teams, OneNote, and BizApps to connect staff across locations and streamline workflows. “These tools are central to the hub of the work that gets done,” says Kuras. “They make work more efficient, respectful of people’s time, and intuitive.” From facilities to marketing to classroom staff, everyone became part of a unified digital ecosystem. “Our staff would say, ‘Our CEO uses this, our CMO uses this, and I’m a teacher and I’m using it now,’” says COO Shaq Brown. “That togetherness was a big culture shift.” A Child’s Words That Say It All When 4-year-old Lennon Pool told his mom, “I love it here,” after his first day at the Dove Springs YMCA Tomorrow Academy, it was music to her ears. His mom, Andie Connors-Pool, is also the Director of People at the Greater Austin YMCA—and deeply involved in the Academy’s development. “There have been times my kids don’t want to leave at the end of the day,” Connors-Pool says. “They’re just hugging on their teachers. You don’t get that everywhere.” Thanks to Microsoft tools, teachers can now update curriculum, track enrollment, and communicate instantly. “Gone are the days of broken walkie-talkies,” Connors-Pool adds. “Now, if someone needs a break, they just send a quick Teams message.” A Model for the Nation The success of the YMCA Tomorrow Academy has already sparked interest from other YMCAs across the country. “They’re knocking on our door,” says Brown. “We’re still iterating, but the interest is real.” With plans to launch four to five more academies by 2030, the Greater Austin YMCA is focused on placing them in communities with the greatest need. The challenge now is securing funding and building partnerships to scale the model. “It’s a first-of-its-kind for us in Greater Austin,” says CMO Sarah Inbau, “with the potential to scale across Texas—and nationally.” Technology That Feels Like Home At the heart of this transformation is a simple goal: to make families feel supported, safe, and connected. The YMCA Tomorrow Academy is proof that when technology, teamwork, and heart come together, extraordinary things can happen. From chalkboards to cloud-based collaboration, the Greater Austin YMCA is building a future where every child has a place to thrive—and where a child’s joyful “I love it here” is the ultimate measure of success. To learn more about the YMCA Tomorrow Academy and its impact, visit: How a technology overhaul helped the Greater Austin YMCA fill a childcare gap - SourceBuild a Custom CRM in a Weekend Using Microsoft Power Platform
Introduction You don’t need a massive budget or a team of developers to build a Customer Relationship Management (CRM) system. With Microsoft Power Platform, you can create a tailored CRM solution for your organization in just a weekend—no code required. Whether you’re tracking donors, clients, volunteers, or stakeholders, this guide walks you through the process using Power Apps, Dataverse, and Power Automate. Tools You’ll Use Power Apps (Canvas App) Dataverse (or SharePoint Lists if you’re on a tight budget) Power Automate (for workflows) Optional: Power BI for reporting Step-by-Step Guide 1. Define Your Core Entities Think about what you need to track: Contacts, Organizations, Interactions, Opportunities? Create a quick list of fields (e.g., Name, Email, Status, Last Contacted) 2. Set Up Your Dataverse Tables Go to Power Apps > Tables > New Table Create your entities and fields (e.g., Contact table with columns for name, email, and relationship status) 3. Build a Canvas App Use the Power Apps Canvas App from blank Connect it to your Dataverse tables Add screens for: Home/Dashboard Contact list (Gallery) Contact details/edit form Add new contact 4. Automate with Power Automate Example flow: “When a new contact is added, send a welcome email” Add flows for reminders to follow up, or flag inactive contacts Check out this blog for an example power automate flow creation Streamlining Non-Profit Operations with Power Automate Templates (Video Tutorial Included) | Microsoft Community Hub 5. Test and Share Share the app with your team 6. Use Security Roles in Dataverse to Manage Access Once your CRM is ready, you’ll want to control who can view, edit, or manage different parts of the system. That’s where Dataverse security roles come in. Here’s how to set them up: 1. Go to the Power Platform Admin Center Visit https://admin.powerplatform.microsoft.com Select the environment where your CRM lives 2. Open Security Roles Navigate to Environments > [Your Environment] > Settings Under Users + Permissions, click Security roles 3. Create a New Role Click + New role Name it something like CRM_ReadOnly, CRM_Admin, or CRM_Contributor Click Create 4. Set Table Permissions In the role editor, go to the Core Records or Custom Entities tab For each table (e.g., Contacts, Interactions), set permissions: Read = Organization (for full visibility) Create/Edit/Delete = User or None, depending on the role Example: A read-only user would have Read = Organization, and all other permissions set to None 5. Assign the Role to Users Go to Users + Permissions > Users Select the user(s) you want to assign the role to Click Manage roles, check your new role, and click Save 6. Test It Out Have the user log in and confirm they can only access what they’re supposed to Pro Tips: You can assign multiple roles to a user—permissions are cumulative Use Teams in Dataverse to manage access for groups For sensitive fields (like donation amounts), use Field-level security Use Business Rules in Dataverse to add logic without code (e.g., auto-fill fields) Theme the app to match your org’s branding Version it: Save iterations as you go, especially before big changes Final Thoughts This type of solution is ideal for teams that have outgrown spreadsheets but don’t want the cost or complexity of traditional CRM tools. With the Power Platform, you’re in control of the features, experience, and data—and you can iterate fast.SharePoint and Power Apps: Managing Roles and Permissions
