Breakout Rooms

Accessing the Breakout Room Manager

Creating Breakout Rooms

Clone Main Room

Customize

Test Room

Breakout Room Settings

Assets

Attendees

Recording Rooms

Moving In and Out of Breakout Rooms

 

Breakout Rooms:

  • Create one or more breakout rooms in advance of the session
    • Breakout Room Manager from within a session
    • When setting up or editing a session (Coming Soon)
  • Assign attendees in advance of the session
  • Auto assign attendees between rooms
  • Move and bring back attendees with one click for one or all rooms
  • Bring back Chat, Group Whiteboard, and Group Notes without closing the room
  • Leave rooms open and hold all attendee assignments for the next session
  • Edit existing room arrangement, tools used and attendee assignments
    • View an interactive arrangement of the session layout as tools are added/removed
  • Last, and certainly not least, unpin the room manager from the session

 

 


ACCESSING THE BREAKOUT ROOM MANAGER

1. Host or Co-Host (only one person can access the Breakout Room Manager at a time for a session) clicks on the Global Attendee Options

2. Click on Breakout Room Manager

ManageBOR.png 

 

 


CREATING BREAKOUT ROOMS

There are two ways to create Breakout Rooms for a session.

1. From within the session, using the Breakout Room Manager.

2. When setting up the session, use #5 Breakouts at https://app.jigsawinteractive.com  (Coming Soon)

 

 


BREAKOUT ROOM MANAGER

The Breakout Room Manager allows the Host and/or Co-Host the ability to:

  • Create one or more breakout rooms in advance of the session or while in the session
  • Assign attendees to a Breakout Room
  • Auto assign attendees between rooms
    • Select how attendees move to a room
  • Move and bring back attendees with one click for one or all rooms
  • Bring back Chat, Group Whiteboard, and Group Notes without closing the room
  • Leave rooms open and hold all attendee assignments for the next session
  • Edit existing room arrangement, tools used, and attendee assignments
    • View an interactive arrangement of the session layout as tools are added/removed
  • Last, and certainly not least, unpin the room manager from the session

AddRooms.jpg
 

 

1. After selecting the method of creating, enter the number of rooms to create/add (up to 50 rooms can be created for a session)

2. Enter a Room Name (this will show as "room name" then a number following in the Breakout Room Manager (ex. Math 1, Math 2, etc.)

3. Choose between three room configurations:

  • Clone Main Room

Copies the Main Room settings and assets.  The Settings can be customized for Cloned Rooms by clicking the Customize Room button in the upper right corner of the Settings screen of the room.

Clone_Room_Settings.jpg

 

  • Customize

Creates a 2-Pane Breakout Room with a Whiteboard where you can select tools and options for each room.  The defaults tools available for this room include:

  • Web Cams
  • Documents
  • Presentations
  • Whiteboard
  • My Documents
  • My Presentation
  • Whiteboard Bring Back
  • Allow Assigned Attendees to Move in Room
  • Feedback Tool
  • Instant Polls
  • Room Check

Customize_Room.jpg

 

  • Test Room

(This is an add-on feature.  Talk to your Sales Rep for more information.)

Test Rooms are a type of Breakout Room that can be created with limited settings.  These settings are predetermined and cannot be altered.   You can have all your students in one room without worrying about students seeing or talking to one another.    This means only one Test Room is needed for all your students instead of multiple Breakout Rooms where you have to move from one to another to monitor each student.

What do you get with the Test Room?

  • 2-Pane Room with no Whiteboard
  • Host and Co-Host can see All web cams but the Attendees can only see the Host and Co-Host web cams, as well as their own.
  • Group Chat is available for Host and Co-Host viewable to Attendees. 
  • Direct Chat with Host and Co-Host for Attendees.
  • Attendees have Raise Hand option in Test Room
    • Host and Co-Host can clear individually or globally (must be in the Test Room to clear globally)
  • Presentations, if loaded.
  • Test Room Attendees will be able to see Broadcasted Messages

 

The Test Room will appear with a faded overlay over the settings as they are preset and cannot be changed.

TestRoomSettings.jpg

 

**Please Note:  The Quick Move will not work for the Test Room.  Host/Co-Host will have to move Attendees who are assigned to the Test Room into the Room.

TestRoomView_s.png

 

 

Room configurations are identified by icons in the Breakout Room Manager.

  •  Clone_Icon.jpg  Cloned Room
  • Customize_Icon.jpg  Customized Room
  • Test_Room_Icon.jpg  Test Room

 


Coming Soon

When Setting Up the Session, there is a 5th screen in Editing mode called Breakouts.

 

 


BREAKOUT ROOM SETTINGS

The Settings tab permits changes to ALL or One Room. 

