Breakout Rooms

Click this link for a 12.17.20 Zoom Support Webinar (40 min. presentation, 7 min Q&A) that provides step-by-step descriptions, guidelines, and best practices

Fall 2020 Updates

• • Enhanced co-host privileges over Breakout Rooms: Co-hosts have the same breakout room controls as the meeting host, such as starting or ending breakout rooms, assigning participants, etc.

  • Move participants to the main session from Breakout Rooms: Hosts and co-hosts have the option to assign a participant back to the main session, rather than ending all breakout sessions.

  • Berkeley Zoom meetings may now accommodate up to 100 Breakout Rooms for 1000 people

  • Users may now self-select which Breakout Room they join without the host assigning them to a BR

    • Participants can still only self-join Breakout Rooms that have been created by the host. The meeting host needs to create BRs with this option

    • Once created, the host can still assign participants to the BR. Once opened, the participant may also choose to join the room

    • ~ 9 min. video with tips on how to best utilize this new BR feature: How to Use the Updated Zoom Breakout Room Features in Your Classroom - 3 Ideas

“Ask for Help” Host Notification for Breakout Room Participants

• • Participants may click the “Ask for Help” button to notify the meeting host that they need assistance:

    • Click “Ask for Help” in Breakout Room in-meeting menu toolbar controls

    • Confirm request for assistance by clicking “Invite Host”

    • The host will then be asked to join the participant’s Breakout Room:

Adjusting/Increasing Breakout Rooms Time Duration

• • Hosts and co-hosts can adjust the length of Breakout Rooms before they auto close. Unless Breakout Rooms are scheduled in advance, this needs to be done in-meeting:

    • Click the Breakout Rooms meeting toolbar icon

    • Click the Options link (on PC/Windows) or "Gear" icon like in the screenshot below (for Mac). Either option should be on the bottom left of the Breakout Rooms pop-up window

    • Adjust auto close (and other featured options) as needed

    • Do not select "Open All Rooms" until you are ready to start Breakout Rooms, or (for GSIs/proctors) until your instructor confirms you can do so

Tips

• • After adding attendee names to breakout rooms, make sure to click on “Open All Breakout Rooms” in order for participants to be sent to the rooms

  • Do not select "Open All Rooms" until you are ready to start Breakout Rooms, or (for GSIs/proctors) until your instructor confirms you can do so

  • If you wish to send a chat message to all Breakout Room participants, select the “Broadcast To All” button when sending your message

  • Zoom offers this short (2+ minutes) video on creating breakout rooms

  • This faculty job aid from SIUE provides some good step-by-step visual guidance on creating and managing Breakout Rooms pre- and during meetings

  • Local recordings in Breakout Rooms can run concurrently with cloud recording in the main room

Limitations (Breakout Rooms in general)

• • Instructors/hosts must join using the Zoom desktop app in order to manage Breakout Rooms

  • Only hosts can assign participants to Breakout Rooms, unless:

    • Co-hosts are using the Zoom client update from 12.7.20 that gives co-hosts the same Breakout Room permissions as hosts

    • The Breakout Room was created with the option for participants to choose which room they can join (note: requires Zoom v. 5.30 for host and participant)

  • Co-hosts can leave and join breakouts at will but only if they join a room assigned to them by the host

  • Users joined into the Zoom meeting from the Zoom Mobile App or H.323/SIP devices can participate in Breakout Rooms, but cannot manage them

  • Users joined using Chromebooks/Chrome OS or Zoom Rooms are unable to join Breakout Rooms, but the main room can be used as an alternative session for these users

  • Breakout Rooms assigned in a meeting will stay the same unless you manually reset or reconfigure them

  • You can set a time limit for Breakout Rooms and adjust the time they have to come back to the Main Room, but only before you open up Breakout Rooms

  • It is not possible to pre-assign one participant to act as a co-host per Breakout Room before the meeting while sending other participants into different Breakout Rooms during the meeting

Limitations (Breakout Rooms and Recording)

• • Students need to access Zoom sessions via the Zoom app (either on their desktop or via the mobile version) in order to participate in Breakout Rooms

  • Cloud recordings of Zoom meetings can be initiated only in the main room

  • If the meeting is being cloud-recorded, only the main room will be recorded

  • If the meeting is locally recorded, it records the room the participant who is recording it is in; multiple participants can record locally

  • It is currently not possible to record a Breakout Room to the cloud; only when you save recordings to your computer (locally)

  • Local recordings of Breakout Rooms follow the meeting host between rooms, and are likely the best recording solution for most users. Local recording can be initiated in any room, but will always record the room the host is in

  • To record a Breakout Room the host is not in, a participant in that room needs recording permission. Ask the host for permission to record. The host can grant this permission during a meeting using the "Manage Participants" panel

  • The host needs to allow recording before opening the Breakout Rooms. If the host has already opened the Breakout Rooms, the host can join your Breakout Room to allow you to record

  • Local recordings are stored on the computer that initiated them