One of the key aspects of SharePoint security is managing permissions at the list or item level, which allows you to control who can view or edit the data. This granular control is essential for maintaining the integrity and confidentiality of sensitive information within your organization. By effectively managing permissions, you can ensure that only authorized personnel have access to specific data, thereby reducing the risk of unauthorized access. Whether you choose to restrict access to the entire list for simplicity or use item-level permissions for more advanced scenarios, SharePoint provides the tools you need to keep your data secure. Restrict Access to the Entire SharePoint List This happens in SharePoint itself, not Power Apps. You need to manage permissions at the list or item level: Go to your SharePoint site > Open the List. Click on the gear ⚙️ > List settings. Under Permissions and Management, click Permissions for this list. Stop inheriting permissions (click the ribbon command: Stop Inheriting Permissions). Remove default access groups (like "Members" or "Visitors"). Add a specific SharePoint group or individuals who should have full access —an admin or manager, not end users. End users will only interact with the list through Power Apps — they don’t need direct list access. Please keep in mind that if users need to edit entries, they must have access to the list. Without proper permissions, they won't be able to see or edit the list. The next user permissions option is ideal for users who need to edit their own entries. Use Item-Level Permissions in SharePoint This is only advisable if you can enforce it consistently: Go to List settings > Under Advanced settings. Scroll to Item-level Permissions. Choose: ✅ Read access: Only their own ✅ Create and Edit access: Only their own This works well only if users are submitting forms (e.g., time-off requests) that shouldn’t be visible to others. Prevent Users from Viewing or Editing Power App Code This is configured through Power Apps and Microsoft Admin Center. Limit Who Has Access to Edit the App In Power Apps Studio: Go to File > Share. Remove or do not add users as Co-owners. Instead, share as Users only — give them “Can use” permission. Use Environment Roles (Dataverse or Environment Scope) In the Power Platform Admin Center (https://admin.powerplatform.microsoft.com): Go to Environments > Click your environment > Security roles. Set roles so users: Are not Environment Admins or Makers. Only have User roles in production environments. Summary of What to Check: Task Where Goal Limit list access SharePoint List Settings Prevent users from directly viewing data Use item-level permissions SharePoint Advanced Settings Let users only see/edit their own submissions Limit app editing Power Apps Share Panel Ensure only owners can edit Secure environment roles Power Platform Admin Center Block access to Maker/Admin capabilitiesBuilding a Power App with SharePoint: A Series for Nonprofits
Introduction to the Series ➡️ Next: Building a Power App with SharePoint: An Overview Welcome to our step-by-step series on building a functional Power App connected to a SharePoint List — designed specifically with nonprofits in mind. Whether you're a nonprofit staff member looking to simplify your internal workflows or a tech-savvy volunteer eager to streamline operations, this series is for you. We’ll walk you through creating a simple yet powerful app that helps track records, use filters, and guide users through intuitive navigation — all using low-code Power Platform tools. This app can serve as a foundational template for many nonprofit scenarios like volunteer intake, service tracking, or resource request forms. Each blog post in this series will build on the last, using a SharePoint List as our backend and Power Apps as the frontend. 🎥 Take a Quick Look at the App Want a quick look at the final product before diving into the steps? Watch this short video overview of the custom Power App we built using SharePoint Lists and Power Apps. What We’ll Cover in This Series Here’s what you can expect across the series: Blog 1: Why Power Apps + SharePoint? A Nonprofit-Friendly Overview We’ll explain what SharePoint is, why it’s a powerful tool for storing data, and how it works seamlessly with Power Apps to create simple, low-code solutions for your organization. Blog 2: Building a Power App with SharePoint — Setting Up Your SharePoint List Before jumping into Power Apps, you’ll need a SharePoint List to hold your data. This post walks through how to create a list, configure the right columns, and prepare it to integrate with your app. Blog 3: Creating the Power App — Screens, Forms, and Filters In this final part, we’ll walk you through connecting your list to Power Apps, building the form screen, adding a view screen with filters, and setting up basic navigation to create a clean user experience. Who This Is For This guide is tailored for nonprofit professionals, accidental techies, or small teams trying to make the most of Microsoft 365 tools they already have. You don’t need a development background — just curiosity and a desire to build something helpful! Before You Begin To follow along, you’ll need: Access to Power Apps A SharePoint List you can connect to Basic familiarity with how Microsoft 365 works By the end of this series, you’ll have a working Power App that can be used as-is or adapted to suit your nonprofit’s needs. Let’s get started! 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppEnhancing Nonprofit Operations: Power Apps and Power Automate Integration
