Microsoft Planner & Automate: The Perfect Duo
Power Automate & Planner In a world of ever-increasing deadlines, content management, or a campaign for outreach. Sending emails tracking Todo's and keeping track of deliverables can be a daunting task. In a previous blog we talked about Microsoft Loop, a great tool for real-time collaboration and project management. Planner’s ease of use and intuitive design gives you many ways to view your project called a plan. You can build it from scratch or use many of the templates for the most relevant scenario. Power Automate is a cloud-based platform that allows you to run, schedule and create your own automated workflows. This can be very helpful if you need to see reminders, emails, notifications, and much more. Power Automate works seamlessly with Microsoft and third-party applications. Some flows are very easy to use. We will follow a scenario to learn how we can use a scheduled flow. Scenario An editor at Contoso. is responsible for managing the publication of blog posts. To streamline the process, they use Microsoft Planner to track the progress of each blog post and Power Automate to send scheduled summary emails. Creating The Planner Board Navigate to Microsoft 365 login at https://m365.cloud.microsoft.com. Sign in with your user credentials and authenticate with the Microsoft Authentication App. While you are signed in, navigate to the top-left corner of the App launcher (Grid icon), then select the planner app or use the search bar by typing “Planner.” Navigate to the bottom-left corner of the screen and click “New plan” then select “Basic.” The editor creates a new plan in Microsoft Planner called "Marketing Blog" or whatever you would like. Select the desired group from the dropdown menu, then click "Save" button. In the top left-hand menu, select "board" for the kanban view. Create buckets for different stages of the publication process by typing in the "Add a new bucket" area. Create the following buckets. "Backlog," "Final Draft," "Review," and "Published." Each blog post is added as a task in the relevant bucket. For example, a new blog post idea is added to the "Final Draft" bucket. Tasks to Accomplish Now that we have created the planner, let's assume the role of the editor. The editor must closely monitor the blog editorial calendar, which is represented by our Planner board. To streamline the process of tracking outstanding items and blockers, the editor should receive a scheduled summary of each bucket we have created. The editor will need to perform the following tasks The editor assigns tasks to team members responsible for drafting, editing, and reviewing the blog posts. The editor regularly updates the status of each task, moving them to the appropriate bucket as they progress through the stages. Lastly, the editor will receive a summary every Monday at 9:00 AM before the teams Morning standup meeting. You can tailor the time to your needs. Using Power Automate for Scheduled Summary Emails You can access Power Automate from the Microsoft 365 App Launcher, or directly by going to https://make.powerautomate.com/enviroments. Once you’re logged in: Click “Templates” on the left-hand panel. In the search bar above, type “Create a daily summary of Planner tasks by bucket.” Click on the corresponding card. The editor sets up a Power Automate flow to send a weekly summary email to the team. They create a scheduled cloud flow in Power Automate, specifying the start date, time, and frequency (e.g., every Monday at 9:00 AM). Scroll to the bottom of the page and sign into your “Planner” and “Office 365 Outlook” account then press the “continue” button. In the top tab click on the “Reoccurrence” card. Add the following information “Interval,” “Frequency,” “Time zone,” and “Start time.” For the time portion please use military time and the (Year-Month- 24T- 00:00) change the relevant time. Next add the “List buckets” by clicking on the corresponding card and entering the plan you created under “Parameters,” PlanId “Marketing Blog.” Next add the “List Tasks” add the PlanId again under the parameters. Then add your username or email address to the last card “Send an email.” Lastly save your flow. Testing the Flow It is recommended that you first test your flow. This is beneficial to flag any issues and the process and see how best to troubleshoot the flow. Note: Trigger: The event that starts automation. Actions: What happens after the trigger (e.g., creating or updating a Planner task). Next, click on the top-right ribbon and select the test button. You will see two options. However, the automatically test will be greyed out because there is no initial test. Click “Manually.” The flow is now listening for a trigger to perform an action. Just like the one we set up. Go to your Outlook email and see if you received the email. It may take some time to run. However, if an issue has occurred see if there is an issue with the flow. If the flow was successful, you should see an email like the one below. The Reviewing and Collaborating The editor reviews the summary email to ensure all tasks are on track and deadlines are met. They use the summary to identify any bottlenecks or tasks that require additional resources. The editor collaborates with the team to address any issues and ensure a smooth publication process. In Conclusion Automating tasks in Microsoft Planner with Power Automate can significantly reduce manual overhead and enhance team productivity. By leveraging triggers, conditions, and planned actions, you ensure tasks are created, tracked, and completed more efficiently. Whether it’s converting emails into tasks, updating task statuses, or sending reminders for approaching deadlines, harnessing the power of automation in Planner can transform the way you manage work. Hyperlinks Microsoft Planner for admins - Microsoft Planner | Microsoft Learn Templates | Microsoft Power Platform Power Automate Documentation Planner Templates on Power AutomateBuild 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 capabilitiesAutomate the Busywork: How Nonprofits Can Use Power Automate to Extract and Process Form Data
