Create Breakout Rooms in Advance

It is possible to create breakout rooms in advance for future meetings.

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Before the Meeting Starts

Log in to https://lu-se.zoom.us/ Links to an external site. and create a scheduled or a recurring meeting. If you have already created a meeting, it is possible to edit this particular meeting and add breakout rooms to it. Follow these steps to create breakout rooms in advance:

1. At the bottom of the scheduling page in the section "Options", select the alternative "Breakout Room pre-assign".

2. Click on "+ Create Rooms".

A screenshot of the "Options" section in Zoom. The blue "+ Create Rooms" text is highlighted.

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A new window opens where you can add the amount of breakout rooms you want, and assign participants into the different rooms. Start off by clicking on the "+-symbol" to add one or several breakout rooms.

An example screenshot of the "Breakout Room Assignment". The "+" to the right of "Rooms" is highlighted.

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Thereafter you can assign participants to the rooms by doing the following steps:

1. Select the room to which you want to assign a participant. 

2. Search for the participant that you want to assign by writing the name or email address here, until you find the right person in the list.

3. Click on the right participant (this can be challenging if you have several participants with the same name - select one of the names and see if the email address of that participant can be of any help).

4. When you are done, click on "Save" and your breakout rooms will be ready to use when you start your meeting.

An example screenshot of "Breakout Room Assignment". An example "Room 1" is selected.

 

Import your Breakout Rooms and participants


If you have many participants and Breakout Rooms, you can import rooms and participants from a CSV file.
Creating the CSV. file accordingly

Column A row 1 should be titled Rooms
You fill in the title of the rooms, e.g. Room 1, Room 2, etc.

Column B row 1 should be titled email
You fill in the participants' email distributed among the rooms you want

Description of the CSV file

Make sure the file is saved with commas, otherwise the file will not be uploaded.

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When You Have Started the Meeting

When you have started your meeting, you must activate the breakout rooms that you have created - do this after all of the participants have entered the meeting. Participants that enter the meeting late will not go to their assigned rooms, but will instead remain in the main session.

Start off by clicking on the button "Breakout Rooms" in the meeting toolbar:

An image of the Zoom meeting toolbar. The "Breakout Rooms" button is highlighted.

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A new window opens, and you do the following:

1. Click on the button "Recreate".

2. Thereafter you choose the alternative "Recover to pre-assigned rooms".

A screenshot of the "Breakout Rooms" dialog box. The bottom "Recreate" button is highlighted.

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Click on "Yes" to activate your breakout rooms.

The same screenshot of the "Breakout Rooms" dialog box. The blue "Yes" button for "Recreate" is highlighted.

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If you have participants entering the meeting late, you will have to repeat the process of activating the breakout rooms. By doing so all participants will first return to the main session, in order for all participants to be sent back to their assigned breakout rooms again (this process might take a few minutes). You can read more about breakout rooms on the page Create Breakout Rooms.

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Is something missing? Do you have ideas or questions? Feel free to contact us on digital@education.lu.se