Why Nonprofits Should Embrace Power Apps and Power Automate Power Apps and Power Automate are part of Microsoft’s Power Platform, designed to provide robust, scalable, and cost-effective solutions for organizations of all sizes. For nonprofits, these tools present a golden opportunity to customize and automate processes without the need for extensive technical expertise or a hefty budget. Cost-Effective Solutions: Microsoft offers nonprofits significant discounts on its software, including Power Apps and Power Automate, making it a budget-friendly choice. Customizability: Both tools can be tailored to address the unique needs of any nonprofit, whether it’s tracking donors, managing volunteers, or automating grant application workflows. Improved Efficiency: Automating repetitive manual tasks reduces errors and saves time, enabling organizations to focus on what matters most—their mission. Enhanced Collaboration: These tools integrate seamlessly with other Microsoft products like Teams, SharePoint, and Dynamics, making information sharing and teamwork more fluid. "Using Power Apps and Power Automate was a turning point for us. We no longer spend hours manually tracking donations and managing schedules. It’s like gaining an extra team member without the added cost!" – Sarah M., Director of Operations, Helping Hands Foundation A Step-by-Step Guide: Automating Donation Tracking The following guide provides an example of how nonprofits can use Power Apps and Power Automate to enhance their operations effectively. While this guide is a helpful starting point, please note that it may not apply to every situation, as each organization’s needs are unique. Step 1: Define Your Needs Start by identifying what aspects of donation tracking need improvement. Do you want to automate the acknowledgment process? Is it vital to have an updated database of donors in real time? Step 2: Create a Power App Use Power Apps to build a user-friendly form where donors can input their information, such as name, email, and donation amount. Customize the app with your organization’s branding to ensure a professional look. Step 3: Set Up Power Automate Design an automated workflow using Power Automate. For example, configure the flow to: Send a confirmation email to the donor immediately after they submit the form. Update your donor database in SharePoint or Excel. Generate a donation acknowledgment letter for your records. Step 4: Test and Refine Before launching your app and automation workflow, test the system thoroughly to ensure it performs as expected. Make adjustments as necessary to improve functionality and usability. Step 5: Launch and Monitor Roll out your new system and monitor its performance. Use the analytics features in Power Platform to gather insights into donor behavior and workflow efficiency. Unleashing the Potential of Customization No two nonprofits are alike, and Power Apps and Power Automate recognize this by offering unparalleled customization. Whether it’s building a dashboard to track project milestones or creating a workflow to process grant applications, these tools can be adapted to meet your specific needs. Their flexibility ensures that your nonprofit can evolve and innovate as your organization grows. Impact Beyond Efficiency The benefits of these tools extend beyond operational efficiency. By automating routine tasks, organizations can allocate their saved time and resources to programs that directly impact the communities they serve. Power Apps and Power Automate empower nonprofits to operate more strategically, making every dollar and minute count. Call to Action Are you ready to take your nonprofit operations to the next level? Explore the endless possibilities of Power Apps and Power Automate today. Begin with a small project like donation tracking or volunteer management and experience the transformative impact firsthand. For guidance, check out Brandon Antoine's blog about getting started with Power Apps and Streamlining Non-Profit Operations with Power Automate Templates (Video Tutorial Included) | Microsoft Community Hub To deepen your understanding further, visit Microsoft’s Power Platform Overview and their Nonprofit Offerings to access resources designed specifically for your organization’s needs. Your mission is too important to be bogged down by inefficiencies. Leverage technology, embrace innovation, and let your nonprofit shine brighter than ever!Enhancing Nonprofit Collaboration with SharePoint (Part 2)
Welcome back to our series on SharePoint for nonprofits! In Part 1, we explored how hub sites and nested pages help nonprofits build a centralized, structured intranet that supports internal communication and content organization. In this post, we’ll look at more SharePoint tools that help your team stay informed, manage data efficiently, and automate internal processes—ultimately improving collaboration across your entire nonprofit. Communication Sites: Keeping Your Organization Informed Communication sites in SharePoint serve as internal news hubs, ensuring that employees, volunteers, and board members stay informed. Key Features of Communication Sites: Company Announcements: Share news, updates, and newsletters with the entire organization. Event Calendars: Provide visibility into upcoming meetings, fundraising events, and training sessions. Resource Libraries: Store essential documents such as grant templates, donor reports, and legal policies in an easily accessible format. Mobile Accessibility: Team members can stay connected from anywhere with SharePoint’s mobile-friendly experience SharePoint Lists and Libraries: More Than Just Storage Beyond document management, SharePoint Lists and Libraries function as powerful databases that help nonprofits track critical information such as donor records, volunteer registrations, and grant applications. Key Benefits: Customizable Views: Sort and filter data based on specific needs. Integration with Power Automate: Automate workflows such as volunteer onboarding or approval processes. Version Control: Keep track of document changes and prevent data loss. 