How to Schedule a meeting with registration in Microsoft Teams

Publicize your meeting and invite attendees to register instead of sending out meeting invitations. Attendees will be able to tell you more about their interests, and you’ll cast a wider net for attendees.

About meetings with registration

Regular meetings give the organizers and presenters less control than meetings with registration. Attendees are defaulted to:

• The organizer or presenter will let them in once they are in the lobby.
• Content cannot be shared.

Meeting attendees who are open to the public will have their videos muted and their microphones turned off.

It is possible for presenters to engage the audience and gather information during the meeting by using polls.

Schedule the meeting

• Select New meeting from the Teams calendar.

• If you are holding a meeting that is open to the general public, choose For everyone from the New meeting page, followed by Require registration.

• You will need to enter the meeting title, date, start and end time, and description on the New meeting page.

  You will only be able to see the information you enter on this page if you are a meeting presenter. Depending on your needs, you can start a meeting at a different time so you can prepare with the presenters before attendees arrive. Instructions for customizing the registration form can be found here.

  [su_note note_color=”#ffddf1″] Note: We recommend setting the meeting policy to make attendees wait in the lobby until you or a presenter is ready to let them in. You can change the settings for participants in a Teams meeting by following the instructions there.[/su_note]

Add presenters (optional)

Include the names of others who will be presenting content during the meeting on the invite. Registration is not required for presenters.

[su_note note_color=”#ffddf1″] Note: In the event that you wish to add presenters after sending out the meeting invitation, you will have to take additional steps; see Add presenters after sending out the invitation for more information.[/su_note]

• The names of the presenters need to be entered in the space Add required presenters.

• Enter the names of optional presenters if there are any.

The meeting will be attended by an anonymous presenter. In order for them to share content, you will need to make them a presenter:

1. View a list of all the participants in your meeting by clicking Show participants in your meeting controls.
2. Make a presenter by selecting More options > Make a presenter in the name of the person whose role you wish to change.

Customize the registration form

When a potential meeting attendee clicks on the registration link, this form appears. To receive the Join link, they must fill out the form and submit it.

• Choosing View registration form will begin the registration process.

Add a custom image (optional)

You can add a banner or other image to the top of the attendee registration form.

1. In the top right corner, click Add an image.
2. You can upload an image by selecting Upload an image, finding and selecting the image, and selecting Done.
3. Once again, click Done.

On the left side of the page, click the X to remove the image.

Enter basic meeting details for attendees

• The title of the meeting, the date, the start time, and the end time, as well as the description, need to be entered. The bios of the speakers can also be included.

  On this page, you enter information for meeting attendees. To give you time to prepare with the presenters before meeting attendees arrive, you can set a different start time for meeting presenters.

  For more information about changing participant settings for Teams meetings, see Wait in the lobby before entering.

Choose additional fields

Three fields are required on the registration form: First name, Last name, and email address. It’s up to you what happens next.

• You can view a list of commonly requested fields by selecting Add field under Register for this event.

• Select a field from the list to add it.
• You can require attendees to provide the information by selecting the Required box on the form. When they leave this line blank, they cannot register for your meeting.

• Steps 1-3 can be repeated as necessary. Select the X to the right of a field to delete it.

Create custom fields

Additional information can be requested to help you plan your training session or to assist with your meeting’s marketing goals.

• Add the Custom question field and let the attendee know whether they will be submitting information (select Input) or choosing options from your menu (select Choice).

• Under Custom question, enter your question if you chose Input.

• When you choose Choice, you will need to enter the question you wish to ask under Custom question, then select Add option until you reach the number of choices you want to provide, and then you will need to enter the choices you want to offer.

• To the top right, select View in browser to preview your registration form.
• Save your work when you’re finished.
• In the upper-right corner, click the X to close the form.

