Breakout Rooms

Accessing the Breakout Room Manager

Creating Breakout Rooms

Clone Main Room

Customize

Test Room

Audio in a Test Room

Video in a Test Room

Breakout Room Settings

Assets

Attendees

Recording Rooms

Moving In and Out of Breakout Rooms

Setting Up Rooms Before a Session Begins

 

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 in Future)
• 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

Please Note:  Polls cannot be created from within a Breakout Room.  They must be created when setting up a session or in the Main Room, then added to the Breakout Room Assets.

 

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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 Manage Breakout Rooms

 

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CREATING BREAKOUT ROOMS

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

1. From within the session, using the Breakout Room Manager or clicking the + in the Attendees List Pane Title.

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

 

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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 Based on the number of rooms needed OR Based on the number of attendees per room
  
  • Based on the number of Attendees per room is an Add-On Feature.  For more information, contact your Sales Representative.
    
• 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

 

1. After selecting the method of creating, enter the number of rooms you want to create/add or the number of attendees per room. If you attempt to create more than 20 rooms, you will receive the message below, indicating that the maximum amount of rooms has been reached.

*Please Note:  The number of rooms created can be increased to 50, but this is an Add-On Feature.  For more information, contact your Sales Representative.

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:

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

•    Cloned Room
•   Customized Room
•   Test Room

• 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.

 

• 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
• Screen Share
• Whiteboard
• My Documents
• My Presentations
• Whiteboard Bring Back
• Allow Assigned Attendees to Move in Room
• Feedback Tool
• Quick Polls
  
• Room Check
• Allow Attendee to Self-Exit

 

• Test Room
  

(This is an add-on feature.  For more information, contact your Sales Representative.)

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
• Host and Co-Host are able to communicate via Computer Audio (microphone) (All Attendees can hear this unless the Host and Co-Host communicate using Private Communication
  
• Host and Co-Host are able to conduct Private Communications with individual Attendees via Computer Audio (microphone) and hear all Attendees' audio
• 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.

 

**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.  Attendees can return to the Main Room by simply clicking the Exit Arrow that appears next to the Chat Bubble for the Test Room.**

 

Audio in a Test Room

The Host and Co-Host will have the opportunity to communicate with one another via Microphone.  When Attendees first enter the Test Room, they will see their mic as enabled (green mic) and will not be able to disable it by clicking the mic icon. 

 

The Host and Co-Host will see the green mic with a line through it.  The Host or Co-Host will need to click the mic to listen to the Attendee.

Please Note:  When you start listening to Attendees' mics and activate all of them, you will be hearing everyone at one time.   You can click and choose whose mic to listen to; however, Attendees will not know if their mic is turned on for the Host/Co-Host and may attempt to talk.

 

The Host or Co-Host will also have the opportunity to communicate one-to-one with individual Attendees.  To do this, the Host or Co-Host will:

1. Click the Attendee's name

2. Click Private Communication

 

The mic icons for the Host/Co-Host and the Attendee will change to a headset.

 

To stop the Private Conversation, the Host/Co-Host will click the Attendee's name and click Stop Private Conversation. 

 

You will need to stop a Private Conversation before starting a new Private Conversation and before leaving the Test Room.  This will also disengage the microphones.  The Host/Co-Host will just click their own mic to engage and the Attendee's mic to continue the listen mode.

Please Note:  Only the person who started the Private Conversation can STOP the Private Conversation.  However, a Co-Host to Co-Host Private Conversation can be stopped by either Co-Host.

Video in a Test Room

When in a test room, Attendees' webcams will only be visible to Hosts and Co-Hosts. If a Host/Co-Host enable their webcam, it will be visible to all attendees within the session. 

Up to 25 webcams can be enabled simultaneously inside each test room. 
This number can be increased as an add-on feature. For more information contact your Sales Representative. 

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Coming Soon

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

 

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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
• Allow Any Attendee to Change Whiteboard Page (Allows all attendees in the breakout room to add and change the page on the Group Whiteboard)
  
• The Self-Exit option for Attendees (Allows the attendees to be able to exit a room on their own or have the Host/Co-Host move them out of the room)
• 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 affect 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

 

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

 

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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.

 

One Room

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

 

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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 in the Session Attendees) 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.

 

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.

 

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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

 

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MOVING YOURSELF IN AND OUT OF BREAKOUT ROOMS

Drag-And-Drop

Quick Move

 

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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.

 

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.

 

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Quick Move

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

 

How to Use Quick Move

• When the Breakout Rooms 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.

Please Note:  If the option "Disable Quick Move" is selected for one or all rooms, the Quick Move for that/those rooms will not appear for any user in the session.  This includes Host and Co-Hosts.

 

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.

 

Delete a Room

To Delete a Room from the Attendees List, click the Trash Can for the Room.

 

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Setting Up Rooms Before a Session Begins

Once the Breakout Rooms are created in a session, the Host or Co-Hosts can enter a session to prepare the rooms for the upcoming session.

What can be be set prior to the session starting?

• Pane 2 Content
  • Set up Documents and Presentations in individual rooms prior to the session beginning
    
• Pane 3 Assessments
• Whiteboard Content
• Released Assets to appear in Pane 4
• Polls under Global Attendee Options

 

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