Webinars have become an essential part of modern business communication. They enable organisations to connect with customers, train employees, and share knowledge across locations in real time.

However, ensuring that these sessions are secure, interactive, and reliable remains a challenge for many businesses. Microsoft Teams Telephony offers a powerful solution that combines communication, collaboration, and advanced security, making it ideal for hosting professional webinars.

With Microsoft Teams Telephony, everything from scheduling and registration to engagement tracking and reporting can be managed within a single platform. Even businesses with unstable internet connectivity can benefit from Teams Telephony, thanks to integrated dial-in options that allow participants to join using traditional phone lines.

Key Features for Hosting Secure Webinars

1. Customisation and Registration

Organising a webinar begins with scheduling, attendee registration, and access control. Using the Teams calendar, organisers can set up events, determine whether they will be public or private, and define participant limits. Custom registration forms can collect relevant details such as company name, designation, or specific interests, helping presenters tailor their content for the audience.

2. Lobby Controls

To ensure security, external participants first enter a virtual lobby. This waiting area allows organisers to approve or deny access, preventing unauthorised individuals from joining. It is an effective way to manage attendance and maintain control over who enters the live session.

3. Role Assignment

Microsoft Teams allows organisers to assign roles such as organiser, presenter, and attendee. Each role comes with specific permissions, ensuring that only authorised individuals can share their screen, speak, or manage participants. Restricting unnecessary audio and video activity also helps maintain focus and security during the session.

4. Integration with Telephony

Teams Telephony enables participants to join webinars via dial-in numbers, eliminating the need for internet access or the Teams app. This feature is handy for remote participants or those in areas with limited Connectivity.

5. Call Management

Built-in tools such as call queues, auto attendants, and voicemail management ensure smooth call handling during webinars. Incoming calls can be routed efficiently, allowing support teams to manage queries or technical issues in real time.

6. Webinar Recording

Organisers can record sessions for later use or compliance purposes. These recordings are stored securely and can be shared with participants or reviewed for performance analysis.

7. Interactive Engagement Tools

Teams Telephony includes several features to promote audience engagement. Participants can interact through live chat, emoji reactions, and the “raise hand” option. The Q&A tool allows organisers to collect and answer questions in an orderly manner. Presenter Modes let speakers share their content in dynamic layouts, while breakout rooms support smaller discussions or workshops within larger events.

8. Privacy and Security

Microsoft Teams is built with enterprise-grade security. Organisers can remove participants at any time, restrict screen sharing, and control content distribution. All communication is encrypted and stored securely. Compliance features, guest access controls, and regular transparency reports ensure that all data handling meets organisational and regulatory standards.

9. Post-Webinar Actions

Once the session concludes, Teams provides detailed analytics covering registration, attendance, engagement duration, and participant feedback. These insights help organisers assess performance, send follow-up messages or resources, and plan improvements for future events.

Enhancing Engagement and Security with Teams Telephony

Using Microsoft Teams Telephony for webinars offers more than convenience. It ensures robust communication, high-quality interactions, and complete control over access and participation.

1. Seamless Integration

Teams Telephony unites voice calls, video meetings, instant messaging, and file sharing on one platform. This eliminates the need for multiple tools, allowing organisers to manage webinars and all related communication efficiently.

2. PSTN-Enabled Connectivity

With Public Switched Telephone Network (PSTN) integration, participants can join webinars via standard phone lines. This inclusion makes events accessible to audiences in remote areas or those without reliable internet access.

3. Strong Encryption

Microsoft Teams uses encryption for all calls and messages both during transmission and storage. Whether participants join through the app or by phone, all information remains protected. This ensures that sensitive discussions and proprietary content are never exposed.

4. Cost-Effective Solution

Teams Telephony replaces expensive legacy phone systems with a cloud-based communication model. Businesses save on hardware, maintenance, and international call charges, as all functions are centralised within the Microsoft ecosystem.

5. Comprehensive Call Management

The platform offers advanced call management features, including call forwarding, routing, and voicemail. These ensure a smooth flow of communication throughout the webinar and provide a professional experience for both organisers and attendees.

6. Branding and Professional Identity

Teams allows presenters to create custom registration pages, add company logos, and showcase speaker profiles. This enhances brand credibility and gives every webinar a professional, polished appearance.

7. Improved Collaboration

Organisers and presenters can coordinate in real time using chat, shared files, and quick internal calls before and during the webinar. This ensures better preparation, reduces downtime, and keeps the session running smoothly.

8. Analytics and Reporting

Detailed reports on participant engagement, call-ins, and interactions are readily available. Businesses can use these metrics to evaluate success and plan targeted follow-up actions.

9. Scalable for Large Audiences

Whether hosting a small training session or a large global webinar, Teams Telephony scales effortlessly. With support for up to 1,000 active participants and live event options for larger audiences, it offers flexibility for businesses of every size.

Viva’s Microsoft Teams Telephony (VTC)

Viva’s Microsoft Teams Telephony solution empowers businesses to conduct secure, interactive webinars and meetings with ease. It supports one-to-one calls, team sessions, and large-scale webinars—all within a unified, secure environment.

With features like seamless integration, advanced call control, and enterprise-grade encryption, Viva’s VTC helps organisations communicate confidently while maintaining full control over security and user experience.

Experience the power of secure collaboration with Viva’s Microsoft Teams Telephony. Contact us today to schedule a live demo and see how it can transform your virtual communication.