[su_note note_color=”#ffddf1″] Note: An organizer’s Mysite on SharePoint contains a web form designed for registration. A TLS-encrypted connection will connect the registrant’s browser to the SharePoint service, allowing them to enter their registration data. SharePoint stores registrant data on the organizer’s Mysite as an encrypted list in your organization’s SharePoint data storage location when a registration is submitted.
Data subject rights can be exercised directly by organizers by accessing their registration lists in SharePoint. The GDPR and CCPA data subject request guidance provided by Office 365 can be used by administrators.[/su_note]

Invite your friends

Once the basic information for presenters and attendees has been completed, any additional presenters have been added, and the registration form has been customized, send out the invitations.

[su_note note_color=”#ffddf1″] Important: Even if you are the only presenter, you need to do this.[/su_note]

• You can select Send from the upper-right corner of the page by clicking on it.

There will be an invitation sent to the presenters.

As soon as the registration link becomes active, prospective attendees will be able to register for the event.

Publicize the meeting

By sharing the details and registration link for your meeting with potential attendees, you can help build excitement and a larger audience for your meeting. The event can be publicized in a variety of ways, including social media, websites, emails, chats, etc. (The link will become active after the meeting invitation is sent.)

Copy the registration link

1. In your calendar, double-click the meeting event.
2. In the top right corner, click Copy registration.

[su_note note_color=”#ffddf1″] Note: The registration form also contains a link that you can copy.[/su_note]

Messages and announcements can now be pasted with the link.

View the registration report

You should track who registered for your meeting after you sent the invitation and publicized it.

1. The meeting can be double-clicked on your calendar.
2. The report can be downloaded by selecting the Registration button.

Add presenters after sending the invite

Presenters must be given permission to present after they are invited to the meeting. During a meeting, you can change their role or change a meeting option.

[su_note note_color=”#ffddf1″] Note: The second procedure applies to adding an external presenter (guest).[/su_note]

To add a presenter before the meeting:

• Your calendar will show the event when you double-click it.
• I would like to invite this new presenter to the Presentations or Optional Presentations line in the invitation.
• To send an update, click the Send update button at the top of the screen.
• The event will appear in your calendar when you double-click it.
• Select Change options next to Go to meeting options.

• In the Meeting options, under Who can present? Click to add another presenter.

• After you have completed the form, click Save.

The meeting details and attendees can be edited to inform attendees about the new presenter.

To change someone’s role during the meeting:

1. Let the person who is presenting know how to join the meeting. In the calendar, under Microsoft Teams meeting, you can find the information at the bottom of the event.
2. The presenter should be allowed into the meeting at the beginning of the meeting.
3. You can see a list of all the participants in your meeting by clicking Show participants.
4. Select More options > Make a presenter under the name of the person who wants to change their role.

Edit meeting details and inform participants

To inform presenters:

We will email the presenters if any of the meeting information needs to be changed (title, presenters, date, and time).

1. The meeting event will appear in your calendar when you double-click it.
2. Change what needs to be changed.
3. Right at the top of the page, select Send update.

To inform registered attendees:

Registrants will be notified by email if the date and time are changed.

1. To schedule a meeting, double-click the event in your calendar.
2. You can customize the registration form by selecting Customize.
3. By selecting Edit, you will be able to edit the form.
4. Your changes have been made.
5. Save the form by clicking the Save button in the upper-left corner.
6. Important: Check the box next to Send update? Click Send in the Send box.

 The meeting should be canceled

Presenters and registered attendees will receive a cancellation email.

1. To schedule a meeting, double-click the event on your calendar.
2. In the top left corner, click Cancel meeting.
3. You can cancel the meeting by adding a message and selecting Cancel.

[su_note note_color=”#ffddf1″] Note: In the email containing the Join link, attendees can cancel their registration.[/su_note]

View the post-meeting attendance report

See who attended the meeting and how long they stayed by downloading the attendance report after the meeting. A fuller picture of the event’s success can be gleaned from comparing this with the registration report.

1. The meeting event can be double-clicked in your calendar.
2. The attendance report can be downloaded by clicking the Attendance button.

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Frequently Asked Questions

How do I schedule a meeting invite in Microsoft Teams?

1. Click on the Add required attendees button. Optional attendees should be selected instead of Attendees.
2. Please type the full email address of the person (ex: Joe@example.com).
3. Choose Invite. A link to the meeting will be emailed to them.