💡 Example: Use a SharePoint list to track grant applications with custom columns for deadline, status, and reviewer. Combine it with Power Automate to notify reviewers when new applications are submitted. Customizing SharePoint with Power Platform For nonprofits looking to further enhance SharePoint’s capabilities, integrating with Microsoft Power Platform provides automation and customization options. Power Automate: Automate processes like approval workflows and email notifications. Power Apps: Create custom apps to manage program applications or volunteer registrations. Power BI: Generate reports from SharePoint data to gain insights into fundraising or program impact. Real-World Example: Hampton HR Ticketing System One nonprofit, Hampton University Proton Therapy Institute, implemented a SharePoint-based HR ticketing system to streamline employee requests such as benefits inquiries, payroll issues, and policy clarifications. Using a custom-built Power App connected to a SharePoint list, employees could submit tickets through a user-friendly interface. HR staff managed these tickets via the SharePoint List - utilizing custom views, drop downs, and shareable links per case entry for collaboration across the HR team. The Power App-SharePoint Customization has the ability to run automated workflows powered by Power Automate for notifications and escalations. The system was also designed to integrate with Power BI, enabling the HR team to generate real-time reports on ticket trends, resolution times, and team performance—all without leaving the Microsoft ecosystem Explore the Blog Series for a Step-by-Step Guide to Building a Power App from a SharePoint List Conclusion: Bringing It All Together With the right tools in place, SharePoint can be a nonprofit’s digital backbone—supporting everything from document sharing to cross-team collaboration and real-time reporting. By implementing: Hub sites for unified structure Communication sites for internal news Lists & libraries for managing operations Power Platform tools for automation and insight ...your nonprofit can drive transparency, save time, and stay mission-focused. 🔗 Check Out These Links to Learn More Introduction to SharePoint Communication Sites Lists in Microsoft 365 Power Automate for SharePoint Build Power Apps with SharePoint Data Visualize SharePoint Data with Power BIIntegrating Power Apps with Power BI for Nonprofits
Benefits of Integrating Power Apps with Power BI for Nonprofits Power Apps and Power BI, both part of Microsoft's Power Platform, provide a dynamic duo of tools that can significantly enhance nonprofit operations. Here are the key benefits: Enhanced Decision-Making: With Power BI's robust data visualization capabilities, nonprofits can create interactive dashboards that provide real-time insights into fundraising efforts, volunteer engagement, or program outcomes. These insights empower organizations to make data-driven decisions. Streamlined Processes: By integrating Power Apps with Power BI, nonprofits can create custom apps that interact with their Power BI dashboards. For example, a volunteer coordinator could use a Power App to update volunteer hours, and the changes would immediately reflect in a Power BI dashboard. Cost Efficiency: Power Apps allows nonprofits to build tailored solutions without expensive software development, while Power BI offers affordable data analytics tools, often with nonprofit-specific pricing from Microsoft. Increased Collaboration: Teams can access the same data and applications, fostering better collaboration across departments and ensuring alignment with organizational goals. Scalability: These tools can grow with the organization, whether it's a small local nonprofit or a large international NGO. Best Practices for Successful Implementation To ensure a smooth and effective integration of Power Apps and Power BI, nonprofits should consider the following best practices: Define Clear Goals: Identify specific problems you want to solve or questions you want to answer with the integration. Engage Stakeholders: Involve team members from different departments to ensure the tools meet diverse needs and foster organization-wide buy-in. Start Small: Begin with a pilot project to explore the tools' capabilities and refine your approach before scaling up. Invest in Training: Provide staff with training on Power Apps and Power BI to maximize their potential and ensure user adoption. Leverage Existing Templates: Microsoft offers pre-built templates for Power Apps and Power BI that can save time and effort. Ensure Data Security: Use Microsoft’s built-in security features to protect sensitive data, especially when dealing with donor and volunteer information. Step-by-Step Guide: Using Power Apps and Power BI for Volunteer Tracking This guide is specifically designed to help nonprofits streamline volunteer hour tracking using Power Apps and Power BI. While the focus here is on volunteer management, these tools offer immense flexibility and can be adapted for numerous other purposes, such as donor engagement, program monitoring, and resource allocation. Step 1: Identify Your Needs Consider the challenge your nonprofit faces—in this case, the need to efficiently track volunteer hours. Your goal is to implement a system where volunteers can log their hours easily, and management can access real-time data for better decision-making. Step 2: Create a Data Source Set up a dependable database using Microsoft Excel, SharePoint, or Dataverse to store volunteer information, including names, event details, and hours logged. Ensure the data structure is clear and adaptable for future scaling. Step 3: Build a Power App With Power Apps, design an intuitive mobile app where volunteers can log their hours effortlessly. Include essential fields like volunteer name, event name, hours worked, and any notes. Step 4: Connect Power BI Integrate your data source with Power BI to create a dynamic dashboard. Use visuals to display total hours, participation by event, and trends over time, enabling your team to monitor engagement and improve planning. Step 5: Integrate the App with the Dashboard Ensure the Power App syncs seamlessly with your Power BI dashboard so that updates made in the app are automatically reflected in your analytics. Step 6: Test and Deploy Run a pilot with a small group of volunteers to test the app and dashboard. Collect feedback to refine the system before rolling it out to your entire organization. Step 7: Continual Improvement Regularly review how the app and dashboard are being utilized. Use feedback and evolving needs to refine the tools, ensuring they remain effective and user-friendly over time. Remember, the integration of Power Apps and Power BI isn’t limited to volunteer