How to Create Breakout Rooms in Zoom: A Step-by-Step Guide

Breakout rooms in Zoom are a game-changing feature that allows meeting hosts to divide participants into smaller groups for focused discussions, brainstorming, or collaboration. Whether you’re a teacher looking to facilitate group work or a business professional hosting workshops, understanding how to create breakout rooms in Zoom is essential. 

This comprehensive guide walks you through every step, from basic setup to advanced features.

Zoom Meeting Breakout Rooms Overview

Zoom breakout rooms allow you to split a meeting into up to 100 separate sessions, giving participants the opportunity to collaborate in smaller groups. Hosts or co-hosts can assign participants to rooms automatically, manually, or allow them to choose their rooms. Breakout rooms can also be pre-assigned when scheduling a meeting, providing added flexibility.

Participants in breakout rooms have the same audio, video, and screen-sharing capabilities as in the main session. Hosts and co-hosts can move between rooms, monitor activity, and broadcast messages to all rooms.

Key Features

• Pre-assignment: Assign participants to rooms before the meeting.
• Participant options: Let participants choose rooms or assign them manually/automatically.
• Activity monitoring: Hosts can view participant statuses in each room (audio, video, reactions).
• Screen sharing to all rooms: Share screens directly into all active rooms from the main session.
• Recording: Only the main session can be cloud-recorded. Local recording is possible in individual rooms if permission is granted.

Requirements

1. Platforms supported:
   • Zoom desktop client (Windows, macOS, Linux): Must meet the global minimum version.
   • Zoom web client and Zoom Rooms: Minimum versions apply.
   • Zoom Rooms Controller (Android and iOS).
2. Pre-requisites for managing breakout rooms:
   • Breakout Rooms must be enabled in account settings.
   • Adjusting breakout rooms while open requires special enablement.
3. Saving breakout assignments:
   • Assignments must be saved in recurring meetings with a fixed schedule.

Limitations

• Device restrictions: Participants using SIP/H.323 devices can join but not manage breakout rooms.
• Cloud recording: Only records the main session, not individual breakout rooms.
• Large capacity: Up to 1,000 participants and 100 rooms with the Large Meeting add-on.

How to Create and Manage Breakout Rooms in Zoom

1. Sign In to Your Zoom Account

To start, go to zoom.us and log in with your account credentials. If you don’t have an account, create one first.

2. Enable Breakout Rooms in Settings

Once logged in, click on Settings in the left sidebar. Under the Meeting tab, scroll down to find the Breakout Roomoption and toggle it ON. This will allow you to use breakout rooms in your future meetings.

3. Pre-Assign Participants to Breakout Rooms (Optional but Recommended)*

Pre-assigning participants is technically optional, but it can be crucial for ensuring your meeting runs smoothly without delays. Here’s how to pre-assign participants:

1. After enabling breakout rooms in settings, go to Meetings in the left menu and click Schedule a Meeting.
2. Modify your meeting preferences, then scroll down and expand Options by clicking Show.
3. Select Breakout Room Pre-Assign and click + Create Rooms.
4. Use the menu that appears to create rooms, add or remove rooms, and assign participants to them. Adjust as needed, then click Save.

Pre-assigning ensures that participants are seamlessly divided into their respective rooms, saving valuable meeting time.

4. Schedule a New Meeting or Start an Instant Meeting

To create breakout rooms, you’ll need to be in a meeting. Either schedule a new meeting or start an instant one by clicking Host a Meeting.

5. Click on the Breakout Rooms Icon

Once your meeting starts, find the Breakout Rooms icon (More > Breakout Rooms) on the Zoom toolbar. If you don’t see it, make sure you’ve enabled it in your settings (step 2).

6. Choose the Number of Breakout Rooms

A pop-up will appear allowing you to select how many breakout rooms you want to create. Zoom allows you to create up to 50 rooms. Adjust the number and click Create.

7. Choose How Participants Will Be Assigned (can be skipped*)

You have three options for assigning participants:

• Automatically: Zoom splits participants evenly into the rooms.
• Manually: You can choose who goes into which room.
• Let Participants Choose Room: Participants can select and join the rooms themselves.

8. Assign Participants to Rooms (if manually selected)

If you chose manual assignment, click Assign next to each room and select the participants you want to assign to each room. Once all participants are assigned, click Create.

9. Adjust Breakout Room Settings

Click on Options or the gear icon to access additional settings. You can enable features like allowing participants to choose their room or allowing them to return to the main meeting at any time.

10. Open All Rooms

Once you’re ready, click Open All Rooms to send participants into their breakout rooms. If you allowed participants to choose rooms, they will select their room and join.

11. Monitor and Manage Breakout Rooms

Once the breakout rooms are open, you can monitor activity in each room. You can join any room, broadcast messages, move participants between rooms, and close rooms when needed.

Common Reasons Breakout Rooms Aren’t Visible:

1. Breakout Rooms Are Not Enabled

Breakout rooms must be enabled in your Zoom account settings. They are not automatically enabled by default.

