Schedule a Teams meeting with registration

Instead of sending out meeting invitations that contain a Join meeting link, you can publicize your meeting and have attendees register. You’ll cast a wider net for attendees, and it will allow your attendees to provide important info about their interests.

In this article

About meetings with registration

Schedule the meeting

Customize the registration form

Send the invite

Publicize the meeting

View the registration report

Add presenters after sending the invite

Edit meeting details and inform participants

Cancel the meeting

View the post-meeting attendance report

About meetings with registration

In meetings with registration, the organizer and presenters have more control than in a regular meeting. By default, attendees:

  • Wait in the lobby until the organizer or a presenter lets them into the meeting.

  • Cannot share content.

If the meeting is open to the public, attendees are muted and their video is turned off when they join.

Presenters may use polls during the meeting to engage the audience and gather info.

Schedule the meeting

  1. In the Teams calendar, select New meeting.

    Select New meeting in the top right of the calendar

  2. On the New meeting page, select Require registration and then either For people in your org or For everyone (for a meeting open to the public).

    Select Require registration under Meeting options

    Notes: 

    • If you don’t see the Require registration option, contact your IT admin.

    • If you want to schedule a public meeting but don’t see the For everyone option, contact your IT admin.

  3. On the New meeting page, enter a title for the meeting, date, start and end times, and a description.

    The info that you enter on this page is for the meeting presenters only—attendees won’t see it. If you want, you can set a different start time for meeting attendees so that you’ll have time to prepare with the presenters before the attendees join. (See Customize the registration form for instructions.)

    Note: We suggest that you set the meeting policy to have attendees wait in the lobby so that you or a presenter can let them into the meeting when you're ready. For instructions, see Change participant settings for a Teams meeting.

Add presenters (optional)

To allow people besides yourself to present content during the meeting, list them on the invite. Presenters don’t need to register for the meeting.

Note: If you add presenters after sending out the meeting invite, you’ll need to perform additional steps; see Add presenters after sending the invite.

  1. In the Add required presenters space, enter their names.

    Add required and optional presenters

  2. If there are optional presenters, select Optional presenters and enter their names.

An anonymous presenter will join the meeting as an attendee. You'll need to make them a presenter for them to be able to share content:

  1. Click Show participants in your meeting controls to see a list of all the people in the meeting.

  2. Point to the name of the person whose role you want to change and select More options > Make a presenter.

Customize the registration form

Potential meeting attendees get this form when they select the meeting registration link. They fill it out and submit it to receive the Join link for the meeting.

  • To begin, select View registration form.

    Select View registration form

Add a custom image (optional)

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

  1. Select Add an image at the top of the page.

  2. Select Upload an image, locate and select the image you want to use, and select Done.

  3. Select Done again.

To remove the image, select the X in the upper-right corner of the page.

Enter basic meeting details for attendees

  • Enter the meeting title, date, start and end times, and description. You can also list the speakers, along with their bios.

    The info that you enter on this page is for the meeting attendees. If you want, you can set a different start time for meeting presenters so that you’ll have time to prepare with the presenters before the attendees join.

    To have attendees wait in the lobby before being admitted to the meeting, see Change participant settings for a Teams meeting.

    Event details section

Choose additional fields

The form that attendees will complete includes three required fields: First name, Last name, and Email. You decide the rest.

  1. Under Register for this event, select Add field to view a list of commonly requested fields.

    Select Add field

  2. To add one of the listed fields, select it.

  3. When the field appears on the form, select the Required box if you want to oblige attendees to provide that info. (They won’t be able to register for your meeting if they leave the line blank.)

    Required check box is next to Organization

  4. Repeat steps 1-3 as needed. To delete a field, select the X to its right.

Create custom fields

You can request any amount of additional info, perhaps related to your meeting’s marketing goals or to help plan your training session.

  1. Select Add field > Custom question and indicate whether the attendee will be entering info in the questionnaire (select Input) or choosing from options you supply (select Choice).

    Select Input or Choice

  2. If you chose Input, enter your question in the field under Custom question.

    Input is the top option

  3. If you chose Choice, enter your question under Custom question, select Add option until you have the number of choices you want to provide, and then enter the choices.