tracking. Nonprofits can use these powerful tools for various other applications, such as enhancing donor engagement, tracking program outcomes, and optimizing resource management. The versatility of these platforms makes them a valuable asset for any mission. Conclusion: Take the First Step Today Integrating Power Apps and Power BI can be a game-changer for nonprofit organizations, offering a cost-effective way to streamline processes, enhance decision-making, and deepen engagement with stakeholders. We invite you to explore these tools and discover how they can benefit your mission. Start small, experiment, and share your success stories with the nonprofit community. Together, we can leverage technology to create a greater impact. References and Resources Microsoft Power Platform Overview Power Apps Templates for Nonprofits Power BI Tutorials and Documentation Microsoft Tech for Social Impact Resources For more inspiration and support, join the nonprofit tech community and share your experiences.Building a Power App with SharePoint: An Overview
➡️ Next: Setting Up Your SharePoint List Welcome to the first blog in our series walking nonprofit teams through understanding how to build a Power App using SharePoint as the backend. In the Series Introduction blog, we covered what you can expect to learn throughout this journey — from setting up SharePoint lists to customizing your Power App and beyond. If you haven’t read that yet, I recommend starting there to get a full picture of the series and its goals. Whether you're trying to replace spreadsheets, streamline internal processes, or create a lightweight application that works seamlessly within your Microsoft 365 environment — this guide is for you. We’ll break everything down step-by-step in a way that’s accessible to those without a developer background, focusing on real-world nonprofit scenarios. This first post will give you an overview of why Power Apps + SharePoint is a smart combination for nonprofits, some of the things to watch out for, and what to expect in the rest of this series. Why Use SharePoint and Power Apps Together? There are many no-code and low-code tools out there, but for nonprofits already using Microsoft 365, this combo has some big advantages. 💰 Cost and Licensing Advantages If your nonprofit already has Microsoft 365 through a donation or nonprofit license, you likely already have everything you need to get started: SharePoint Online is included with most Microsoft 365 nonprofit plans. Power Apps for Microsoft 365 allows you to build canvas apps that connect to SharePoint Lists without needing premium Power Apps licenses. This means you can often build simple internal tools — like intake forms, event trackers, request systems, or contact databases — without paying extra for software. 🔗 Deep Microsoft 365 Integration Power Apps and SharePoint are both Microsoft products, which means they work beautifully together out of the box. Some examples: Your app can use Azure AD login to show users only their data. SharePoint security settings can control who can read or edit what. You can embed your Power App directly on a SharePoint page or Teams tab. Files, calendars, and Outlook-based automation (via Power Automate) are all easily connected. This makes it much easier to deploy tools within your existing ecosystem. 🔐 Easy Permission Control for Non-Technical Users SharePoint permissions are very customizable, yet easy to manage once you get the hang of it. For example: You can create a SharePoint List where staff can submit requests but not edit each other’s. Supervisors can get extra edit/view access — without editing Power App settings directly. You don’t need IT staff to control who sees what — just basic SharePoint admin know-how. This lets your team manage sensitive data access without complicated role-based systems. 🧱 Simple List Structure with Room to Grow SharePoint Lists are essentially Excel spreadsheets with superpowers. They give you: Columns for different data types (text, dropdowns, people fields, dates, etc.) Built-in version history Attachments Easy filtering and sorting Views for different user roles or purposes And while they’re simple to set up, you can scale them up over time — connecting them to automation (Power Automate), dashboards (Power BI), and more. Common Pitfalls and When Not to Use SharePoint This combination isn’t perfect for every use case. Here are a few things to watch out for: Complex relational data? SharePoint Lists don’t work well for apps with deeply connected tables like you’d see in a CRM. Dataverse is better for those. High-volume apps? SharePoint Lists have a 5,000-item view threshold and slower performance at scale. Consider performance and filtering strategies. Need for public access? SharePoint + Power Apps is great for internal tools. If your audience is external (like a volunteer signup form for the public), you’ll need a different approach. Mobile limitations? Power Apps can be mobile-friendly, but design carefully — SharePoint-connected apps often need tweaking for mobile usability. Watch for delegation warnings. SharePoint has limitations when it comes to how Power Apps can filter, sort, or retrieve large datasets (called “delegation limits”). For most simple apps, this won’t be a problem — but it’s good to design with it in mind. We’ll touch on this later in the series. Still, for internal tools used by staff or trusted volunteers, this setup offers an unmatched combination of power and affordability. What’s Next in This Series? In the next post, we’ll begin building your app by setting up your SharePoint List. That list will serve as your app’s “database,” and how you structure it upfront will shape what’s possible later on. Here’s a sneak peek at what’s ahead: Upcoming blogs: 🗂 Creating Your SharePoint List – how to structure your list for Power Apps 🧩 Building the App with Power Apps – connecting your list and designing the layout ⚙️ Permissions & Publishing – controlling access and rolling it out to users Each blog will include screenshots, plain-language tips, and walkthroughs that align with the accompanying video series — which we’ll link to as it’s released. Final Thoughts Power Apps + SharePoint offers a low-cost, scalable, secure way to build apps that work for your nonprofit team — especially if you’re already in the Microsoft ecosystem. Even if you’ve never built an app before, this series will help you get from idea to launch, one step at a time. Let’s build together! 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppBuilding a Power App with SharePoint: Setting Up Your SharePoint List