Fix:

• Sign in to the Zoom web portal.
• Go to Settings > Meeting (Advanced).
• Locate Breakout Room, and toggle it on.

2. Using an Unsupported Device or Version

Breakout rooms require the latest version of the Zoom desktop client (Windows/macOS/Linux) or web client. The mobile app and SIP/H.323 devices can join breakout rooms, but they cannot manage or create them.

Fix: Update to the latest version of Zoom.

3. You’re Not the Host or Co-Host

Only the host or co-host can create and manage breakout rooms. Participants cannot create breakout rooms unless permissions are explicitly granted.

*Both the host and co-hosts can assign participants to breakout rooms, but only the first set of assignments submitted will be accepted when clicking Open All Rooms.

Fix: Ask the host to enable breakout rooms or promote you to co-host.

4. Using a Basic/Free Zoom Account

Certain advanced features like large-scale breakout room management may not be available for free accounts. However, basic breakout room functionality should still work.

Fix: Check if your organization uses a paid Zoom plan or if specific permissions are restricted.

5. Breakout Rooms Disabled by Admin (For Organization Accounts)

If you’re on a company or school Zoom account, the admin might have disabled breakout rooms for all users.

Fix: Contact your admin to enable this feature.

Customizing Your Breakout Rooms: Move, Rename, or Delete

Breakout rooms can be tailored to suit your meeting’s needs. You can move participants, rename rooms to reflect their purpose, or delete empty ones.

• To move participants:
  1. Open the Breakout Rooms panel.
  2. Find the participant’s name in the room list.
  3. Click Move to next to their name.
  4. Select the desired room from the dropdown list.
• To rename rooms:
  1. Hover over the room name in the Breakout Rooms panel.
  2. Click Rename.
  3. Enter the new name and click OK to save.
• To delete rooms:
  1. Hover over the room name.
  2. Click Delete.
  3. Confirm the action, and the room will be removed.

Reassigning Participants On-the-Fly

You may need to reassign participants during the meeting due to team changes or preferences.

• Open the Breakout Rooms panel.
• Find the participant’s name and click Move to.
• Select their new room from the dropdown menu.
• The participant will be notified of their reassignment.

Enhancing Breakout Room Sessions with Time and Settings

Control how long breakout sessions last and how participants interact with them.

• To set a time limit:
  1. Open the Breakout Rooms panel.
  2. Click Options at the bottom of the panel.
  3. Check the box for Breakout rooms close automatically after [X] minutes.
  4. Enter the duration and click Save.
• To allow or restrict returning to the main session:
  1. In the Options menu, check or uncheck Allow participants to return to the main session at any time.
  2. Save the changes.
• To add a countdown timer for closing rooms:
  1. In the Options menu, check Countdown after closing breakout rooms.
  2. Specify the countdown duration (e.g., 30 seconds).

Broadcasting Messages Across All Breakout Rooms

Need to provide instructions or updates to all rooms? Use the broadcast feature:

1. Open the Breakout Rooms panel.
2. Click Broadcast message to all.
3. Type your message in the text box and click Send.
4. The message will appear as a notification in all participants’ breakout rooms.

Monitoring Breakout Room Activities

Stay informed about participant activities without disrupting their discussions.

• Open the Breakout Rooms panel.
• Check the participant list to see their status (e.g., “joined,” “waiting”).
• To join a specific room:
  1. Click Join next to the room name.
  2. Enter the room to monitor or participate.
  3. To exit, click Leave Breakout Room and return to the main session.

Streamlining Session Transitions with Countdown Timers

Avoid abrupt interruptions when closing breakout rooms by using a countdown timer:

1. Open the Breakout Rooms panel and click Options.
2. Check Countdown after closing breakout rooms.
3. Enter the desired countdown duration (e.g., 60 seconds).
4. When the breakout session ends, participants will see the countdown timer, giving them time to wrap up.

Improving Collaboration with Custom Room Names

Custom names for breakout rooms can clarify their purpose and guide participants:

1. Hover over the room name in the Breakout Rooms panel.
2. Click Rename.
3. Enter the new name (e.g., “Brainstorming Group 1”) and click OK.

Efficiently Managing Participant Movement

Ensure balanced breakout rooms by redistributing participants:

1. Open the Breakout Rooms panel.
2. Click Move to next to the participant’s name.
3. Select their new room.
4. The participant will be moved automatically.

Simplifying Participant Monitoring in Breakout Rooms

Easily check the status and activity of participants:

• Open the Breakout Rooms panel.
• Look for statuses like joined (active) or waiting (not yet joined).
• If you notice issues, join the room by clicking Join next to its name to provide support.

Broadcast Messages for Group-Wide Communication

Keep all breakout rooms aligned with your meeting objectives:

1. Open the Breakout Rooms panel.
2. Click Broadcast message to all.
3. Type your message and click Send.
4. The message will be delivered as a pop-up to all participants.

How to Record Your Zoom Meeting with Breakout Rooms

As the host, you cannot record all breakout rooms simultaneously. Instead, you must give recording permissions to participants in each room if you want their sessions captured.

