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Breakout Rooms

Breakout Rooms allow Hosts to split participants into smaller groups, separate from the main session. These rooms are completely isolated from the main session regarding audio and video input.

You can use this tool as a stand-alone or as part of an agenda. A Host can create up to 50 rooms.

🏗️ How to configure Breakout Rooms

Breakout tool has two parts:

A. Main room: 

Everyone gathers here first. To assign participants to a room, you have three options:  1. Drag and drop participants into their designated room 2. Auto-assign (right upper corner) 3. Let participants choose what rooms to join

👉 To bring back all participants to the Main Room, click Un-assign all. 

B. Rooms: 

For each room, you can customize it as follows: 

  • Change the name & description of the room
  • Choose the view mode for the rooms: compact (name, descriptions, number of participants) or detailed (participants assigned to each room)
  • Add more rooms by using the ➕ button.

Accessing an individual room’s More options (⋮) allows you the following:

  • Un-assign all: participants from that room will be brought back to the Main Room
  • Delete room
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👨‍👩‍👦‍👦 Managing participants

While in the Main Room, you see all participants. To assign your Attendees to a room, choose to drag and drop their icons from the main room to their appointed room. 

👉 You can choose to Auto assign a room to each participant*. The algorithm will prioritize rooms with fewer participants to create equally divided groups.

*Hosts and Assistants will not be automatically allocated a room. You need to assign their room individually.

By default, your participants have the liberty to jump back and forth between rooms and the Main Room. To disable this feature:

  1. Click on the Breakout Rooms button (bottom left corner).
  2. Toggle off the setting allowing participants to choose rooms.

⚙️ Breakout tool management

Should you want to add more rooms, use the ➕ button. To delete a room, click More options (⋮) and Delete.

👉
You can’t have less than two rooms.

📲 If you switch to a different tool while using Breakout Rooms:

  1. Click on the Share button (or press Ctrl + K / Command + K for iOS)
  2. Choose a different tool, file, link or agenda you want to share.
  3. The Breakout Room will automatically be replaced with the newly chosen resource.

❌ If you want to stop using Breakout Rooms altogether:

  1. Click on the Breakout Rooms button (lower-left corner)
  2. Click Remove tool.
  3. Everyone will return to the main session.

➕ How to add a Breakout Room during a live session (no agenda):

  1. Press Ctrl + K / Command + K (iOS users) or click on the Share button (bottom left corner).
  2. Type in “Breakout Room”.
  3. Click on the Breakout Rooms tool. 
  4. Confirm.

To return to standard conference mode, hover over the Breakout Room button (bottom left corner). Click Remove tool.

Alternative: Click Alt + R / Option + R (iOS users)

📝 How to add a Breakout Room to an agenda item (during a live session):

If you have an agenda already embedded in the live meeting and you want to include Breakout Rooms, this is how you can do it:

  1. Press Alt* + Z or hover over the button named after your current agenda item (bottom left corner). 
  2. Click on Edit agenda (Alt* + Z).Click on ➕ to add a new agenda item (Alt* + W). 
  3. Click on the Share button on the new agenda item.
  4. Type in “Breakout Room” or click on Embed a tool → Breakout Room.
  5. Click on Update agenda.

*Option + Z (iOS users)

❌ To remove the Breakout Room you've attached to an agenda item, follow these steps:

  1. Press Alt + Z / Option + Z or hover over the button named after your current agenda item (bottom left corner). 
  2. Click on Edit agenda (Alt + Z / Option + Z).
  3. Click on the ⊖ button next to the tool/file/link you want to remove.

📜 How to add a Breakout Room to an agenda template (before a session starts):

  1. Go to Sessions Home → Agendas.
  2. Click on New agenda.
  3. Click on the Share button that's attributed to an agenda item.
  4. Type in “Breakout Room”. 
  5. The Breakout Room icon will appear on the left side of your agenda item, under time settings.  
  6. Changes are automatically saved.

❌ To remove the tool, file or link from an agenda item, click on Remove tool or check that agenda item's box and then click on Remove tool.

🚨 Breakout Room particularities

🏠 Rooms

  • A room functions as a separate and independent session within the main session. 
  • Recording the activity from a room is possible. However, when switching to another room or the Main Room, the recording stops automatically.
  • Switching between rooms doesn’t affect a participant’s audio-video settings (On/Off camera and mic, blurred or customized background). They remain as set by the participant across all rooms. 
  • You can use a room’s More options (⋮) to un-assign everyone from that room or delete the room. More options are available for Hosts and Assistants in the Main Room. 

📺 Hosts & Assistants

  • They have an overview of the rooms and can jump between them. 
  • When participants submit Questions or raise their hands, They see notifications displayed in the Main room by their room’s name. However, they don’t know who submitted the questions unless they join that room. 
  • They receive notifications of questions and raised hands even if they’re in a Breakout Room.
  • They can send Chat messages visible across all rooms. However, participants’ answers will be visible only inside their rooms. 

👥 Assistants

  • Those assigned the Assistant role in the Main room can act as Assistants across all rooms.
  • On the other hand, those appointed Assistants inside a room can serve as Assistants only in that room.

👩‍👩‍👧‍👧Participants

  • When Hosts or Assistants move a participant from one room to another, there is a 10 seconds count-down letting them know they’re about to switch rooms. However, the counter doesn’t appear when the participant changes rooms independently. 
  • Switching between rooms doesn’t affect a participant’s audio-video settings (On/Off camera and mic, Blurred or customized background). They remain as set by the participant across all rooms.

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