⬅️ Previous: An Overview of the SharePoint/PowerApps Combination ➡️ Next: Building Your Power App What We’ll Cover Creating a SharePoint list from scratch Choosing column types to match your data needs Setting up lookup columns and choice fields Best practices for organizing and naming columns Preparing your list for integration with Power Apps Creating Your SharePoint List Log in to SharePoint: Navigate to your SharePoint site. SharePoint can also be accessed via m365.cloud.microsoft, signing into your account and then clicking in the upper left corner of the window, select App launcher > SharePoint. (If not in left corner please look for “Apps”) Create a List: Go to the site contents and select "New"> "List". --> 3.Start a New List: Click “New List” and choose a blank list or template. If you have an existing excel or CSV file with columns you have already written, you can also import as well. First choose import from excel Then select a file on the SharePoint site or Upload a file 3. If you have multiple sheets in the file, you can select the table or sheet and choose the column type for each column. Choosing the Right Column Types Below, see the list of options when you are importing from ESV or CSV. Each column in your SharePoint list stores a different type of data. Choosing the right type helps your app work efficiently. Common column types include: Single line of text: For short text entries (names, titles). Multiple lines of text: For longer notes or descriptions. Choice: Predefined options for consistent data entry (e.g., status: Active, Inactive). Number: For numerical data (e.g., quantity, age). Date and time: For dates such as event dates or registration timestamps. Lookup: To reference data from another SharePoint list. Make sure to match your columns to the data you’ll collect. 4. Name Your List: Give your list a name (e.g., "Employee Directory"). 5. Add Columns: Add the necessary columns to your list (e.g., Name, Email, Department). If you imported from a file, feel free to add any more columns you may have needed or adjust the column types by clicking on the Column – Column Settings-Edit. Option B for Step 1: Using Microsoft Lists Open Microsoft Lists: Go to Microsoft Lists or access it via the Microsoft 365 app launcher. 2. Start a New List: Click “New List” and choose a blank list or template. 3. Configure the List: Name your list (e.g., "Employee Directory"). Select the desired color and icon if you wish. Choose whether to save it to My lists (private) or a SharePoint site (team-based). 4. Add Columns: Add custom columns such as Name, Email, Department, etc. Note: Whether you create your list in SharePoint or Microsoft Lists, it can be connected to PowerApps the same way in the next step. Tip: When starting from a SharePoint List that has no data, it is helpful to add one line of test data to see how the fields populate within the Power App. Take the time to add an entry before we begin to create the app. Best Practices for Organizing Your List Use clear and consistent column names (avoid spaces or special characters when possible). Keep your list structure simple—complex relationships can be handled later in Power Apps or Power Automate. Limit the number of columns to only those you need to keep performance smooth. Add columns for auditing if needed, such as “Created By” and “Modified Date.” These can be system generated following the steps below: Click on Add Column-Show or hide columns-Select Column-Apply Preparing Your List for Power Apps Once your SharePoint list is ready: Double-check your columns and data types. Add some sample data to test with later. Avoid complex calculated columns that Power Apps might not support fully. Ensure you have proper permissions to connect the list to Power Apps Conclusion Your SharePoint list is the foundation of your Power App. Taking time to set it up thoughtfully will save you time and headaches down the road, making your app more reliable and user-friendly. In our next blog, we’ll jump into Power Apps Studio to connect your SharePoint list and start building your app interface. Stay tuned! Additional information: Setting Up Views Views help you filter and organize your list data directly in SharePoint. Setting up a custom view lets users see just the data relevant to them. Create views based on common filters (e.g., “Pending Approvals” or “Active Volunteers”) Set a default view that makes sense for most users In this example application, I will create an HR view that displays the fields the HR team will manage first in the list. To add a view, click on + Add View on the top right of the list Best Practices for SharePoint Lists with Power Apps Keep your list simple and clean for better app performance Limit choice columns to fewer than 20 options for usability Avoid using complex column types that don’t work well with Power Apps Regularly maintain and clean your list data to prevent errors Plan your list structure early to avoid major changes later 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power AppBuilding a Power App with SharePoint: Connecting and Customizing the App for an HR Use Case
