Learn how to manage access for Guest Presenter(s) tomeeting link, meeting chat and meeting recording.
Overview
With Decisions you can manage access to an agenda and related content on a granular level with the Guest Presenter management functionality. In addition you often want to manage access to:
- Teams Meeting Link
- The Join link allows a user to enter the meeting depending on the meeting options configured
- Teams Meeting Chat
- When a user joins a Teams meeting, they will have access to the meeting chat from the point they are joining and until they are removed.
- Teams Meeting Recording
- When a user joins a meeting, they will have access to the Meeting Recording (for the full meeting) if they are still member of the meeting chat when the recording is posted
Teams Meeting Link
When you invite a Guest Presenter from the Decisions agenda you have a few options to optimize the process you want when the Guest Presenter should join the meeting.
- Disable Share Teams Meeting link (default) when sending the Guest Presenter invitation from Notify side panel in the agenda
- This will ensure that the Guest Presenter don't have access to the link to join the Teams Meeting, and the Meeting Admin can either call them in directly from the Teams Meeting or send them the Join link when it is time for the Guest Presenter to enter the meeting
- Enable Share Teams Meeting link when sending the Guest Presenter invitation and manage who can bypass the lobby in Teams Meeting Options
- By choosing one of the options in Who can bypass the lobby? you can control the experience for how attendees are entering the meeting.
- Often you only want the Guest Presenters to wait in the lobby, and all other invited attendees to join directly, then choose People who were invited.
Teams Meeting Chat
When a Guest Presenter is joining a Teams Meeting they will have access to the Meeting Chat from the point they join (not previous messages) and forward. You can control this in Teams Meeting Options, but the configuration is applied to all attendees.
To ensure a Guest Presenter can only see chat messages when they are actively participating in the meeting (and not any messages after they leave), follow these steps:
- When you are ready to remove access to the Meeting Chat for the Guest Presenter, open the Meeting Chat for the meeting in the Teams App (not inside the Teams Meeting Window)
- Then click on the members icon top right and remove Guest Presenters who should not have access
Teams Meeting Recording
When a meeting is being recorded or transcribed, the recording and transcription will be posted in the Meeting Chat after the meeting has ended. If the Guest Presenter is still member of the Meeting Chat they can potentially access the recording and transcription of the meeting.
To ensure a Guest Presenter can not see the recording and transcription, follow these steps:
- Before the meeting ends (and recording/transcript is posted in the Meeting Chat), remove access to the Meeting Chat for the Guest Presenter
- Open the Meeting Chat for the meeting in the Teams App (not inside the Teams Meeting Window)
- Then click on the members icon top right and remove the Guest Presenters