Didn't read the first blog? Check it out here ➡️ Streamlining Non-Profit Operations with Power Automate Templates (Video Tutorial Included) | Microsoft Community Hub You’ve scanned the forms. You’ve saved the PDFs. Now what? For many nonprofits, getting data from documents into a system—whether it’s SharePoint, Excel, or your CRM—is a time-consuming, manual process. But it doesn’t have to be. With Power Automate, you can automatically trigger a workflow every time a form is uploaded, extract key data, and send it exactly where it needs to go. Whether you’re using Azure Document Intelligence to read the forms or just need to automate your document workflow, Power Automate is your nonprofit’s new best friend. 🧩 What Is Power Automate? Power Automate (formerly Microsoft Flow) is Microsoft’s automation tool that lets you create workflows between your apps and services—without writing code. For nonprofits, that might mean: Creating a task every time a form is submitted Saving form responses to SharePoint Sending an automatic email to a volunteer when their application is received Extracting data from a PDF and sending it to Excel or Dataverse You can do all of that—and more—with just a few clicks. 🔄 Scenario: Process Volunteer Application Forms Automatically Let’s walk through an example: a nonprofit receives scanned PDFs of volunteer forms in a shared folder. They want to extract the name, email, and interests from each form and add it to a SharePoint list. We’ll assume they’ve already trained a custom model in Azure Document Intelligence. Here’s how to build the flow in Power Automate. 🛠️ Step-by-Step: Automate Your Form Workflow with Power Automate Step 1: Set Up Your SharePoint List Go to SharePoint and create a new Custom List. Add the following columns: Name (Single line of text) Email (Single line of text) ProgramInterest (Choice or text) This is where your extracted form data will land. Step 2: Create a New Flow in Power Automate Go to Power Automate. Click Create > Automated cloud flow. Give it a name like Process Volunteer Forms. Choose the trigger: When a file is created in a folder (OneDrive or SharePoint). Step 3: Add the Azure Document Intelligence Connector Click + New Step > Search for Form Recognizer or Document Intelligence. Choose Analyze form (or Analyze with custom model if you trained one). Paste in your endpoint and API key (from the Azure portal). Choose: The model ID you trained (e.g., VolunteerForms) The URL of the uploaded file Step 4: Parse the Response Add a Parse JSON step. Use the sample output from your Document Intelligence model to generate the schema. Pull out fields like Name, Email, ProgramInterest. Step 5: Create the SharePoint Item Add a step: Create item in SharePoint. Point to your list and map the extracted fields to the appropriate columns. Check out this blog for more ideas on creating a flow Automate Your External Data Collection: Power Automate and Microsoft Forms | Microsoft Community Hub take a look at the video below for a visual walkthrough on a similar example Optional: Send a Confirmation Email Add an Outlook step: Send an email (V2). Address it to the email you extracted. Add a friendly message confirming the application was received. ✅ Bonus Scenarios for Nonprofits 🧾 Invoice Processing: Upload scanned invoices, extract amounts and vendors, and add to a tracking system. Check out this blog to see how Streamlining Invoice Processing for Nonprofits with Power Automate | Microsoft Community Hub 📝 Intake Forms: Convert handwritten client intake forms into CRM entries. 📥 Survey Collection: Process paper-based surveys and feed results into Power BI. 💵 Is It Free? Power Automate has a free tier and many flows work with the services nonprofits already use (like SharePoint, Outlook, OneDrive). More advanced features (like premium connectors) can be covered using your Microsoft Cloud for Nonprofit credits or licensing grants. 📊 Connect the Dots with Power Platform Power Automate is even more powerful when combined with: Power Apps (to build simple apps for your team) Power BI (to visualize the data you're collecting) Azure AI (for intelligent document reading, translation, and more) Final Thoughts If your nonprofit is still manually entering data from forms, you’re leaving time and resources on the table. Power Automate empowers anyone—regardless of tech background—to build workflows that save time, reduce errors, and let your team focus on what really matters: your mission. Let the machines do the busywork. You’ve got better things to do.Building 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!Streamlining Non-Profit Operations with Power Automate Templates (Video Tutorial Included)
Power Automate is a powerful tool that helps automate repetitive tasks and workflows, allowing non-profits to focus more on their mission. Benefits of Power Automate Time-Saving: Automate daily operations to save valuable time. Error Reduction: Minimize errors in routine tasks. Enhanced Efficiency: Allow staff to focus on strategic activities. Consistency and Accuracy: Maintain uniformity in processes. Exploring Power Automate Templates To get started, navigate to make.powerautomate.com. Scroll down to find various templates that can help you automate tasks without starting from scratch. Types of Templates Instant: Triggered manually. Automatic: Triggered by specific events. Scheduled: Runs at designated times. Templates for Remote Work For teams working remotely, Power Automate offers templates to improve collaboration and workflow. Explore these templates to streamline your remote operations. Data Collection and Email Templates Data Collection: Automate data collection and task creation based on collected data. Email Templates: Automate sending emails to donors or volunteers. One commonly used template allows you to send a thank-you email to volunteers who sign up for events. Instead of manually sending emails, Power Automate can handle this for you. Step-by-Step Guide to Using a Template Select a Template: Choose a template that fits your needs. Connect Accounts: Ensure your Microsoft 365 license is active. Select the Form: Choose the form you created in Microsoft Forms. Customize the Email: Modify the subject line and body of the email. Test the Flow: Validate and test the flow to ensure it works correctly. Example: Thank-You Email for Volunteers Select the Form: Choose your volunteer registration form. Customize the Email: Add a personalized subject and body. Test and Validate: Ensure the flow runs successfully. Once the flow is set up, it will automatically send a thank-you email to volunteers who register for events, saving you time and ensuring consistency. Conclusion Thank you for joining us today! We've explored how to use Power Automate templates to streamline non-profit operations. For more creative content, follow us on Tech Community. Have a great day!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 App
