You can create breakout rooms and assign participants to them prior to the start of an existing meeting. To do this properly, you will require all the participants’ Zoom sign-in email addresses. This is the email address that is linked to each individual’s Zoom account. You can view that email listed under your Zoom Profile page. You will also have to enable the pre-assign option in your Zoom settings since it is not active by default. Note: creating pre-assigned breakout rooms requires Zoom version 4.5 or newer.
To allow the host to assign participants to breakout rooms when scheduling:
- Sign into your Zoom account: https://ucsb.zoom.us/profile.
- Go to Settings on the left hand panel, scroll down to the Breakout Room setting.
- Enable the check-box: Allow host to assign participants to breakout rooms when scheduling.
To create pre-assigned breakout rooms:
- Login to your Zoom web portal account: https://ucsb.zoom.us/profile
- Click on Meetings and find the schedule meeting you would like to create breakout rooms for. Click on the meeting title link.
- In the meeting settings overview, click on Edit this Meeting at the bottom of the page.
- Enable the Breakout Room pre-assign setting under Meeting Options:
- Then select Import from CSV.
- Click on the Download link to download a template CSV file created by Zoom:
- Open and edit the CSV file with your prefered spreadsheet application (Excel).
- The breakout room names are listed in Column A and the participants’ email addresses are listed in Column B. Each participant that is listed in Column B will be assigned to the breakout room designated in the adjacent cell of Column A. For example: the participant with email address email@example.com will be assigned to the breakout room titled: room1. Participant firstname.lastname@example.org will also be placed into breakout room: room1. In this example, there will be a total of three breakout rooms created, with two participants assigned to each one. You can create up to 50 rooms and pre-assign a total of 200 participants.
- Note regarding email addresses: Please make sure that the email addresses listed in Column B are the email addresses associated with each individual’s Zoom account. This is the email address listed under sign-in email on the Zoom profile page found here: https://ucsb.zoom.us/profile. If a participant’s email address does not match the one listed on their Zoom account, they will not be automatically placed into their pre-assigned room.
- When you are finished editing your CSV file on your spreadsheet application, click on Save-As and confirm that the file format is set to either Comma Separated Values (.csv) or CSV UTF-8 (.csv). Either iteration will work, as long as the format is .csv. You may receive a warning message before you save regarding some workbook features getting lost when saving as a CSV file. This is OK and you may proceed.
- Go back to your Zoom meeting settings webpage and upload your saved CSV file. You may click and drag the file directly into the window or browse for it on your computer system:
- If the file was accepted successfully, Zoom will display your pre-assigned breakout rooms configuration. You may then click on Save and then save your entire meeting settings:
- The pre-assigned breakout rooms will be available to use the next time you launch that meeting.
- Students must login to Zoom via UCSB's SSO to receive their breakout room pre-assignment
- Breakout rooms must be assigned for each individual class
- Hosts can assign participants who do not receive a pre-assignment in real-time by clicking on "breakout rooms" in meeting controls and using the "assign to" option to put them in the breakout room of choice.
Hosts are able to create breakout rooms while a Zoom meeting is already in session, see: Zoom: How do I use Breakout Rooms in a meeting?
need additional assistance? email@example.com