Do you also feel that manually assigning a breakout room is time-consuming and a headache during the meeting? Are you also finding an alternative way to assign participants faster?
Here is the solution, Today in this post I am sharing a detailed article on how to pre-assign breakout rooms in Zoom.
Pre-assigning breakout rooms in Zoom is important because it helps make virtual meetings more organized and efficient. When you already pre-assign breakout rooms and set up groups in advance, participants are automatically placed in their designated rooms when the meeting begins.
This means you don’t have to manually move people around during the meeting, saving you time and reducing interruptions.
By entering the names and email addresses of your participants and specifying which room they should be in, you create a smooth and efficient experience for everyone involved.
This feature not only helps in managing larger meetings but also enhances the organization of your virtual events.
Overall, pre-assigning breakout rooms enhances the flow of your Zoom meetings, making them more productive and less stressful.
Without wasting time, Let's dive into how to pre-assign breakout rooms in Zoom. But before going to do you must know about enabling the breakout rooms in Zoom.
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How to Pre-Assign Breakout Rooms in Zoom
This feature is especially useful for events like workshops, classes, or team meetings where specific groupings are needed.
For example, if you have a training session with different topics or tasks, pre-assigning breakout rooms ensure that each group is already in their assigned space, ready to start working. This setup helps maintain focus and keeps things running smoothly.
Additionally, pre-assigning rooms can reduce confusion and anxiety among participants, as they know exactly where they’ll be placed and can prepare in advance.
It also helps in managing larger meetings by dividing them into smaller, more manageable groups.
1. Sign in with your Zoom credential.
2. Go to the navigation menu on the left side, Click on meetings.
3. Then click on schedule meetings.
4. View in the Options section, Tap the Breakout Room pre-assign checkbox.
5. Now click on the Create Rooms.
(A Breakout Room Assignment window pops up)
6. In the window, see next to the Rooms, Tap the plus button to add breakout rooms.
7. View In the right panel, Go to the breakout room name and rename it.
8. In the Add Participants text box, search for the name or email address of internal participants, or you can manually enter the email address of external users.
9. Then press Enter to add in the breakout room.
(Optional): To edit breakout rooms and participants, if required)
1. You change the order by clicking or dragging a participant's email ID.
2. Click on the participant's name to see options to move or remove from the current room.
3. You can also delete the breakout room, go to the room name in the left panel, and click on the trash icon.
10. Finally Click on Save.
How to Pre-Assign Breakout Rooms in Zoom Through CSV File
You can also pre-assign breakout rooms via a CSV (Comma-separated values) file. follow the step-by-step guide given below:
1. Sign in with your Zoom credentials on the web portal.
2. Go to the navigation menu, And click on Meetings.
3. Click on Schedule a Meeting.
4. In the Options section, Tick the Breakout Room pre-assign checkbox.
5. Then tap on Import from CSV.
(An Import Rooms and Participants from CSV file will pop up on the screen)
6. In the pop-up window, download the sample CSV file.
7. Open the CSV file.
Note: You can identify internal Zoom users (in the same account) or external (not in the same account)
8. Now, Fill in the Pre-assign Room Name column with the breakout room name, and the Email Address column with the assigned participant’s email ID.
9. Save the file.
How to Edit Breakout Room Assignments
By using this method, you can edit your breakout room assignments if you want to change before the meetings. You can follow the steps given below:
Note: You can also learn to change virtual background while in a meeting, Set an image or video behind you during the meeting
- Open your Zoom portal and sign in.
- Go to the navigation menu and select the Meetings.
- Tap on the meeting to edit.
- In the Breakout Room section, click on View detail.
- Now you can edit the breakout rooms.
- Click on Save.
How to Start a Meeting With Pre-Assigned Breakout Rooms
- Start the meeting with pre-assigned participants to breakout rooms.
- To access your created breakout rooms, Click on Breakout Rooms in the meeting controls.
- Now click Open All Rooms to start the breakout rooms.
How to Recover Pre-Assigned Breakout Rooms
After starting the meetings, If you see few participants are left or not assigned to the breakout rooms You can re-assign the participants in the breakout rooms by using this feature in Zoom.
Moreover, you can also change the breakout rooms during the meeting using this recovery process.
- Start the meeting with pre-assigned participants to breakout rooms.
- End all breakout rooms by clicking Close all rooms.
- Click on Recreate then Recover to pre-assigned rooms.
You will see all participants will be automatically reorganized into the breakout rooms.
Conclusion
How to pre-assign breakout rooms in Zoom, especially for those who are hosting a meeting or class on Zoom and need to organize participants into smaller groups, pre-assigning breakout rooms is a great way to streamline the process.
Instead of manually moving people into rooms during the meeting, you can set it all up ahead of time. This feature is particularly useful for workshops, training sessions, or any event where you want participants to collaborate in groups from the start.