How To: Add Pre-Assigned Breakout Rooms to Pre-existing Zoom Meetings

For video instructions, check out our Zoom instructional video gallery on Kaltura at Media.ithaca.edu .

Audience

This article is intended for faculty, staff, and students hosting Zoom meetings.

Platform

Web Application

Adding and Configuring Pre-assigned Breakout Rooms

Alert: Participants should log in to Zoom using their Ithaca College accounts. Zoom uses email addresses to pre-assign breakout rooms, and this ensures that you have the right email address for each of your participants. If using breakout rooms for non-IC individuals, please make sure to gather the email associated with their Zoom account to create the rooms.
  1. Navigate to https://ithaca.zoom.us .
  2. Click the Sign in button in the top right corner of the page.
  3. Sign in using your Netpass username and password on the single sign-on page.
  4. In the left side bar, click on Meetings.
  5. This page should show a list of your upcoming meetings. Click the title of the Meeting you want to edit.
  6. Once the page loads, scroll down to the bottom of the Meeting details page, and click Edit This Meeting. If it is a reoccurring meeting, click the All button to make the changes apply to all upcoming meetings in the series. (You will are not able to change preassigned breakout room groups for just one meeting occurrence of a recurring meeting)
  7. At the bottom of this new page that loads, make sure that "Only authenticated users can join: Sign in to Zoom" tickbox is selected.
  8. Just below the Authenticated users setting, you will have the option to toggle the Breakout Room pre-assign setting. Click the tickbox to enable this.
  9. Click either "+ Create Rooms" to manually type a list of emails, or click "Import from CSV" to use a spreadsheet with your list of email addresses.

+ Create Rooms Option

  1. In the left column of this popup panel, Click the plus button next to rooms to create a new room. You can rename them by clicking on the title of the room, for example "Breakout Room 1".
  2. Click the title of the Breakout room to which you would like to add participants.
  3. In the right column, underneath the title of the room that is selected, type in the email address of the participant. Press enter when you are done typing the email address, in order to add it to the list.
    Note: This email address needs to be the Ithaca College email if they have an IC account, or if an external participant, the email associated with their Zoom account. This is how Zoom can identify participants upon joining the meeting.
  4. Switch to different breakout rooms by clicking it in the left column, and repeat for all participants.
  5. Click Save to confirm your breakout rooms and participants, then Save again at the bottom to confirm your pre-assigned breakout rooms are saved to the Meeting.

Import from CSV Option

  1. Click the import from CSV link.
  2. A new popup box on the page will appear with instructions on adding your CSV. If you already have a template and it is filled with users, open your template file and skip to step 5.
  3. Download the copy in the link below "Import Rooms and Participants from CSV file" to get started.
  4. Open the template file in Excel.
  5. In Column A, write the names of the groups as you want them to appear. Then, in the corresponding cell in the right, Column B, add the email addresses of the participants that you want to associate with each room.
    Note: This email address needs to be the Ithaca College email if they have an IC account, or if an external participant, the email associated with their Zoom account. This is how Zoom can identify participants upon joining the meeting.
  6. Repeat with all participants; save your changes to the template.
  7. Navigate back to your browser window where you left off, where the Breakout room prompt was.
  8. Drag and drop the file into the upload box; or, click the Upload button, and navigate to your template file. Click open or Upload to confirm the file.
  9. The popup box in the center of the screen will refresh, and show your rooms and participants you added. Check your Breakout room settings for errors if you prefer at this time.
  10. Click Save in the bottom right to confirm your breakout rooms and participants, then Save again at the bottom  of the main window to confirm your pre-assigned breakout rooms are saved to the Meeting.

Details

Article ID: 996
Created
Fri 9/11/20 6:44 PM
Modified
Wed 11/11/20 10:21 AM