Zoom: Create and Manage Pre-assigned Breakout Rooms | IT@UMN | The people behind the technology

As a confluence host, you can split meet participants into break rooms when scheduling the converge .
Note:  Pre-assigned break rooms is an advanced use of Zoom. Watch a 3-minute video recording on Getting Started with Breakout Rooms .

Limitations

• You can only pre-assign participants that will be logged into zoom.umn.edu and authenticated on their Zoom account.
• It is not currently possible to pre-assign across Zoom accounts such as HCC to Non-HCC users. Participants from a different Zoom instance will need to be added manually during the meeting. Learn more about the differences between HCC and non-HCC accounts

Adjusting Zoom User Account Settings

You can change your settings to :

• pre-assign breakout rooms using emails
• require attendees to log in to Zoom so they can be recognized for room pre-assignment
• allow hosts to see who has not logged in

1. Go to zoom.umn.edu and log in.
2. Select Settings.
3. Find and Enable desired settings:
   • Only authenticated users can join meetings
   • Breakout room
     •  Check Allow host to assign participants to breakout rooms when scheduling
   • Identify guest participants in the meeting/webinar

You can create pre-assigned break rooms through the Zoom web portal ( zoom.umn.edu ) after creating a meet. You can create a meet from many places, but pre-assigned break rooms must be created at zoom.umn.edu.

1. Create your meeting:
   • By logging into Zoom at zoom.umn.edu
   • Using the Zoom Integration in Canvas
   • Using Google Calendar
   • Using the Zoom application
2. If not already logged in, go to zoom.umn.edu to log in. By default, you are in the Meetings tab after signing in.
3. Select Edit next to the meeting you wish to add Pre-assigned Breakout rooms to.
4. Under Meeting Options select the checkbox for Breakout Room pre-assign.
   
5. In the pop-up that appears, choose Create Rooms or Import from CSV to build your pre-assigned rooms. 
   • Create Rooms: Assign participants to breakout rooms by adding their email address.
     1. Click the + icon next to Rooms to create a breakout room.
        
        • Rename a breakout room by hovering over the default name and clicking the Edit icon that appears.
     2. Add participants by entering each email address in Add Participants
     3. Repeat steps a and b until all of your participants are assigned.
   • Import from CSV: Upload a CSV file containing the breakout rooms and participant email addresses.
     • The CSV file must be formatted as breakout room name, email. You can use this CSV file template.
       
6. Select Save to save the pre-assigned breakouts and return to the Edit Meeting page.
7. Select Save to save the meeting. 

Using Pre-Assigned Breakout Rooms with a Recurring Meeting

When using pre-assigned break rooms with a recurring merging, in order for the pre-assignment to apply to each recurrence, you must :

1. Create and save the recurring meeting as normal
2. Edit the meeting and add the pre-assignments following the steps in Pre-assigning Participants to Breakout Rooms
3. Upon saving, your pre-assignments will apply to all instances of your recurring meeting.

Launching Pre-assigned Breakout Rooms

Participants must be logged in to their UMN Zoom score ( from zoom.umn.edu or the Zoom app ) in order for the pre-assignment to work for their electronic mail address upon opening break rooms. Communicate this information to your participants in advance of the meeting .
The suffer Host can open pre-assigned break rooms. once breakout rooms have been opened, any co-hosts can move between break rooms, exchangeable to the host .

1. Select Breakout Rooms to access the pre-assigned breakouts.
   • If a participant is not automatically assigned to the breakout room you specified when scheduling the meeting, select Recreate and then Recover to pre-assigned rooms.
   • Anyone logged in as a guest or who logged in after you create the rooms will need to be manually assigned to a room.
2. Select Open All Rooms.

Video: Pre-assigning Participants

Additional Resources:

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