Breakout sessions are one of the key features that Webex Trainings provides over Webex Meetings and Webex Events. With Breakout Sessions, you can split off your attendees into smaller groups and allow them to work together to complete a task, share screens, documents, and converse.
The following will guide you on how to set up breakout sessions for your training session.
Assigning Breakout Sessions Automatically
To assign people to a Breakout Session, you will need Attendees added under the Attendees section.
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In the section titled Breakout Session Assignments Settings, check the box next to Enable Pre-Session Assignment (specify automatic or manual attendee assignments before starting the session) (red arrow below).
When enabled, by default students will automatically split into one of 4 breakout session groups under Set the number of breakout sessions: . You can change this number if you want more or fewer breakout sessions. Or if you can specify the total number of breakout sessions you want and have attendees fit evenly or as evenly as possible within that number of sessions by selecting the Set the number of attendees in each breakout session: and entering the number of breakout sessions you want.
With automatic Breakout Session Assignments, when you start the Breakout Session inside your Training Session, attendees will automatically be assigned and you can start the session instantly. This is good for large group trainings as it can take time to assign members manually.
Assigning Breakout Sessions Manually
To assign people to a Breakout Session, you will need Attendees added under the Attendees section.
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In the section titled Breakout Session Assignments Settings, check the box next to Enable Pre-Session Assignment (specify automatic or manual attendee assignments before starting the session) (red arrow below).
Next, check the Manually assign registered attendees to breakout sessions option (blue arrow above). Do note however this will require Registration for attendees as sessions will have to be manually created based on those who have registered for the Training Session.
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Now schedule your training session. As attendees register to attend your session, you will receive an email (see below) that they have registered, unless you have selected Automatically approve all registration requests option to automatically approve attendees.
To approve an attendee's registration, click the Link (blue arrow above) in the email to navigate to the training session page.
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On the Session Information page, as the host, locate and click on the button called Manage Registrations (red arrow below).
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You will be taken to the Registered Attendees page for the training session. All the Pending tab will show you all the participants that need the approval to attend the session. Check the Checkbox (red arrow below) next to their name and click the Accept (blue box below) button.
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You will be prompted once more if you wish to accept these attendees to attend your session. Click the OK button.
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At the top of the Registered Attendees page in Webex Training, click the Pre-assign attendees to Breakout Sessions… button (red arrow below).
A new popup window will open allowing you to Pre-assign registered attendees to breakout sessions. Under Breakout session settings: (blue box below) you will also have the option to switch to an automatic assignment if decide you wish to switch to an automatic assignment.
To assign an Attendee to a breakout session, select their name from the Not Assigned (green box above) list.
Next, click the Person Icon (red arrow above) to move them to the desired Breakout Session.
By default, the first person into a breakout session will be the Presenter when Breakout sessions are started. You can change who is the presenter by selecting their name in the Session list and selecting the Webex Ball Icon (red arrow below)
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You can add additional breakout sessions by clicking the Add Breakout Session button
When you have moved all your attendees from Not Assigned to a desired Breakout Session, click the OK button (blue arrow above).
Congratulations you have successfully scheduled and manually assigned users for breakout sessions!