Meeting Roles & User Permissions
Meeting Roles
- Meeting Attendees
- Guest Presenters
- Meeting Attendees
- Guest Presenters
Meeting Attendees
Attendees
Attendees are people invited to the meeting that are also members or owners of the Teams team or O365 Group the Agenda is saved in. They are defined as internal Attendees.
Meeting Admins
Meeting Admins can manage the Agenda, and are attendees with one of the following roles in the Team/Group
| Organizer |
Created the meeting (Don't need to be owner in the team) | |
| Co-authors |
||
| Agenda Co-author | Added as a co-author for a specific agenda | |
| Permanent Co-author | Added as permanent co-author. Will have access to manage agendas for all meetings in the team | |
| Owners |
User with the role "Owner" in the Teams team the agenda is saved in | |
Members
Members are attendees that are members of the Teams team or O365 Group the Agenda is stored in
| Member | Member of the Teams team with a Microsoft account from the organization |
|
External Guest Member (External Team Member) |
Guest Member of the Teams team, invited as a guest in the organization and have a Microsoft account from a different organization |
Presenters/Contributors
Presenters/Contributors are attendees that are assigned as responsible for an Agenda item
| Meeting Admin - Presenter/Contributor | Responsible or contributing to Agenda Item. Same as existing access |
| Member - Presenter/Contributor | Responsible or contributing to Agenda Item. Edit access to the specific Agenda Item only |
Guest Attendees
Guest Attendees are people invited to the meeting who are not members or owners in the Teams Team or O365 Group team the Agenda is saved in. They can be people within your organization or outside of your organization. When the Team or Group is configured as private, they will by default not have access to the Agenda or files, but you can grant view/edit access to the full Agenda or to specific Agenda items.
Note: The Teams Team or O365 Group needs to be configured to Private to restrict access for Guest Attendees within your organization. Otherwise, Guest Attendees will always have View Access.
| Guest Attendee (internal) - Within your organization | ||
| No access (Default) | Don't have access to the agenda (unless it is a public Team/Group, then "Can View") | |
| Can view | Can view all Agenda items and attachments | |
| Can edit | Can view and edit all Agenda items and attachments | |
| No access + Topic Presenter/Contributor | If they have "No Access" to the Agenda, but are assigned Presenter/Contributor for a topic, they will be able to see and edit that specific topic only. | |
| External Guest Attendee - Outside your organization | ||
| No Access (Default) | Don't have access to the agenda or any files (regardless of public/private setting for Team/Group) | |
| Can view | Can view all Agenda items and attachments | |
| Can edit | Can view and edit all Agenda items and attachments | |
| No access + Topic Presenter/Contributor | If they have "No Access" to the Agenda, but are assigned Presenter/Contributor for a topic, they will be able to see and edit that specific topic only. | |
Guest Presenters
Guest Presenter
People not invited to the meeting can still be assigned a role on one or more Agenda items, and be given different levels of access for those specific Agenda items. These people can be internal within your organization or external, outside your organization. People assigned as Guest Presenter will receive specific invitations and access to the Agenda items they are responsible for.
| Guest Presenter (internal) | |
| Topic - Presenter/Contributor | Access to the specific agenda topic and can edit agenda item and upload files |
| Topic - Read Access | Read access to the assigned Agenda Items |
| External Guest Presenter | |
| Topic - Guest Presenter/Contributor | Access to the specific agenda topic and can edit agenda item and upload files |
| Topic - Guest Read Access | Read access to the assigned Agenda Items |
User Permissions
Attendees
| Attendee | |||||
| Meeting Admin | Member | ||||
| Functionality | Owner |
Organizer |
Co-Author | Member | External Guest Member |
| See meeting invitation - Calendar event | x | x | x | x | x |
| Join Teams Meeting | x | x | x | x | x |
| View Full Agenda (Web/Teams) | x | x | x | x | x |
| Edit Full Agenda | x | x | x | ||
| Create Tasks | x | x | x | x | x |
| View Tasks | x | x | x | x | x |
| View Decisions | x | x | x | x | x |
| Upload Files to Any Agenda Item | x | x | x | x | x |
| Minutes (Edit) | x | x | x | ||
| My Notes | x | x | x | x | x |
| Generate Meeting Book | x | x | x | ||
| Notify Attendees | x | x | x | ||
| Manage Co-Authors | x | x | x | ||
| Manage Suggested Agenda Items | x | x | x | ||
| Notified about Suggested Agenda Item | x | x | |||
| Create Decisions | x | x | x | ||
| Edit/Move/Delete Agenda Items | x | x | x | ||
| Export Meeting Minutes | x | x | x | ||
| Delete Meeting | x | x | |||
| Full Agenda Functionality | x | x | |||
| Update Calendar Event with Agenda | x | ||||
| Edit/Delete Proposed/Final Decisions | x | ||||
| Start a Vote | x | x | x | ||
| Teams Settings | x | x | |||
| Create/Edit Planner (Tasks) integration | x | x | |||
Guest Attendees
| Guest Attendees | |||||
| Default | Assigned a role | ||||
| Functionality | Default | Can view | Can Edit |
Default + Presenter/ Contributor |
Default + Read Access |
| See meeting invitation - Calendar event | x | x | x | x | x |
| Join Teams Meeting | x | x | x | x | x |
| View Full Agenda (Web/Teams) | x | x | Only assigned item(s) | Only assigned item(s) | |
| Edit Full Agenda | x | Only assigned item(s) | |||
| Create Tasks | |||||
| View Tasks | |||||
| View Decisions | |||||
| Upload Files to Any Agenda Item | x | Only assigned item(s) | |||
Guest Presenters
| Guest Presenter | ||||
| Guest Presenter (internal) | External Guest Presenter | |||
| Functionality | Presenter/ Contributor | Read Access | Presenter/ Contributor |
Guest Read Access |
| See meeting invitation - Calendar event | Separate invite for the specific time slot of Agenda item | Separate invite for the specific time slot of Agenda item | Separate invite for the specific time slot of Agenda item | Separate invite for the specific time slot of Agenda item |
| Join Teams Meeting | If permittted | If permittted | If permitted | If permitted |
| View Full Agenda (Web/Teams) | x | x | Only assigned item(s) | Only assigned item(s) |
| Edit Full Agenda | Only assigned item(s) | Only assigned item(s) | ||
| Create Tasks | ||||