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How can I create a registration that doesn't require sign in--option for link access is restricted by organization.

Dr. Duke 0 Reputation points
2025-07-16T13:13:38.0133333+00:00

Our organization of approximately 7,000 is transitioning to Microsoft 365. Currently, only a small percentage of employees have access. We are a training team attempting to create registrations, with automated responses containing the meeting link and a calendar-saving option for Outlook. Ideally, we would like to use the embedded registration feature inside Microsoft Teams, but it is disabled. Similarly, Forms could serve as an alternative, but only employees who have already transitioned to 365 will be able to access it because the option to make it accessible to anyone with the link is also disabled. The next attempt included SharePoint, but Forms doesn't populate in the SharePoint menu. Our team does not have administrative rights to change these settings, and we’ve requested modifications, but it doesn’t seem likely. We are trying to avoid using any external software, but keep hitting blocks. Do you have any suggestions for a workaround?

Microsoft 365 and Office | Other
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  1. Anonymous
    2025-07-16T13:54:10.3533333+00:00

    Dear Dr. Duke,

    Good day! Welcome to Q&A forum.

    Regarding your question, kindly try the following suggestions to see which would work best for your organization:

    • Use Microsoft Teams creatively
      • Create a Teams channel for registration (for users with 365 access)
      • Post instructions and the meeting link there
      • Use a simple poll (e.g., “Will you attend?”) to collect responses
      • Ask non-365 users to reply via email or comment in the channel (if guest access is allowed)
      Optional automation: Use Power Automate (if Power Automate is accessible) to send confirmation emails by creating a flow to monitor based on poll replies or channel messages
    • Use Outlook for email-based registration
      • Send an email asking users to reply with their registration details
      • Use inbox rules to sort responses into a folder
      • Set up an autoreply with the meeting link and calendar invite (.ics file), or send manually
      Optional automation: Use Power Automate (if Power Automate is accessible) to reply automatically when a new email lands in the folder
    • Ask IT to enable guest access as this allows broader participation without needing full Microsoft 365 licenses
      • If possible, request guest access for non-365 users in Teams

    Therefore, given the limitations you're working with, using Outlook for registration, either with manual tracking or automated replies through Power Automate would probably be the most practical solution. It doesn’t require admin permissions and works for both Microsoft 365 and non-365 users.

    If Power Automate is available to your team, it can save a lot of time by automatically sending out meeting links and calendar invites.

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