Steps to Enable Recording in Breakout Rooms

1. Enable Recording Settings:
   • Log in to zoom.us, go to Settings > Recording, and activate:
     • Cloud Recording (recommended) or
     • Local Recording.
2. Assign Recording Permissions:
   • During the meeting, click Participants in the toolbar.
   • Hover over a participant’s name, click More, and select Allow to Record Local Files.
3. Notify Participants:
   • Inform attendees that the breakout rooms are being recorded and who has recording permissions.
4. Record the Main Session:
   • Start recording the main session by clicking Record and selecting Record to the Cloud or Record on this Computer.
5. Access Recordings:
   • Local recordings are saved in your Documents > Zoom folder.
   • Cloud recordings are stored in the Zoom web portal under Recordings.

Best Tips and Practices for Successful Breakout Room Sessions

• Pre-Assign Participants (When Possible): Save time by pre-assigning participants to breakout rooms during scheduling. This ensures seamless transitions and avoids delays during the meeting.
• Set Clear Objectives: Communicate the purpose of each breakout session upfront. Provide participants with clear instructions, discussion topics, or tasks to keep everyone aligned.
• Assign a Room Facilitator: Designate one participant per room to guide discussions, take notes, and ensure the session stays on track.
• Use Broadcast Messages Wisely: If you need to update all participants mid-session, send concise broadcast messages to avoid disrupting discussions unnecessarily.
• Timebox Sessions: Set a time limit for breakout sessions to ensure productivity and help participants stay focused on achieving the goals within the allotted timeframe.
• Enable Countdown Timers: Let participants know when their breakout session is about to end by enabling a countdown timer for smoother transitions.
• Encourage Collaboration Tools: Suggest participants use shared tools like Google Docs, whiteboards, or polls to facilitate collaboration and document progress during the session.
• Keep Group Sizes Small: Smaller groups (3-5 participants) foster better engagement and give everyone a chance to contribute meaningfully.
• Monitor and Join Rooms: Periodically drop into breakout rooms to ensure discussions are on track and provide support without micromanaging.
• Plan for Sharing Outcomes: Allocate time for each breakout group to present their findings or ideas to the main session, ensuring everyone’s input is valued and the session feels complete.

Zoom’s Built-In Features for More Productive Breakout Sessions

To enhance collaboration during Zoom breakout sessions, take full advantage of its built-in features. These tools can help streamline communication, foster creativity, and keep participants engaged.

1. Zoom Polls
Use polls to gather quick feedback, vote on ideas, or assess understanding of a topic. You can launch a poll at the beginning or end of a session to encourage interaction or gauge the progress of discussions.

2. Zoom Whiteboards
Whiteboards are ideal for brainstorming, drawing diagrams, or creating flowcharts. You can share a virtual whiteboard with participants, allowing them to collaborate in real time and capture important points visually.

3. Zoom Chat
Encourage participants to use the chat feature for asking questions, sharing resources, or contributing ideas without interrupting the speaker. This keeps the conversation flowing and ensures all voices are heard.

4. Screen Sharing
Participants can share their screens to present ideas, documents, or visual aids to the group, making collaboration more dynamic and interactive.

Using these features, you can turn a basic Zoom breakout session into a collaborative and productive experience, making the most of every moment in the room.

Enhancing Your Zoom Breakout Sessions with Krisp AI

Krisp is an AI-powered meeting assistant that goes beyond noise cancellation to significantly enhance your Zoom breakout sessions. With its range of features, Krisp helps ensure clearer communication, better collaboration, and more efficient meetings. Here’s how Krisp can elevate your breakout room experience:

1. AI Noise Cancellation
   Krisp uses advanced AI technology to remove background noises, voices, and echoes from online meetings. This ensures that all participants in your breakout rooms can hear and speak clearly, without interruptions from distracting sounds like typing, traffic, or background chatter.
2. Real-Time Meeting Transcription
   Krisp transcribes meetings and calls in real time, which is invaluable for capturing key points, decisions, and action items during breakout discussions. This transcription is automatically generated, so no one has to worry about taking notes while participating.
3. AI Meeting Notes & Summaries
   After your meeting, Krisp generates meeting notes, summaries, and action items, making it easy to follow up on key takeaways and next steps. This feature is particularly useful for larger meetings where important details can easily be missed.
4. Automatic Meeting Recording
   Krisp can automatically record meetings across all communication apps, including Zoom, ensuring that all breakout room discussions are saved for review later, without requiring manual intervention.

By integrating Krisp into your Zoom breakout sessions, you’ll improve focus, reduce distractions, and increase the productivity of your meetings—whether you’re brainstorming, discussing projects, or making key decisions.

Conclusion

Mastering how to create breakout rooms in Zoom can significantly enhance your virtual meetings, making them more interactive and engaging for all participants. By following the step-by-step process outlined in this guide, you can easily organize and manage breakout rooms to facilitate collaboration, brainstorming, and discussions. Whether you’re pre-assigning participants or configuring room settings during the meeting, you’ll have full control to ensure a smooth and productive session

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