Manage guests

Once a guest is invited to your environment and the guest has access to your companies data, the management of these guests becomes more relevant to comply with your companies security and protection policies. That's why Guests offers additional functionalities to hosts, allowing them to easily view, renew, block, or delete guest access. With these tools, hosts can maintain control over guest permissions and ensure a secure collaboration environment while adhering to data protection guidelines.

The guest management features available in the Guests Teams app depend on the configurations set in the Guests admin center. The general available guest management features are described below:

Guest list

When you open the Guests Teams app in Microsoft Teams, you will see the list of your guests. The guest list provides two views:

"My guests" view

This list displays all guests for whom you are assigned as the host. It ensures that you have access to the guests you are responsible for. By double-clicking on a guest's name, you can view their details.

"All guests" view

This list shows all guests available in your organization.

Guest details

Status

Under the status tab, you will find features to manage your guest's access:

• None: This guest is compliant and has access to your system.
• Renewal Required: The renewal period for this guest has concluded, and the host must renew their access.
• Blocked: Access is blocked, and the guest cannot access your resources.

Besides the status, the following features are available under this tab:

• Block/Unblock a guest
• Delete a guest
• Change host
• Resend invitation

Information

In this tab, you can update the collected information of your guests. Only the attributes defined by your administrator will be displayed. The email address cannot be changed. If your guest has a new email address due to a company change or similar, you must re-invite the guest with the new email address. All other visible fields are either mandatory or optional.

Assigned groups

In this view, you can see all the Teams to which a guest has access. If you cannot see this information, please contact your administrator.

Resend invitations

In the status tab, you can check if a guest has accepted the invitation or not. If the invitation acceptance is pending longer than expected, you can resend the invitation from here. Alternatively, you can copy the invitation link and send it to the guest via email, Teams chat, or any other suitable method.

Handover guests to another host

If you are no longer responsible for an assigned guest, you can transfer the guest to another host by selecting the "Change Host" option and entering the new host's information. If you don't see the button to change the host, it means you are not the assigned host, and therefore, the option is not available.

Renew access

If guests have a renewal policy assigned, access must be renewed by the host after a period defined by your administrator. Simply renew this guest by clicking the renewal option or block or delete the guest if no longer needed.

Block guests

As the host, you can always block a guest if you want to revoke access. Blocking a guest is a better option than deletion to determine if access is still needed or if you are uncertain. You can always unblock the guest later if necessary.

Delete guests

If you are sure that a guest no longer collaborates with you or any other team in your organization, you can delete the guest using this option.

Receive notifications in the Teams Activity feed

In addition to the features mentioned above, the Teams app will send you notifications whenever one of your assigned guests needs your attention.