Pre-Assigning Breakout Room in Zoom (Authenticated Users)


When pre-assigning breakout rooms in Zoom there are a few steps you will need to take in order for this to work effectively. Below are some step-by-step instructions for setting up pre-assigned breakout rooms from the grade book list in VU Collaborate.

If you pre-assign breakout rooms, your students will be required to log into Zoom via the single sign-on process through VU Collaborate.   

Please also refer to the Using Breakout Rooms in Zoom Help Guide.

In this guide, the following steps will go through:

 

Step One: Download a Gradebook Student List as a CSV File


The first step needed when creating Pre-Assigned Breakout Groups in Zoom will require you to download your grade book student list from VU Collaborate.

1. Log into VU Collaborate and hop into your current Delivery Space.

2. Select Assessments on the top toolbar and then Grades.

Select Assessments in the Navbar to activate the dropdown box and select Grades

2. Select Enter Grades on the top left-hand side of the screen to enter the Gradebook.

Select Enter Grades to enter the Gradebook

3. Once in the Gradebook select Export located near the top left-hand side of the page.

In the Gradebook select Export

4. Make sure to copy the following settings down below.

Select All Users under Export Grade Items For, if there is only one group within the Delivery Space.


Select the following settings

If there are multiple groups in the Delivery Space and you just want to select your own class group, change All users to Groups and then select Apply.


Select Groups and then Apply

Then select the new dropdown menu and choose your class from the list. Then select Apply.


Select the new dropdown and choose you class group then select apply

5. Select the tick box Email within User Details.

Select the following settings tick email

6. Deselect the top tick box to detach all Grade Items from the export.

De select all Grade Items by removing the tick from the tick all button

5. Then select Export to CSV to finalise the export.

Select Export to CSV to finalise the export

6. The following dialogue box will appear once finalised. Select Download once the file is ready.

A dialogue box will appear once complete select Download

7. Your computer should then automatically download the document, save this to your desktop.

Please refer to the Zoom Essentials Help Guide, Accessing Zoom step 2.1, to learn how to log into your VU Zoom Staff Account correctly.

8. Log in to the Zoom Web Portal following step 2.1 in the Zoom Essentials Help Guide.

9. Once within the Zoom Web Portal, on the left-hand side, select Meetings.

Select Meetings

10. On the right-hand side select Schedule a Meeting.

Select Schedule a Meeting

11. Scroll down the page until you see Breakout Room pre-assign, tick this option and then select Import from CSV.

Scroll down and tick Breakout Room pre assign then select Import from CSV

12. A pop up will appear, select download within the sentence above the Drag & Drop area. This will allow you to download and save a helpful template.

We recommend saving the CSV template document onto your computer device or USB storage and making a copy for future uses.


Select Download to download the CSV Template

You may now close the Zoom Web Portal and the creation of a new Zoom Session.

 

Step Two: Editing the CSV File Template


1. Open the CSV File now located on your computer device. This file will open within Excel.

Open the CSV Template File

The CSV template will look like the image below once opened:


The CSV Template will look like this

2. Now open the Gradebook Download File with your students' emails. This file should also open within Excel.

Student Email Export File
 

The Gradebook Download File will look like the image below once opened:


Student Emails Excel Exemplar

3. Highlight all of your students' emails and copy them by either right-clicking your mouse and selecting Copy or by using the shortcut keys on your keyboard ( CTRL + C ).

Copy Student Emails Copy emails

4. Head back to the CSV template and replace the fake test emails with your students' emails.

You can do this by highlighting the test emails and then you may either right click your mouse and select Paste or use the shortcut keys on your keyboard ( CTRL + V ).

Paste and replace test emails Copy Student Emails into CSV File

The following steps will showcase how to create pre-assigned breakout groups.

Now that you have copied your students' emails into the CSV template, you may split them into their breakout groups for your next session.

