Streamline external presenters in Live Events
It would be nice if we could have external presenters in Live Events simply by inviting their email address.
Currently, to get external presenters into a Live Event, the recommendation is to create a Team for the live event, add the external user to that Team (creating a guest Azure AD account in the process) and then invite the guest user to the Live Event. If the external presenter already has an M365 account, they must sign out of Teams, then sign back in and choose our guest tenant. If the Live Event producer invited the external user's email address BEFORE the guest account was created, they will need to send a new invitation to the guest account. Until this happens, the external user will not be able to join as a presenter - only an attendee.
There are a lot of ways that this can go wrong. We've this done with plenty of people who don't already use Teams and 100% of the time they say "is Teams normally this complicated?". Also, this leaves lingering Teams and guest accounts in our tenant that we need to clean up later.
The normal Teams Meeting experience is awesome with external users. We would like the Teams Live Event experience to be just as awesome.
Microsoft recently added Webinars to Teams. I don't know if this will solve the problems we were having with Live Events, I haven't spent enough time digging into it yet. Here's some documentation and literature if you're interested:
I came across this today when after adding an external they were joining as an attendee!
The external should be able to join in the same way they can for a normal meeting.
Also if I invite someone with a role of Presenter or Producer then they should only be able to join as such. If I wanted them to join as an attendee I would have sent them that link. It adds to the confusion.
The current work around (that's what it is) is just not realistic. It's hard enough getting some to simply join a meeting without creating a team, adding them as a guest then they have to go through the whole MFA set up as that's what we enforce on our Tennant. It's just not fit for purpose when working with externals so we have given up.
Thankfully the recent ability to control chat and screen sharing in a normal meeting has meant we no longer need a live event anyway for the time being.
Richard Browne commented
Yes. Live Events works an absolute treat with our tenancy users but for hosting external events where global experts are brought together, which is a huge part of many University's interactions with the world, it is a nightmare. We had problems with an event a couple of days ago where an external user received a "permissions" error using his personal account to enter live events (I guess he had not checked the appropriate box setting up the account - said he could conduct Teams meetings but he was unable to join the live event I created even after being added to a Team). Microsoft is massively losing ground to Zoom in this regard, I feel.
Jeff Hybiak commented
We have had so many issues with this our firm has decided to switch to Zoom for webinars with outside presenters. It's just a lot easier than jumping through all the tech hoops required to do this on Teams. We've been big advocates of Teams to our outside financial advisors, but they aren't tech savvy enough to make it work, so they prefer Zoom.
For reference, here's the current documentation on guest / external presenters: https://docs.microsoft.com/en-us/microsoftteams/teams-live-events/plan-for-teams-live-events#guest-to-present