Teams webinar - user registrations

Question

I'm intending to use Teams Webinars to host online training sessions.

Because the sessions I'm going to be running are interactive, I need to limit the number of attendees.

In testing the webinar functionality, it appears that attendees can forward the webinar's calendar invite and this then appears in the recipient's Outlook calendar, however the user doesn't appear on the webinar's list of registered attendees. Will the user who received the forwarded invite be able to access the webinar and in doing so, exceed the number of attendees I've specified? If not, does Teams display a message explaining why they can't access the webinar (i.e., that they haven't registered)?

What's more, if a registered user subsequently declines the meeting invite, this isn't reflected in the webinar's cancelled users. Is this expected behaviour? If so, how do you ensure registered users cancel their enrolment (other than by adding a note into the invite)?

Answer 1

Hi @Helen C,

Welcome to the Microsoft Q&A forum.

I would like to provide you with the following information:

Forwarding the invitation does not automatically register the recipient. Attendance permissions are controlled by the webinar registration process and capacity limits, not by the calendar entry.

When an unregistered user clicks the join link, they will be blocked by the registration gateway (event site). If the webinar is already full or registration has been closed, the user will see a message indicating that registration is no longer available, for example: “Sold out – at full capacity.”

Selecting “Decline” in the Outlook or Teams calendar does not cancel the webinar registration. To properly cancel a registration, the attendee must do so through the official registration flow (for example, via the link in the confirmation email, or through the organizer’s action on the Attendee status page). Once the cancellation is completed successfully, the system will send an “Attendee cancellation” email as confirmation.

You can refer to the following documentation:

 Manage webinar registration in Microsoft Teams - Microsoft Support

Get started with Microsoft Teams webinars - Microsoft Support

I hope this information is helpful.

If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.

I look forward to continuing the conversation.

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