When working with external users in Microsoft Teams, the task of removing external users is often overlooked. They are added quickly and easily by other users inviting them into the Teams Rooms. However, external users are usually not removed after they are no longer supposed to collaborate in the Team. Therefore, external users remain in the rooms forever until they are finally removed.
An additional challenge is that NDA contracts concluded with external users can lose their validity and therefore have to be renewed. As soon as external users with invalid NDA contracts are located within the Teams rooms, it can lead to a potential risk for legal issues.
The standard guest access feature of Microsoft Teams does not provide control over which external users can be invited to the Teams Rooms. This creates the risk that unwanted users gain access to the Teams Rooms and the data they contain.
With Teams Center you have the possibility to allow or block collaboration with external users for different types of teams. The management of external users is done with the help of security levels, which you can configure according to your company policies.
If external access is allowed for the defined combination of team type and security level, you have the possibility to invite whitelisted users to your team workspaces. The owners of the Teams rooms are directly authorized to add external users, members however have to go through an approval process. They need to create a request that is forwarded to the team owners, who can then decide which external users should be invited to the team.
While you select the guest users to be invited, you can directly define the time period for which these users are allowed to stay in their Teams rooms. This way you do not have to keep external users under constant observation and can have them automatically removed from their Teams rooms after a predefined time.
As an additional feature, the owners of a team are sent reminder notifications by mail if guest users are about to expire. This gives the possibility to extend the membership of the users in the team before expiration if necessary. This helps you to keep the best overview about the external collaboration within your team.
If you want to improve the management of external users in your organization, Teams Center can help you with your project. If you have any questions or need further information, you can contact us directly via the contact form.