Microsoft Teams: Full Control over Meeting Settings for Hosts (beta)

Overview

This Beta feature enhances how Microsoft Teams meetings are managed through Learn Amp. With this update, the meeting host becomes the official organiser of the Teams meeting, unlocking full control over meeting settings directly within Microsoft Teams.

This change ensures hosts can tailor their meetings more effectively, improving flexibility and the attendee experience.

Important: This feature requires reauthorisation of the Microsoft Teams integration, if not already done for the Microsoft Teams Integration Enhancements feature.

Functionality Breakdown

When the Microsoft Teams: Full Control over Meeting Settings for Hosts feature is enabled and the Teams integration is reauthorised:

• The meeting host becomes the official organiser in Microsoft Teams

• The host gains access to full meeting configuration tools, including:

  • Breakout room creation and management

  • Camera and microphone permissions

  • Co-host assignments

  • Lobby and participant admission controls

  • Any other Teams settings available to organisers

These improvements ensure meetings can be managed end-to-end within the Teams interface by the person responsible to host the event.

Prerequisites

Before using this feature, make sure:

• ✅ The Microsoft Teams: Host Controls Meeting Settings Beta feature is switched on

• ✅ The integration has been reauthorised (see Quick Start Guide below)

Quick Start Guide

Step 1: Enable the Beta Feature and Reauthorise the Integration

A Learn Amp Admin should:

1. Go to the Beta Features area in Learn Amp and enable the "Microsoft Teams: Host Controls Meeting Settings" Beta Feature

A Teams Administrator or Global Administrator in Azure (with Learn Amp admin role) should then:

1. Go to Settings > Integrations > Microsoft Teams → How to use → Grant Meeting Permissions

2. Click "Grant Meeting Permissions" and follow the prompts to "Accept"

   • During setup, tick the "Enable online meetings" checkbox (this is required for Learn Amp to generate Teams links)

Note: If you've already completed this step when enabling the Beta feature "Microsoft Teams Integration Enhancements", there's no need to do it again.

Step 2: Schedule a Meeting via Learn Amp

Once you create a session with Microsoft Teams Online Meeting as the location, the assigned host will receive an "Organiser" calendar invite from Microsoft Teams, on top of the regular event calendar invite from Learn Amp.

Step 3: Access and Customise Meeting Settings

The invite email includes:

• A "Meeting options" button to open Teams' full meeting settings panel

• A direct link for organisers (labelled "For organiser - Meeting Options: [Link]") to configure the meeting

From there, the host can:

• Adjust lobby permissions

• Manage participant settings

• Enable/disable cameras and mics

• Add co-hosts

• Set up breakout rooms

FAQs

Q: Do I need to reauthorise the Teams integration every time?
A: No. Once reauthorised, you don't need to repeat the step unless new functionality for the integration is released in the future.

Q: What happens if the integration isn't reauthorised?
A: The meeting host will not be recognised as the organiser in Teams, and won't have access to advanced settings.

Q: Can co-hosts manage meeting settings too?
A: Yes, once assigned by the organiser directly in Teams, co-hosts can help manage the session.

Q: Why might attendees join as Presenters in Microsoft Teams meetings?

A: This depends on how your organisation's Microsoft Teams tenant is configured. The default role assigned to meeting participants is controlled by the "Who can present" setting at the tenant level. If it's set to "Everyone" or "People in my organisation and guests", then attendees (excluding the organiser) will automatically join as Presenters.

Q: How can we ensure attendees join as Attendees rather than Presenters?

A: There are two ways to manage presenter permissions:

1. Per Meeting:

   • The organiser can open Meeting options from the invite

   • Under Roles, change "Who can present" to Only organisers and co-organisers

2. Tenant-wide (default setting):

   • A Microsoft Teams admin can set the default meeting policy at the tenant level.

   • Set "Who can present" to Only organisers and co-organisers.

Q: Does changing "Who can present" also restrict who can "Take control" during screen sharing?

Yes. The "Take control" option follows presenter permissions. Limiting presenters to organisers and co-organisers will also restrict the "Take control" feature to the same group.

Q: Can I restrict who can edit Notes (Collaborative Meeting Notes) in Teams meetings?

Not directly. Notes permissions are not configured at meeting setting level. Teams uses Microsoft Loop for the Notes tab (Collaborative Meeting Notes), which does not include settings to control who can view or edit notes. In many setups, all attendees can edit notes by design.

Troubleshooting