Microsoft Teams Meetings

Boardwise can create a Microsoft Teams meeting link for your virtual and hybrid meetings automatically, so you no longer have to set one up in Teams and paste the link by hand. When you change the meeting time, the Teams meeting updates to match; when you cancel the meeting, the Teams meeting is removed.

Connecting your organization's Teams account

A Teams account is connected once for your whole organization. The connection belongs to the organization, not to the person who set it up, so your meeting links keep working even if that person later leaves.

1. Open Organization Settings → Configuration.
2. Under Video Conferencing, select Manage video conferencing.
3. Select Connect Microsoft Teams and sign in to the account that should host your board meetings.

We recommend signing in with a shared organization account rather than a personal one, so the meetings are clearly owned by the organization.

Only administrators and secretaries can connect or disconnect the account.

Tip: The connected account is shown on the Video Conferencing page, along with who connected it and when, so you can always see which account is hosting your meetings.

Who hosts the meeting

The account you connected is the host of every video meeting Boardwise creates. That matters in two ways:

• Nobody has to wait for the host to arrive. Boardwise sets up each meeting so your directors can join and begin as soon as they arrive, whether or not the host account is signed in. They will not be held in a waiting room or a lobby.
• Host controls belong to that account. Muting someone, removing an attendee, or ending the meeting for everyone are host actions. If you expect to need them, sign in to the meeting using the connected account.

Because anyone with the join link can enter directly, treat the link the way you treat the board materials themselves: send it through Boardwise, and avoid forwarding it outside the attendee list.

If your directors still wait in the lobby: your Microsoft 365 tenant has a meeting policy that overrides what Boardwise asks for. A Teams administrator can change the automatic-admission setting in the Teams admin center. Until then, someone signed in with the connected account has to admit them.

Adding a Teams meeting to a meeting

1. Open a meeting set to Virtual or Hybrid.
2. Select Add Teams meeting.

The join link appears on the meeting a moment later and is included in the calendar invitations and reminders sent to attendees. A small Microsoft Teams badge marks links that Boardwise manages for you.

To remove the link, select Remove Teams meeting. The link will stop working for attendees.

What stays in sync

• Time changes — if you reschedule the meeting, the Teams meeting moves with it.
• Cancellation — if you cancel the meeting, the Teams meeting is deleted.

Notes

• Pasting your own link into the video field still works. Boardwise leaves links you enter yourself untouched — it only manages links it created.
• Boardwise does not pull in Teams recordings, and every meeting it creates has automatic recording turned off.

See also: Zoom Meetings, Calendar Integration, Managing Meetings.