[⬅️Previous Blog] Setting Up Your SharePoint List You're reading the last of the series, Blog 4 Building Your Power App Now that you’ve set up your SharePoint List — the foundation for your app’s data — it’s time to bring your HR app to life using Microsoft Power Apps. In this blog, we’ll walk step-by-step through how to: Connect your Power App to the SharePoint list, Customize the forms and layout, Configure how users interact with the app, And apply basic rules that enhance the functionality of your HR or other adopted solution Whether you're a nonprofit looking to simplify HR tracking or a team supporting digital transformation with no-code tools, these Power Apps steps will help you build an easy-to-use app your staff can rely on. By the end, you’ll have a working Power App connected to SharePoint, ready for testing. Integrate the List into PowerApps Open PowerApps: Sign in to PowerApps via make.powerapps.com Ensure you are creating the app in the appropriate “Environment” on the top right corner, if you organization is using multiple for different purposes or departments Create an App: Select "Create an app" and choose "Start with data.” Choose “Connect external data” Choose a data set to start Select “From SharePoint” There are 3 ways in which you can connect to the list. Enter the URL of your SharePoint site and select the list you created. Search the Name of the SharePoint Site the list was created within, then select the list name Enter the URL of the List site where it says Enter SharePoint URL, and click connect I will use option 3 and copy the URL link to my SharePoint list (the web address listed when you are on your SharePoint List site), and copy it into the “Enter SharePoint URL” Click Connect if you copied the URL using option 1 or 3 Click Create App Once list is selected 6. Create the App: PowerApps will generate a default app with one screen that includes a container and two sub containers (listing the items in the list if you added one, and the body sub container has the fields in your list) 7. Save the application (warning) Using the save button in the upper right corner and give your app a name. If you do not save right away, after the screen is idle for some time you will have to start over. Ensure the auto save setting is on within Settings->General. Once you have clicked the save it will continue to auto save changes Customize the App Design the App: Use the PowerApps Studio to customize the layout and design of your app. Add Controls: Add controls such as text boxes, buttons, and galleries to display and interact with your data. Set Up Navigation: Configure navigation between screens using buttons and actions. Test the App: Test the app to ensure it functions as expected. Example Customizations Let’s take you through some example configurations based on theme of the HR Employee Ticketing App Here is the app, as finished from the steps above Please note the yellow warning icon is Power Apps warning for the search feature, and that the formula might not work correctly with large data. If you are planning to have over 500 records, there is still a way to use this app and an alternative search function if needed. Follow these articles for more information. Understand delegation in a canvas app - Power Apps | Microsoft Learn Connect to SharePoint from a canvas app - Power Apps | Microsoft Learn Deleting Controls For this app I do not want employees to be able to delete records, so I will remove the delete icon and delete confirm dialog container that was auto created. (see highlights in picture above) Right Click on “DeleteIconButton” then click “Delete” on the Pop-up dialog Add a Display Icon When the employees sign in, I want their profile picture (if uploaded into the directory) to show on the right-hand side Select the Table Name Container, as I want it to be inserted at the top Click Insert on the top of the screen Search for Avatar (or find Display, and scroll), the image well then insert at the top Removing fields from PowerApps View Sometimes, there may be a list or other data that you may not need to be shown in the Power App. Below shows what you can do to remove those (only from the App). Click on the component that is bringing in the data, in this example it is a Form in the MainContainer Then scroll down to the field you want to remove, by simply right clicking on the field i.e., “Priority Level” and click Delete Second Option to Remove Fields There is also the option to hover over the area, and the distinct options will show, choose “Fields” Third Option to Remove Fields Lastly, you can also use the Properties panel on the right side of the screen. This Property Panel is where many other items can be controlled, like size of text, height, and spacing of columns. To remove the field In Properties select Edit Fields -> Find Field to remove from app -> Right Click -> Click on the ellipses->Select Remove ---> ---> Tip: Please note that you can also use this view of the fields properties to drag fields in the order of which you would like (not just the move up and move down arrows shown). In this example, I removed fields that only HR Administrators will use to manage HR cases that come through the application. This way we have employee facing fields and HR only fields. Editing Galleries Layout If you are using a Gallery within your application, you can change the layout that is automatically added. Click on the gallery In the Properties pane, find the Layout subsection. Click on the drop-down arrow to change to the layout you would like If your data includes images, you can choose the option that shows the results with an image icon --> For this application I will keep the Title, subtitle, and body option Gallery Items If you also want to edit the items shown in the gallery, you can click on the Title, subtitle, or body and change the text Formula used. Performing this will update it for all the items shown in the gallery. ---> Click on the item in the gallery, or find the Gallery in the left-hand menu, and select Title, subtitle, or body Once selected the formula bar on the top of the screen, should change to the text property Update the formula to ThisItem.’DataColumnName’ The updates I have made were from First Name, Last Name, and blank to: ThisItem.Created ThisItem.Description ThisItem.'HR Category'.Value Searching in Galleries Once your gallery display items have been updated, you have a search field that now may also be updated depending on how the users will search entries. This example below will only go over searching text values. Click on the Gallery