Pre-Assigning Webex Breakout Sessions

Owned by Dan Jakubiak
Last updated: Jun 08, 2023
3 min read

Users are able to pre-assign Participants into Breakout Sessions before the Meeting begins by entering their email addresses during the scheduling process. Be sure to instruct your attendees to join with the same email address you have used to assign them. Be sure to use and instruct Participants to join with their UConn email address if they have one.

In order to preassign Breakout Session groups to a Meeting that has already been created, you must Edit the Meeting. Your changes will not be saved unless you enter Edit mode.

Setup

  1. Go to http://s.uconn.edu/webex.

  2. Enter your UConn NetID and NetID password to sign in.

  3. Click on Calendar and then Schedule to begin scheduling your session.

    1. Alternatively, you may find a Meeting that you have already scheduled and click on the pencil icon to edit the Meeting; continue following this guide.

  4. Schedule the Meeting as you normally would. If there are any UConn affiliated users that you would like to add as a Cohost, be sure to add them to the Attendees field.

    1. Click on the person icon to make them a Cohost. Cohosts can manage the breakout sessions during the Meeting just as the Host can. Please note that only one person can have the Breakout Session Manager open at a time.

  5. While Scheduling the session, click Show advanced options and then Scheduling options. Then, click on the Preassign breakout sessions link. You will need to manually add all of the participants so that Webex knows where to put them.

    1. The participants must join using the same email address that you used to invite them. This is how Webex recognizes them. If they join with a different address, they will appear twice in the Breakout Session manager: once as a preassigned entity, and again as their actual presence. To simplify this, be sure to use UConn email addresses if available.

  6. Set the desired number of breakout sessions.

  7. Click on the ellipsis at the end of a breakout session name to rename it.

    rename

  8. Add the Cohosts to the appropriate sessions if necessary.

    1. Check the box next to their name, then click Assign to to place them in a breakout session.

  9. To add your students/participants, click on the person+ icon.

  10. Click on the breakout session that you want to add participants, and then type in their email address.

  11. Click Done to return to the previous pre-assignment screen. If you expand the breakout sessions on the right, you will see your newly added participants.

  12. Click Create when you are finished pre-assigning the groups. You will be returned to the scheduling page.

  13. Click Schedule at the bottom of the page to complete the booking.

Opening the Pre-Assigned Sessions

  1. Begin your scheduled session normally.

  2. When the time comes, click on Breakout sessions in your bottom panel between Record and the More Options button (...).

  3. You will see your preassigned Participants already in their sessions.

  4. If they have not yet joined, their Participant Card will be grayed out and have the text "Not in meeting."

  5. If the Participant has joined using a different email than the one that you used to preassign them, they will have two Participant Cards in the Breakout Session manager: one of which will remain gray and they other represents their actual presence in the Meeting.

This screenshot shows four preassigned Participants who have not yet joined. These Participants my be moved before and after they join.

Returning to the Main Breakout Session

Controlling Webex Breakout Sessions

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