Host a Microsoft Teams webinar
Microsoft Teams functionality is incorporated directly into Dynamics 365 Customer Insights - Journeys. As a result, marketers can set up, promote, host, and report on interactive meetings that are hosted in Microsoft Teams directly from the application.
To create a Teams event, create an event in Dynamics 365 Customer Insights - Journeys. On the Details tab, in the Stream This Event Online section, change the Do you want to stream this event toggle to Yes and then choose the type of Teams event. The three streaming options are: Teams webinar, Teams meeting, and Teams live event. For more information, see Event streaming options.
Note
To use Microsoft Teams as an online event provider, you need to have a Microsoft 365 license that allows you access to the Teams service. If you don't have the correct license, the Teams webinar, Teams meeting, and Teams live event options aren't available as part of the Streaming provider list.
Edit Teams webinar settings
The default meeting options are set up to provide the best attendee and presenter experience. However, you can modify these settings from your Customer Insights - Journeys event. To change the default settings, set the Change meeting options toggle to Yes, which reveals meeting options that you can adjust for each event. For more information, see Teams settings and policies reference.
Presenters or producers can use the Teams URL link to access the Teams event. For more information, see Accessing a Teams live event or meeting attendee link.
Note
To invite a registrant to join the event, don't share the attendee URL directly. Instead, use the Join in Teams link option in the email builder.
The Teams meeting owner is set to the user who creates the event in Dynamics 365 Customer Insights - Journeys. You can't change the Teams meeting owner after the event is created. The Teams meeting owner is designated as the owner of the event in Teams. Keep this in mind as you determine who's responsible for creating events. Make sure that you sign in and create the event as the person whom you want listed as Organizer on the event invite.
Note
Synchronization between Teams and Dynamics 365 Customer Insights - Journeys works in one direction: from Dynamics 365 Customer Insights - Journeys to Teams. The Teams calendar item for your event is read-only. Dynamics 365 Customer Insights - Journeys might overwrite changes that you make in Teams. Make sure that you manage and edit your meeting only from the Dynamics 365 Customer Insights - Journeys app. Any change to the event record in Dynamics 365 is only reflected in Teams when the Teams meeting owner of the event selects Sync to Teams.
Invite a guest to present in a webinar
In a Teams webinar, a presenter is a person who presents audio, video, or a screen to the live event or who moderates the question and answer (Q&A) session. Presenters can only share audio, video, or a screen (desktop or window) in webinars that are produced in Teams.
To add presenters to your webinar event:
Ensure that you add the guest user to your Teams instance. You only need to add them once. For more information, see Guest to present.
As a best practice, Teams recommends that you create a channel for producers and presenters so that they can chat and share information before the event. Guests who don't have Microsoft 365 credentials can't view the calendar in Teams. To simplify the process for guests to join the event, producers can post the event link to the channel. Then, presenters can open Teams, go to the channel, and select the link to join the webinar.
Within Customer Insights - Journeys, add presenters to the event or session as a speaker. To add a speaker, create a speaker engagement at the event (or session) level. Then, the system adds the speaker as a presenter for the webinar. Ensure that the speaker's email ID is filled in because they receive an automated calendar invitation for the webinar after you add them to the event as a speaker.
Optimize your Teams event check-in flow
Customer Insights - Journeys creates Dynamics 365 check-in records for event attendees for every type of event, including meetings, webinars, and live events. After the event, you can view who attended by going to the Event planning area, selecting your event, and then going to Registration and Attendance > Event Check-ins.
To ensure that your attendees can check in before an event, implement the following best practices:
Test your event invite email to ensure that it populates the correct personalized meeting link for each contact.
Each contact must be registered for the event when they receive the "Join" email. Make sure that the journeys use the marketing event registration-created trigger or that the segment includes a Behavioral or Attribute group to only include registered contacts or leads.
If an attendee selects the Join in Teams button more than 120 minutes before the event starts, the system doesn't create the check-in. This hard-coded feature prevents accidental check-ins when a recipient tests the link after they receive the email. Because of this limitation, you should add language around using the Join in Teams button in the email and calendar content. Additionally, if you're sending a day-of reminder email, consider sending it within the 120-minute time window to avoid people joining too early.
In Dynamics 365 Customer Insights - Journeys, you can monitor your event attendance and the join and leave times from the check-ins that the system creates after the meeting is over. Best practices to follow when reviewing check-ins include:
If check-ins are missing, ensure that the event invite and join emails were sent in the correct order, as previously mentioned.
If you're hosting a Teams webinar, select the Sync with Teams button on the event page. The button pulls Teams attendance data to create check-ins in Customer Insights - Journeys.
Review the Teams Attendance Report for the join information. The report only lists a contact if they have certain Teams policies turned on. For more information, see View webinar engagement data.
Review the email and contact insights for your event invite and event attendees. The system only collects this data if you sent the email from Customer Insights - Journeys and it contained the tracking link.
Warning
You can only create check-ins by selecting the Join in Teams button in the email or the Join button in the Add to Calendar file download.
If an attendee selects the Join in Teams button more than 120 minutes before the event starts, the system doesn't create the check-in. The meeting organizer can't control or change this setting. This hard-coded feature prevents accidental check-ins when a recipient tests the link after they receive the email.
Contacts must use their personalized meeting link for the system to create a check-in (forwarded emails don't work). To prevent privacy issues, the Customer Insights - Journeys app doesn't track attendee actions unless they use the personalized link.
Expect up to a four-hour delay after an event ends until check-ins appear in the Customer Insights - Journeys app. The system counts check-in creation as a post-processing step after the event, and it takes several hours to fully reflect in the Customer Insights - Journeys app.