Teams: Meeting Organizer
Meeting Setup
If you have a computer that is not our standard or a mobile device, you may need to research solutions for your specific device. The advice below is provided for the standard devices issued by Thrive, currently with the Windows Operating System.
Review the video for a snapshot of scheduling Team Meeting features. For a basic 1:1 or 1: few meeting, navigate to the Teams Calendar, add participants, and select the time with the Scheduling Assistant.
Due to Thrive security, an admin must enable guest access in Teams before guests can join a team. If you can't add a guest, contact Technology to adjust the settings for that particular meeting.
Security changes may take up to 24 hours to reflect.
External Guests
Guests have capabilities similar to team members and can participate in meetings and chats and work on documents.
In a team, select More options > Add member.
Enter the guest's email. You can add as many guests as you need.
If necessary, change their display name now.
When ready, select Add. Guests will receive an email invitation to join the meeting, which they must accept.
Tips
In Microsoft Teams, guests have the label Guest attached to their names. Check the top of any channel to see how many guests there are.
Share files using the Files tab and folders. Document links may not work with guests.
Admitting the Guest to a Meeting
If you're the meeting organizer, you will see an alert when someone waits in the lobby.
Click Admit to let them right into the meeting OR
View lobby to admit or deny them, and see a list of everyone waiting.
Note: Anyone who joins the meeting and doesn't have a Teams account will be labeled Meeting guest.
In Teams meetings, the meeting lobby keeps participants from joining a meeting until they’re admitted by an organizer, co-organizer, or presenter. When people are in the lobby, organizers, co-organizers, and presenters are notified and can choose when to admit them to the meeting.
Meeting Lobby
As the meeting organizer, you decide who can attend your meetings directly and who should wait for someone to let them in. You can change lobby settings before, during, or after a meeting (in the case of a meeting series). The changes will only apply to the meeting where you change them unless the meeting is part of a series. Then, changes will be applied to all future meetings in that series. To change default lobby settings, contact ithelp@thrivepet.com.
If you choose to have people wait in the lobby for admittance, you and anyone else allowed to admit people will see a list of people in the lobby. Choose whether to admit or deny them.
Who can bypass the lobby? | What happens | Recommended when... |
|---|---|---|
Only organizers and co-organizers | As the meeting organizer, you and any co-organizers can access the meeting directly. Everyone else will wait in the lobby. | You want everyone else to wait in the lobby until you're ready to admit them. |
People who were invited* | Anyone who receives the invitation, including those to whom it is forwarded, will join the meeting directly. People without a Teams account won't bypass the lobby. Additionally, distribution lists up to 10,000 users are supported. If you don't want people to forward the invite to others, turn off Allow Forwarding in the invitation. | You want a specific, limited group of people who were invited via their Teams accounts to join the meeting directly, and everyone else to wait in the lobby. |
People in my org | Only people within your organization can get into your meeting directly. Everyone else will wait in the lobby. | You want all guests and external people to wait in the lobby so you can approve them individually. |
People in my org and guests | People in your org and those with guest access can attend your meeting directly. | You want all external people (anyone outside your org, except guests) to wait in the lobby so you can approve them individually. |
People in my org, trusted orgs, and guests | Anyone from your organization and organizations with which your IT admin has set up a connection, or anyone joining as a guest, can bypass the lobby. | You want some external people (e.g., people joining without a Teams account and people from organizations with which your IT admin did not set up a connection) to wait in the lobby so you can approve them one by one. |
Everyone | Anyone with access to the meeting link gets into the meeting directly, including people who call in. Depending on the meeting policy set up by your IT admin, people joining without a Teams account, people from untrusted organizations, and people dialing in may be placed in the lobby until someone from your organization or a trusted organization joins the meeting, even if the Everyone option is selected. | You don’t want anyone to wait in the lobby. You want everyone to be able to join your meetings without specific approval. |
Only channel members who are directly invited can bypass the lobby for channel meetings.
Before a Meeting
Select the meeting from the Teams Calendar.
Select View series to make changes to the entire series.
In Details, select More options > Meeting options.
If the meeting is part of a series, select View series to make changes to the entire series.
From the Who can bypass the lobby? dropdown menu, choose who can bypass the lobby.
Turn the People dialing in can bypass the lobby toggle on or off.
Notes:
When this toggle is turned on, people calling in by phone will join your meeting directly. If lobby bypass is set to Everyone or Only organizers and co-organizers, this setting is locked.
If dialing in, co-organizers trying to enter the call as organizers will wait in the lobby. Co-organizers can always bypass the lobby except when People dialing in can bypass the lobby is turned off.
Depending on the policy set by your IT admin, people dialing in may still be placed in the lobby temporarily until someone from your organization or a trusted organization joins the meeting.
Select Save. Changes will be applied immediately.
During a Meeting
People waiting in the lobby will still be there if the lobby settings are changed during the meeting.
In your meeting window, select More options > Meeting options.
Select Who can bypass the lobby? and choose the setting to apply.
Turn the People dialing in can bypass the lobby toggle on or off, if available.
Select Save.
Admit or Deny Participants
Once the meeting starts, you, the co-organizers, and the presenters can admit or deny people from the lobby. In meeting options, you can change participant meeting roles.
To admit or deny participants:
Select People in your meeting window.
Under Waiting in lobby:
a. Select the check mark next to someone’s name to admit them.
b. Select the "x" next to someone’s name to deny them.
c. Select Admit all to let everyone in from the lobby.
Turn off the Lobby for a Meeting
If you want everyone to join your meeting directly, set Who can bypass the lobby? to Everyone. This change will apply to that particular meeting, or, if changing this setting in a meeting series, for all meetings in the series. To change this setting for all new meetings you will organize in the future, contact your IT admin.
Note: If anonymous participants join first, they’ll wait in the lobby until a guest user, or someone from your org or a trusted org, joins the meeting. Then, everyone waiting in the lobby will be let into the meeting automatically.
Manage access to your meeting by removing people or locking your meeting. To remove people from the meeting:
Select People in your meeting window.
Hover over the name of the person you want to remove.
Select More options > Remove from meeting.