Name in the Screens left hand menu The Items property should pop up with the search equation used. Change the search values – to do this remove or add items after the SearchInput1.Text Value (that is if your icon is labeled as such) see image below Search([@'Import HR Employee App'], SearchInput1.Text, field_1,'Description') “Import HR Employee App – is the Datasource “SearchInput1” - is the search box where items users will type/search “Field_1” or ‘Description’ - are the fields chosen to search from this specific data source Change the items after “SearchInput1.Text,” separating each by a comma. Adding a Screen/Form We are now going to create a form that the user will use to submit a case to the HR team. Click New Screen Choose Blank option Rename screen by click on the “...” ellipses, choose Rename Click Insert -> Search Form -> Select Form or Edit Form Choose Data Source A screen will appear to allow you to select your data source, which will be the same as the gallery in this option and managed by the HR team through the SharePoint List. Below is an image of the Form inserted Remove fields The form that is inserted will bring in fields automatically, utilize the steps in the “Removing fields from PowerApps View” to remove the fields that the employee should not see or fill out Adding Fields Lets add fields that may not be auto added during creation. Utilizing the Properties Pane-> Edit Fields-> Add Field It is here you can multi-select fields for your form Default Mode – change the default mode from edit to new in the properties pane Properties the right pane shows that you perform a variety of changes Edit Fields Change amount of columns Display field name – change whether the layout is vertically on top or to the side of the field Size/Position - change the sizing of the form and position Color – edit the color Border – add a border to the outside of the form Pulling In User Data For this app I want the user information to automatically pull in from the user profile, to prevent type errors. Ensure that you have connected the “Office365Users” data source for user profiles to pull into the app. Below are the formulas I have used: First Name = First(Split(User().FullName, " ")).Value Last Name = Last(Split(User().FullName, " ")).Value Email Address = User().Email Employee ID = Office365Users.MyProfileV2().id Viewable only Fields If there is a need for any of your form fields to be viewable only, in the Properties Pane when the DataCard Value for that field is selected, change the DisplayMode to: DisplayMode.View Note you first must unlock the card to make changes Adding Controls Let us now add a cancel and save button for employees to be able to submit the form or clear the form. Click Insert-> Select Button (For this step, I will perform twice to insert two buttons) Drag the button to the preferred location on the screen Tip Rename the buttons in the Tree View; this helps when looking at the screen left navigation and knowing which button is which Edit the display name for the user using the properties pane If your properties pane does not show click on the icon in the top navigation next to the editing icon, see image below Icon – there is also the ability to change the icon, select which icon makes the most sense for the action you would like the button to perform. The “Layout” property also allows you to have only the icon show, or both icon and text Button Formulas Cancel/Clear the formula for the “OnSelect” Property of the button, and type “ResetForm(NameofFormUsedinTreeView)’ For this app it will be ResetForm(EmployeeFormScreen) If you have a screen you would like to send the user back to, after clicking cancel add; Navigate(MainScreen1) --> Final formula combined would be ResetForm(EmployeeForm);Navigate(MainScreen1) Save – Onselect – SubmitForm(EmployeeForm) Successfully Submitting a Form Click on your Form in the Tree View “EmployeeForm” in this app Find the OnSuccess property Type ResetForm(EmployeeForm);Navigate(MainScreen1) in the formula bar Exit Button For this app I have also added an Exit Button to the Gallery Screen, and added an icon OnSelect fx = Exit() Navigate to the App in the left-hand Tree View and look at the options in Properties Menu on the right-hand side, that says Confirm Exit Turn off if you would like the system to confirm before the user exits Confirm exit message – type in a message you would want the user to see ---> Step 4: Save and Publish the App Although saving, and the auto save setting was explored, in the event this was not utilized let's save and publish! Save the App: Select the Save icon in the upper-right corner and give your app a name. Publish: the app to make it available to your organization. Share the App: Share the app with your team members and assign appropriate permissions. Conclusion Creating a Power App from a SharePoint list is a powerful way to leverage your existing data and create custom applications that meet your organization's needs. By following the steps outlined in this guide, you can build an app that improves efficiency, enhances collaboration, and provides valuable insights. Start exploring the possibilities of PowerApps and SharePoint today! Additional Resources Add and configure controls in canvas apps - Power Apps | Microsoft Learn Understand delegation in a canvas app - Power Apps | Microsoft Learn Connect to SharePoint from a canvas app - Power Apps | Microsoft Learn Congratulations! You’ve now walked through the full process of building a Power App that connects directly to your SharePoint List. From selecting the correct data source to customizing fields, adding logic, and polishing your interface — your app is now functional and ready to test with real users. Before you go live, make sure to: Review your SharePoint permissions so employees only see their own data, Confirm Power App users only have “Can use” access and not edit privileges, And walk through your app to catch any last usability tweaks. 📚 Explore the Series Series Introduction An Overview of the SharePoint/PowerApps Combination Setting Up Your SharePoint List Building Your Power App
