Building a Simple Test Drive Booking System with Microsoft Forms, Power Automate, and SharePoint
- Sivakumar K
- Sep 30, 2025
- 3 min read
Scenario: Digital Test Drive Booking System
Think of a car showroom that wants to simplify how customers book a test drive. Instead of relying on phone calls or paper forms, they decided to create a digital system where customers can:
Submit a booking request online,
Have their information stored securely,
Receive reminders before the scheduled test drive, and
Get follow-up communication after the visit.
By using Microsoft Forms, Power Automate Cloud Flows, and SharePoint, the showroom can achieve all of this in a simple, low-code way.
Let’s now see how we can build this step by step.
Step 1: Create a Microsoft Form
The first step is to design a Microsoft Form that will capture all the necessary details from the customer when they request a test drive.
Your form should include three key sections:
Customer Information
Full Name
Email Address
Mobile Number
Vehicle Information
Preferred Car Model
Variant (if applicable)
Any specific requirements or comments
Booking Details
Preferred Date of Test Drive
Preferred Time Slot
Location (if multiple branches are available)
Once created, this form can be shared with customers via:
A link on the showroom’s website
A QR code placed at the showroom or in advertisements
Direct sharing through email or social media
Step 2: Store Responses in SharePoint Using Power Automate
Now that the booking form is ready, the next step is to ensure every customer submission is securely stored in a central location. For this, we’ll use SharePoint as the database and Power Automate to move the data automatically.
Create a SharePoint List
Go to your SharePoint site and create a new list called “Test Drive Bookings.”
Add columns that match the form fields, such as:
Full Name (Single line of text)
Email Address (Single line of text)
Mobile Number (Single line of text)
Car Model (Choice or Single line of text)
Variant (Choice/Optional)
Preferred Date (Date column)
Preferred Time (Single line of text)
Location (Choice)
Step 3: Create a Flow to Store the Form Responses in SharePoint
With the SharePoint list ready, the next step is to set up a Power Automate flow that automatically transfers each customer’s form response into the list.
Start the Flow
Open Power Automate and create a new flow.
Select the trigger: “When a new response is submitted” (Microsoft Forms).
Choose the form you created for test drive bookings.
Get Response Details
Add the action “Get response details” to fetch the customer’s input from the form.
Create Item in SharePoint
Add the action “Create item” (SharePoint).
Select your site and the “Test Drive” list.
Map each field from the form to the corresponding SharePoint column (e.g., Full Name → Full Name, Car Model → Car Model, Preferred Date → Preferred Date, etc.).
Update Booking ID
Add the action “Update item” (SharePoint).
Select your site and the “Test Drive” list.
ID: Select the ID value from the output of the previous Create Item action.
Title: Enter a prefix such as BID00 and then map the ID value from the previous action output.
Step 4: Send Acknowledgement and Internal Notifications
Once the booking details are saved in SharePoint, the next step is to notify both the customer and the sales team. This ensures that the customer feels assured about their booking, and the showroom team can prepare for the test drive in advance.
Send Acknowledgement Email to Customer
Add the action “Send an email (V2)” (Outlook or any mail connector).
In the To field, map the customer’s email address from the form response.
In the Subject, include something like:“Your Test Drive Booking is Confirmed – [Booking ID]”
In the Body, provide booking details such as:
Booking ID (e.g., BID00123)
Car Model
Date and Time of Test Drive
Contact details for the showroom
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