MC762511 – Upgrading Teams webinar users to new version (archived)

Product:

Teams

Platform:

Web, World tenant

Status:

Change type:

User impact, Admin impact, Retirement

Links:

Details:

Summary:
Microsoft Teams will replace the 'Add registrations to meetings' feature with the new 'Webinar' meeting type. The change will take effect on June 30th, 2024. Teams Admins will not be able to assign the "-AllowMeetingRegistration" to any new users, and Teams users with this policy will not be able to create any new 'meetings with registration' post-June 30th, 2024. Users can create webinars using the new 'Webinar' meeting type, and may update their internal documentation accordingly. Detailed documentation is available on the Microsoft Support website.

Details:
In February 2023, Microsoft Teams introduced a new robust way to create Webinars for all its users. The new webinar experience now allows for more powerful and controlled registration, additional email capabilities, smooth external presenter capabilities, access control, and so much more! Customers have shown great appreciation for the improvements we've made in the new webinar experience. Given that most of our Teams webinars users are now on this next version of webinars, we have decided to replace our existing feature of 'Adding registrations to meetings" (for regular Teams meetings) with the new Webinar Experience.
[When will this happen:]
We will be removing the "add registrations to meeting" feature from new meeting dialog box by June 30th, 2024. Users that want to use this feature will be directed to the new webinar 'create' experience.
Teams Admins will not be able to assign the "-AllowMeetingRegistration" to any new users.
Teams users that already have this policy will not be able to create any new 'meetings with registration' post June 30th, 2024.

Change Category:
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Scope:
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Release Phase:

Created:
2024-03-31

updated:
2024-08-10

Task Type

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Direct effects for Operations**

- Impact on IT Operations
- Transition to the new Webinar meeting type may require updates to existing IT infrastructure and configurations.
- Roles impacted: IT Operations Team, System Administrators
- Potential increase in support tickets as users adapt to the new webinar functionality.
- Roles impacted: Help Desk Support, IT Support Staff

- Impact on IT Services
- The removal of the 'Add registrations to meetings' feature may disrupt current workflows for users who rely on this functionality.
- Roles impacted: End Users, Project Managers, Team Leaders
- Integration with other services (e.g., CRM systems, email marketing tools) may need to be re-evaluated to ensure compatibility with the new webinar format.
- Roles impacted: IT Integration Specialists, Business Analysts

- Impact on IT Users
- Users accustomed to the previous meeting registration process will need to undergo training or self-learning to adapt to the new webinar creation process.
- Roles impacted: All Teams Users, Trainers, Team Coordinators
- Users may experience confusion or frustration if they attempt to use the deprecated feature post-transition.
- Roles impacted: End Users, Event Organizers

- Impact on IT Administrators
- Teams Admins will need to update internal documentation and training materials to reflect the new webinar capabilities and remove references to the old meeting registration feature.
- Roles impacted: Teams Administrators, Documentation Specialists
- Admins will have to manage user expectations and provide guidance on the transition to the new webinar format.
- Roles impacted: IT Managers, Change Management Team

- Dependencies and Interdependencies
- The change may affect integrations with third-party applications that rely on the old meeting registration feature, necessitating updates or replacements.
- Roles impacted: IT Integration Specialists, Application Support Teams
- Collaboration tools and communication strategies may need to be revised to align with the new webinar functionalities, impacting cross-departmental projects.
- Roles impacted: Project Managers, Cross-Functional Teams

References:
- Microsoft Support: Schedule a webinar in Microsoft Teams - [Link](https://support.microsoft.com/office/schedule-a-webinar-in-microsoft-teams-0719a9bd-07a0-47fd-8415-6c576860f36a)

Opportunities**

- Enhance User Training and Documentation
- Develop comprehensive training sessions and materials for users transitioning to the new Webinar feature.
- Ensure that all users, especially those in Marketing and HR, are well-versed in the new capabilities to maximize engagement and effectiveness.
- Reference: Microsoft’s training resources for Teams webinars can be found here: [Schedule a webinar in Microsoft Teams](https://support.microsoft.com/office/schedule-a-webinar-in-microsoft-teams-0719a9bd-07a0-47fd-8415-6c576860f36a).

- Streamline IT Support Processes
- Update IT support documentation to reflect changes in webinar functionalities, reducing the time spent on user inquiries.
- Implement a dedicated support channel for webinar-related issues, particularly benefiting the IT Helpdesk team.
- Reference: Microsoft’s support documentation can guide the creation of FAQs and troubleshooting guides.

- Leverage Advanced Features for Increased Engagement
- Encourage departments like Sales and Training to utilize the new features such as external presenter capabilities and access control to enhance their webinars.
- Promote the use of additional email capabilities to improve communication with attendees, which can lead to higher attendance rates.
- Reference: User feedback on the new features can be found in various Microsoft community forums.

- Monitor and Analyze Webinar Performance
- Implement analytics tools to track webinar attendance, engagement, and feedback, allowing departments to refine their strategies.
- This will particularly benefit Marketing and Training departments in assessing the effectiveness of their webinars.
- Reference: Microsoft Teams provides built-in analytics for webinars, which can be utilized for performance tracking.

- Evaluate Licensing Needs Post-Transition
- Review current licensing agreements to ensure that they align with the new webinar functionalities and user needs.
- Identify any potential cost savings by consolidating licenses or adjusting user access based on the new features.
- This will be beneficial for the Finance and IT Administration teams in managing budgets and resources effectively.

Potentional Risks**

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