    Choice is the second option

  4. To preview your registration form, select View in browser at the top right of the page.

  5. When you’re done, select Save.

  6. To close the form, select the X in the upper-right corner.

Note: The registration form is created as a web form on the organizer's Mysite on SharePoint. Registrants will enter their registration data through a TLS-encrypted connection between their browser and the SharePoint service. When a registrant submits a registration, SharePoint stores the data, encrypted, directly to your organization's SharePoint data storage location as a list on the organizer's Mysite.
Organizers can respond to requests from registrants to exercise data subject rights by directly accessing their registration lists in SharePoint. Admins can use the DSR guidance provided at Office 365 Data Subject Requests for the GDPR and CCPA.

Send the invite

After you’ve completed the basic info for both presenters and attendees, added any additional presenters, and customized the registration form, send out the invite.

Important: You need to do this even if you’re the only presenter.

  • Select Send in the upper-right corner of the page.

The presenters will receive the invite.

The registration link will become active so that prospective attendees can register.

Publicize the meeting

Build excitement and gather an audience for your meeting by sharing the details and registration link with potential attendees. You may want to publicize the event through social media, websites, email, chats, and so on. (The link becomes active after you send out the meeting invite.)

Copy the registration link

  1. Double-click the meeting event in your calendar.

  2. Select Copy registration link near the top of the page.

    Select Copy registration link under the meeting title

Note: You can also copy the link from the registration form.

Now you can paste the link into your announcements and messages.

View the registration report

After sending the meeting invite and publicizing your meeting, track who registered and what they entered on the registration form.

  1. In your calendar, double-click the meeting.

  2. Select the Registration button to download the report.

    Select the Registration button

Add presenters after sending the invite

When you add presenters to the meeting after you’ve sent the invite, you must give them permission to present. You can do this by changing a meeting option before the meeting or by changing their role during the meeting.

Note: To add an external (guest) presenter, follow the second procedure.

To add a presenter before the meeting:

  1. Double-click the event in your calendar.

  2. Add the new presenter to the Presenters or Optional presenters line in the invite.

  3. Select Send update in the upper-right corner of the screen.

  4. Double-click the event in your calendar.

  5. Next to Go to meeting options, select Change options.

    Select Change options to the right of Go to meeting options

  6. On the Meeting options page, next to Who can present?, enter the name of the additional presenter. 

    Select Specific people (the third option)  

  7. Select Save at the bottom of the page.

To let meeting attendees know about the new presenter, see Edit meeting details and inform participants—To inform registered attendees.

To change someone's role during the meeting:

  1. Send the meeting join info to the person that will be presenting. The info is available towards the bottom of the meeting event in the calendar, under Microsoft Teams meeting.

  2. At meeting time, let the presenter into the meeting.

  3. Click Show participants in your meeting controls to see a list of all the people in the meeting.

  4. Point to the name of the person whose role you want to change and select More options > Make a presenter.

Edit meeting details and inform participants

To inform presenters:

Changes to any of the basic meeting info (title, presenters, date, and time) will be emailed to the presenters.

  1. In your calendar, double-click the meeting event.

  2. Make your changes.

  3. Select Send update in the top right of the page.

To inform registered attendees:

Changes to the date and time will be emailed to the registered attendees.

  1. In your calendar, double-click the meeting event.

  2. Select Customize registration form.

  3. Select Edit in the upper-left corner of the form.

  4. Make your changes.

  5. Select Save in the upper-left corner of the form.

  6. Important: In the Send update? box, select Send.

 Cancel the meeting

A cancellation email will be sent to the presenters and registered attendees.

  1. In your calendar, double-click the meeting event.

  2. Select Cancel meeting in the top left of the page.

  3. Add a cancellation message and select Cancel meeting.

Note: Attendees can cancel their registration from the email that contains their Join link.

View the post-meeting attendance report

After the meeting, download the attendance report to see who joined the meeting and for how long. You can compare this with the registration report to get a fuller picture of the meeting’s success.

  1. In your calendar, double-click the meeting event.

  2. Select the Attendance button to download the report.

    Attendance download button

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