Pre-assigning participants to Breakout Rooms

1. Login to https://uqz.zoom.us
2. Click on Meetings.
3. Click on the Schedule a New Meeting button.
4. For further information on scheduling a new meeting, refer to the Organising a Zoom meeting guide (by ITS).

Tip: You must turn on the Only signed-in users with specified domains can join meetings option to ensure students sign in with their UQ credentials.

5. Check the Breakout Room pre-assign checkbox.

Option 1: Import from CSV

1. Click on the Import from CSV link.

2. Click on the download link to download a copy of the CSV template.

3. Open the downloaded CSV file.

Tip: Do not edit the headings on the 2 columns, they must remain unedited.

4. In column A, enter the name of the Pre-assigned Breakout Room. If you wish to have 5 students/staff in the same breakout room you will need the same Pre-assigned Breakout Room name on five (5) rows.
5. In column B, enter the student's email address next to the desired Pre-assigned Breakout Room. The email address needs to be in the format s1234567@student.uq.edu.au for students and f.lastname@uq.edu.au for staff.

Tip: You can download your class lists from Allocate+ which contains the students' email address in the required format.

6. Save the document as a CSV file.

7. Return to your web browser and use the Drag & Drop or click on the browse link to attach your Pre-assigned Breakout Room file.

8. Once the file has uploaded your Pre-assigned Breakout Rooms will appear. Click on each room to see the list of student/staff emails that are associated with that room.

9. Hover over a student/staff email address and click on the Move to button to change the allocated room or click on the Remove button to delete them from that room.

10. Click on the Save button.

11. If required, click on the Edit link to access the Breakout Rooms.

12. Finish setting up any other meeting settings then click the Save button.

Option 2: Create Rooms

1. Click on the + Create Rooms link.

2. Click on the + button in the left column to add a room.

3. Click on the name in the right column to change the name of the room.

Tip: The first room will be called Breakout Room 1 and each subsequent room will increase the number.

4. Type in the participant's name in the Add participants textbox.

5. Once the name is located click on the name to add it to the room (it will automatically convert to the participant's email address).

Warning: UQ's directory is extensive and it may not locate the participant's name or may present multiple options for a single name. If this is the case use their email address ie. s1234567@student.uq.edu.au for students and f.lastname@uq.edu.au for staff.

6. Repeat steps 4 and 5 to add additional participants to the room.

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7. Click on the + button in the left column to add an additional room.

8. Repeat steps 4 to 6 to add the participants.

9. Hover over a student/staff email address and click on the Move to button to change the allocated room or click on the Remove button to delete them from that room.

10. Click on the Save button.

11. Finish setting up any other meeting settings then click the Save button.

Starting pre-assigned Breakout Rooms

1. Start your Zoom meeting. For further information, refer to the Start a scheduled meeting as the host (Zoom) guide.
2. Click on the Breakout Rooms button.

3. Your pre-assigned Breakout Rooms will appear on the screen and list any participants that are in the meeting under each assigned room.

Note: You will only see the assigned participants that have joined the meeting prior to you clicking on the Breakout Room button.

4. Click on the Open All Rooms button to start your Breakout Rooms.

5. For further information Managing and Moving between Breakout Rooms, refer to the Managing Video Breakout Rooms (by Zoom) and Moving between Breakout Rooms guides.

Recover pre-assigned Breakout Rooms

Note: This process is used if participants join your meeting after you have started your Breakout Rooms or if you want to use them a second time in the meeting.

1. Click on the Breakout Rooms button.

2. Click on the Recreate button.

3. Click on the Recover to pre-assigned rooms from the drop-down list.

4. Click on the Yes button to confirm recovery to the pre-assigned Breakout Rooms.

5. Click on the Open All Rooms button to start your Breakout Rooms.

6. For further information Managing and Moving between Breakout Rooms, refer to the Managing Video Breakout Rooms (by Zoom) and Moving between Breakout Rooms guides.