  • Through the removal/addition of Tools, the arrangement will update to show how the layout of the session will look (Interactive Arrangement)
  • Selecting which PDF Bring Backs to save to the Main Room assets
  • The Quick Move option for Attendees
  • Other Tools that are available in the Breakout Room
  • Recording Options
  • Settings for how the room is closed

All Rooms

When making changes under All Rooms, these settings will effect all Breakout Rooms (except Test Rooms) that have been created.  The same options under the Settings tab can be applied to All Rooms or specific rooms.  However, the menu options at the top vary slightly.   For All Rooms, the options include:

  • Auto Assign:  automatically assign all attendees among the created rooms
  • Move Attendees:  move assigned attendees to all rooms created
  • Bring Back Attendees:  move all attendees who are in Breakout Rooms back to the Main Room
  • Bring Back PDFs:  saves the PDFs from all Breakout Rooms to the Main Room Documents under Pane 2
    • Please Note:  If unchecked and decide to bring back any or all of the items, you can check these and Save Changes to Bring Back PDFs for Chat, Notes, and/or Whiteboard.
  • Close Rooms:  closes all rooms listed in the Breakout Room Manager

BORManagerLayout.jpg

 

One Room

Changes made at the individual room level effect ONLY the single room selected.  For individual rooms, the menu options include:

  • Move Attendees:  move assigned attendees to all rooms created
  • Bring Back Attendees:  move all attendees who are in Breakout Rooms back to the Main Room
  • Bring Back PDFs:  saves the PDFs from all Breakout Rooms to the Main Room Documents under Pane 2
    • Please Note:  If unchecked and decide to bring back any or all of the items, you can check these and Save Changes to Bring Back PDFs for Chat, Notes, and/or Whiteboard.
  • Close Rooms:  closes all rooms listed in the Breakout Room Manager

Specific_Room_Layout.jpg
 

 

 


ASSETS

Assets can be assigned to All Rooms or to specific rooms.  The Host or Co-Host can customize Breakout Rooms with Assets that are specific to each room.  Either select All Rooms (to assign Assets to every Breakout Room) or a specific room (to assign Assets to an individual Breakout Room) then click the Assets tab.

All Rooms

When selecting All Rooms, Assets assigned here will be added to all Breakout Rooms created.

AssetsAll.jpg


 

One Room

When a single room is selected, assets assigned will be available only in that one room.

AssetsOne.jpg

 

 


ATTENDEES

The Attendees Tab is available for individual rooms only.  Select Attendees from the Session Attendees table (left side) and assign them to the Breakout Room (right side).

Attendees listed in the Session Attendees table have either joined the session or were invited by the Host/Co-Host when setting up the session (see Attendees and Attendee Manager).

Once assigned to a room, an attendee can be assigned the Lead Role.  The Lead is a trusted attendee who facilitates work in a Breakout Room.  This role is only active for the specific Breakout Room.  The Host or Co-Host can assign the Lead for the Breakout Rooms from the Breakout Room Manager or be promoted from within the Live Session.

When Show Invitees (located at the top of the screen) is checked, all Attendees who were invited on the Backend (when setting up the session) will appear under Session Attendees even if they are not currently in the Session. 

Once Attendees are added to a Breakout Room, Leads can be assigned by clicking the bullet under the Lead column.

AttendeesBOR.jpg

 

 

Who Can Be Assigned to a Breakout Room?

Role Host Assigned Co-Host
(Assigned from the
Session Attendee List)
Promoted Co-Host
(Promoted from the
Attendee List)
Attendee
Assigned No No Yes Yes

 

To learn more about roles, visit Roles in the Attendees and Attendee Manager article.

To learn more about Assignment and Promotion, visit Assignment vs. Promotion in the Attendees and Attendee Manager article.

 

 


RECORDING ROOMS

Auto Record Functionality

  • Option assigned in the Breakout Room Manager under "Other Options"
  • First attendee moved into the room is the "recorded by"
  • Recording is paused when room is empty until the room is closed

Manual Record Functionality

  • Host will need to move into each room to start and stop the recording using the R button at the bottom of the room

 

 


MOVING YOURSELF IN AND OUT OF BREAKOUT ROOMS

Drag-And-Drop

Quick Move

 


Drag-And-Drop

Once you have the Breakout Rooms created and your attendees are assigned and moved to their Breakout Room, you now need to be able to move yourself in and out of them as well.

1. Click and hold the mouse down over your name in the Attendees List.

2. Drag your name over the name of the Breakout Room you need to enter and release the mouse.

EnterBOR.png

 

To move back to the Main Room:

1. Click and hold the mouse down over your name in the Attendees List

2. Drag your name over the Main Room and release the mouse.

LeaveBOR.png

 

 


Quick Move

A feature to allow easier navigation from the Main Room to Breakout Rooms for all attendees is Quick Move drop-down menu. 

QuickMove.png

 

How to Use Quick Move

  • When the Breakout Roomss are set up and Attendees are given permission to move freely between rooms, they will see a List View icon at the top of the Attendees List. 
  • The rooms available to the attendee will appear.
  • The attendee selects the room and will automatically be moved to that room.
  • When ready to move back to the Main Room or a different room, repeat the steps.

 

Why Quick Move?

There are several scenarios where the Quick Move is convenient over a Host/Co-Host moving attendees one-by-one, asking the Attendees to move themselves by dragging and dropping into the room, or the Host/Co-Host dragging themselves into each room as needed.

  • Parent/Teacher Conferences:  Students and/or Parents are able to open the Quick Move drop-down menu to select the teacher's room to discuss the student's progress.  When finished, the student/parent can easily select a new teacher from the Quick Move drop-down menu to move to another room.
  • Specialized Topics in a Session:  A Host could have Breakout Rooms set up to cover various topics in a class where the students can move from room to room to get assistance or to work on that specific topic.
  • Training Topics:  Breakout Rooms can be set up to cover various training topics for a company.  The attendees can move in and out of Breakout Rooms to get the information from the presenters.
  • New Employees:  Breakout Rooms can be set up to cover the different topics for new employees (W4 paperwork, insurance, holidays/vacation, etc.) and new employees can use the Quick Move drop-down menu to move from room to room to get the information they need.

 

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