Public Library System

Migrating Library Web Apps to Microsoft

A public library system needed to migrate shared systems, including booking tools, automation scripts, and calendars, from Google Workspace to Microsoft 365. Ollon rebuilt each service inside Microsoft 365, using SharePoint and Power Automate to match how staff and patrons already worked. Patrons and staff now book rooms and classes the same way as before, with Google services fully retired.

Situation

A public library system was migrating its internal infrastructure from Google Workspace to Microsoft 365. The migration covered shared internal systems including sites, booking tools, automation scripts, and shared calendars that supported daily operations for both staff and patrons. Each service needed to be rebuilt within the new platform rather than simply transferred.

Solution

Ollon rebuilt the library's shared internal systems within the Microsoft 365 environment, developing custom scripts and plugins to maintain the workflows staff and patrons depended on across the two platforms. Each solution was built around how staff and patrons were already working.

Results

The library has transitioned to the Microsoft environment and is operating on the new SharePoint systems, with legacy Google services retired following a stabilization period. The library's internal team has taken ownership of the new infrastructure, supported by documentation Ollon provided to keep the systems maintainable.

Technologies

Microsoft SharePoint, Power Automate, Power Apps, Microsoft Bookings, Microsoft Rooms, PowerShell, Google Apps Script

Our Expertise in Action

Platform Migration

A public library system was migrating its internal infrastructure from Google Workspace to Microsoft 365. The shift touched shared systems including sites, booking tools, automation scripts, and calendars that staff and patrons used daily. Ollon rebuilt each service inside the new platform, recreating the workflows staff and patrons already relied on using SharePoint, Power Automate, and related Microsoft tools. The rebuilt systems were shaped around how staff and patrons were already working, so the migration did not force new habits alongside a new platform. Legacy Google services stayed active until a stabilization period confirmed the new systems held up, then were retired.

Microsoft Power Platform

A public library system's Google environment relied on scripts that ran automatically based on different triggers, along with custom front end tools staff used to interact with those processes. Neither had a direct equivalent in Microsoft 365, so Ollon rebuilt the automated scripts in Power Automate and used Power Apps to recreate the front end tools staff depended on, matching how each one already worked. Staff now trigger the same automated processes and use the same kind of custom tools they relied on before, running on Power Automate and Power Apps.

Microsoft Bookings

A public library system's recurring class registrations and room reservations depended on a combination of Google Booking and Google Calendar that had grown specific to how it ran its day to day operations, logic Microsoft's own booking tools do not fully replicate out of the box. Ollon paired Microsoft Bookings with Microsoft Rooms and PowerShell scripts to cover the gaps, including recurring bookings and the permissions controlling who could organize each calendar. Patrons and staff can now book rooms and classes through the new system the same way they did before, with the same functionality the old one supported natively.

SharePoint

Every team at a public library system had its own space for sharing internal information, built on Google Sites and governed by its own permissions and groups. Ollon rebuilt those sites directly in SharePoint, recreating the same access structure so the right staff could still view and manage each one once the migration was complete. Because the underlying groups system controls far more than just SharePoint, from calendars to booking tools, getting site permissions right gave the rest of the migration a structure to build on for each new service.