Why leisure operators should embrace the Microsoft Power platform
Unlocking agility, insight and cost efficiency with PowerApps, Power Automate, Power BI and Dataverse.
In a sector where margins are tight, expectations are rising and digital transformation is no longer optional leisure operators need tools that are powerful, flexible and cost-effective. For operators using platforms like Gladstone Go, Legend by Xplor, Xn Leisure, or Clarity, the Microsoft Power Platform offers an accessible route to innovation without requiring full-scale redevelopment or reliance on expensive custom software.
The Microsoft Power Platform: including PowerApps, Power Automate, Power BI and Dataverse are increasingly proving useful within the leisure sector. These highly accessible tools offer a way to streamline operations, improve customer experience and enable faster decision making, all while maximising value from existing Microsoft 365 investments.
What is the Microsoft Power Platform?
The Power Platform is a suite of low-code and no-code tools that empower organisations to build apps, automate processes, analyse data and securely manage it, often without needing extensive IT resources. It integrates seamlessly with Microsoft 365, Azure and external platforms like Gladstone and Legend through APIs or data connectors.
PowerApps: Build what you need, when you need it
PowerApps enables the rapid creation of custom business applications tailored to your unique workflows and operating models.
Practical uses for leisure operators include:
- Member self-check-in or activity booking tools.
- Front-of-house incident or near-miss reporting.
- Staff rota submission or shift-swapping apps.
- Table ordering for F&B operations, linked to POS and loyalty discounts.
For operators who have previously relied on static forms, paper-based processes or vendor-restricted app functionality, PowerApps offer a welcome alternative.
Cost consideration:
Many organisations already have limited PowerApps usage bundled into their Microsoft 365 licensing. For more complex apps (or premium connectors), additional licensing may be required, however this is often significantly cheaper than commissioning custom-built mobile apps.
Power Automate: Free up time through smart automation.
Power Automate lets you connect systems and automate repetitive processes, ideal for lean teams needing to improve efficiency.
Real world examples in leisure include:
- Automatically emailing post-visit surveys (e.g. NPS collection).
- Triggering cleaning or maintenance requests from app submissions.
- Connecting Gladstone/Legend bookings to marketing platforms.
- Automating alerts to managers when membership KPIs dip.
Cost consideration:
Basic automation capabilities are included with Microsoft 365 and many workflows can be built using standard connectors. Premium connectors to external data sources or APIs may require an additional licence, however the return on time saved is often substantial.
Power BI: From data to decisions
Power BI transforms data from across your operation into interactive dashboards and reports. Whether you’re a single-site operator or a multi-site trust, Power BI helps you understand trends and performance in real time.
Common use cases:
- Tracking membership acquisition, retention and churn.
- Visualising site-level performance vs targets.
- Analysing class utilisation or instructor effectiveness.
- Monitoring real-time NPS, feedback and sentiment analysis.
Cost consideration:
Power BI Desktop is free and many organisations already have Power BI Pro as part of their Microsoft licence. The key value lies in empowering non-technical users to explore data themselves thereby improving speed of insight and reducing dependency on analysts.
Dataverse: A smart, secure data backbone
Dataverse acts as a scalable and secure database for your Power Platform apps. It’s particularly helpful when you need to create a centralised, consistent view of operational or customer data from multiple systems.
Ideal use cases:
- Creating unified member profiles from leisure management system (such as Gladstone) and third-party CRM.
- Tracking and managing inspection, cleaning or incident reports.
- Hosting structured data for F&B, HR or maintenance apps.
Cost consideration:
Dataverse is a premium feature not included in basic M365 licensing. However, when used to consolidate fragmented data across platforms or sites, it can significantly reduce duplication and improve compliance.
Accessibility vs Cost: A Strategic Balance
One of the strongest arguments for the power platform is its accessibility, both technically and financially. Many organisations already have partial access through existing Microsoft licences and the intuitive, low-code interfaces make it possible for “citizen developers” (e.g. digital marketing, duty managers, or administrators) to create real business value without needing to code.
Compared to bespoke development, these tools offer a rapid return on investment. However, governance is essential. Clear frameworks should be put in place to manage who builds what, how data is stored and how applications are supported.
Why It Matters Now
The leisure sector is facing increasing demand for personalised service, operational efficiency and data-driven decision-making. The Power Platform offers a flexible way to meet those demands without being tied to vendor roadmaps or long development cycles.
Crucially, the platform places power in the hands of those who understand the business best, your people on the ground.
Final Thoughts: Start with one problem
If you’re unsure where to begin, start with one operational pain point, think:
- Repetitive manual actions.
- Where lots of paper work exist.
- A manual process that causes delay or error.
- A dashboard you wish you had.
Use PowerApps, Power Automate and Power BI to solve that problem and build momentum from there.
Next steps
If you’re using Gladstone, Legend by Xplor, Xn Leisure, or other leading LMS platforms and you’re curious how Power Platform could integrate with your existing systems, I’d be happy to share real-world examples. Sarmacon is skilled in delivering Microsoft Power platform solutions, for more information:
- Contact Sarmacon: Contact
- Book a Discovery Call: Book a call here!
Let’s explore how we can unlock more value from your data, your people and your processes, together.
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