Zoom Breakout Rooms

Using Breakout Rooms

Pre-assigning participants to breakout rooms

1. Log in to Okta
2. Click "Zoom" from the dashboard
3. Click Meetings and schedule a meeting.
4. In the Meeting Options section, select Breakout Room pre-assign and click Create Rooms.
   
5. Click the plus icon beside Rooms to add breakout rooms.
   
6. In the Add Participants text box, search for participants' names or email addresses to add them to the breakout room.
   
7. (Optional) Use these options to edit your breakout rooms and participants:
   • Click and drag a participant's email address to change the order.
   • Hover over a participant's name to see options to move them to another room or remove them from the current room.
   • To delete a breakout room, hover the room name in the left panel and click the trash bin icon. 
8. Click Save.

Editing breakout rooms assignment

If you have already pre-assigned participants to breakouts rooms, you can edit the assignments before you start the meeting. 

Note: You can also manage breakout rooms during the meeting.

1. Log in to Okta
2. Select "Zoom" from the dashboard
3. Click Meetings and click the meeting you want to edit.
4. In the Breakout Room section, click View detail.
5. Edit the breakout rooms as needed. See the previous section for more details.
6. Click Save.

Starting a meeting with pre-assigned breakout rooms

1. Start the meeting with participants pre-assigned to breakout rooms. 
2. Click Breakout Rooms in the meeting controls to access the breakout rooms you created.
   
   Note:
   • If a participant is not automatically assigned to the breakout room you specified when scheduling the meeting. Recover to pre-assigned breakout rooms to assign participants to their pre-assigned breakout rooms.
   • You can manually assign participants using the in-meeting breakout room controls.
3. Click Open All Rooms to start the breakout rooms.

Recovering to pre-assigned breakout rooms

After starting the breakout rooms, you can recover to the breakout rooms assignment you previously specified. This can be useful if you changed your breakout rooms during the meeting, or pre-assigned participants have joined the meeting after you joined the meeting or started breakout rooms. 

1. Start the meeting with participants pre-assigned to breakout rooms. 
2. Click Close All Rooms to end all breakout rooms.
3. Click Recreate then Recover to pre-assigned rooms. 
   
   Participants will be re-organized into the breakout rooms you specified when scheduling the meeting.

Limitations

• You can only pre-assign participants that have a Zoom account (internal or external Zoom users).
• When pre-assigning participants using the web portal, you can only pre-assign internal Zoom users that are in the same account.
• If you have registration enabled and external participants register for the meeting, you need to assign them to breakout rooms during the meeting.
• Up to 200 participants can be pre-assigned to breakout rooms.