5. To split students into separate breakout rooms, assign them to a room by giving them a pre-assign Room Name. For example, if you want groups of three, you will place three students into room1, room2 and room3.

You can make as many rooms as you like and you may colour code the rooms to make it easier to see who is in what pre-assigned breakout room.


Make Groups in CSV File

6. Once all students have been assigned Save the CSV File Template.

 

Step Three: Uploading the CSV File to a Scheduled Zoom Meeting


In the case of uploading pre-assigned breakout rooms, you will first need to have scheduled meetings available within the Zoom Web Portal.

Please refer to the Zoom Essentials Help Guide, Accessing Zoom step 2.1, to learn how to log into your VU Zoom Staff Account correctly.

1. Log in to the Zoom Web Portal following step 2.1 in the Zoom Essentials Help Guide.

2. Once within the Zoom Web Portal, on the left-hand side, select Meetings.

Select Meetings

3. In the Upcoming meeting section, hover over the session you wish to add pre-assigned breakout groups within and select Edit.

Over over your meeting and select Edit

4. Scroll down the page until you see Breakout Room pre-assign, tick this option and then select Import from CSV.

Scroll down and tick Breakout Room pre assign then select Import from CSV

5. Drop the CSV template file you updated in the space pictured below.

Drop CSVFile

6. It will then upload to the scheduled meeting and select Save.

 

Step Four: Activate the Authenticated User Setting


1. You will need to make sure that in your profile on the Zoom Web Portal that the following setting is activated.

Please refer to the Zoom Essentials Help Guide, Accessing Zoom step 2.1, to learn how to log into your VU Zoom Staff Account correctly.

1. Log in to the Zoom Web Portal following step 2.1 in the Zoom Essentials Help Guide.

2. Once within the Zoom Web Portal, on the left-hand side, select Settings.

Select Settings

3. Scroll down under settings and make sure that the Only Authenticated Users Can Join Meetings from Web Client is activated.

If you pre-assign breakout rooms, your students will be required to log into Zoom via the single sign-on process through VU Collaborate.   


Authenticated User Setting

Please note if you intend on running meetings in the future with individuals external to VU, this setting will need to be deactivated.

 

Importing Meeting to VU Collaborate Space from Zoom Web Profile


In order for your students to attend your Zoom classroom, you will need to make sure that the meeting from the Zoom Web Portal ( victoriauniversity.zoom.us. ) is imported to your VU Collaborate Unit space.

1. Go to the Zoom Web Portal ( victoriauniversity.zoom.us. ) and copy the Meeting ID by highlighting the ID and right-clicking, then select Copy. Or you can use the shortcut on your keyboard (Ctrl + C).

Copy Meeting ID

2. Navigate to your Zoom Classroom section in your Delivery Space by selecting Communication in the navbar, then select Zoom Classroom.

Select Communication in the VU Collaborate navbar and then select Zoom Classroom

3. On the far right of the screen, you will see a button with three dots, select it.

4. Then select Import Meeting.

Select the three dots and then select Import Meeting

5.  Right-click with your cursor, then select Paste or use the shortcut on your keyboard (Ctrl + V) the Meeting ID that you have copied from the Zoom Web Portal as per the below image.

6. Then select Import.

Import Meeting ID

6. The meeting should then appear as below with your pre-assigned breakout rooms.  

Zoom Meeting

7. You are now ready to start your scheduled Zoom Classroom and your pre-assigned breakout room will be set.  

8. When facilitating your classroom simple select breakout rooms on the toolbar within your zoom meeting, the pre-assigned breakout rooms will appear and all you need to do is select open breakout rooms.  

 


Further Support

Visit the VU Collaborate Help site at https://vucollaboratehelp.vu.edu.au for up to date information and resources on blended learning or email This email address is being protected from spambots. You need JavaScript enabled to view it..

Contact ITS Service Desk on (03) 9919 2777 or via self-service http://servicedesk.vu.edu.au for further technical support.