This feature is available on WBS40.11 and later sites. To find out which version of Webex Meetings that you're using, see Find Your Cisco Webex Meetings Version Number.


This feature is available on a delayed release cycle. Check status.webex.com/maintenance to see when it's available on your site.

You can preassign people to breakout sessions either by using your attendee list or by importing a CSV file:

  • If you use the attendee list, you can assign invitees manually or automatically.

    Any cohosts on your list won't be automatically assigned to breakout sessions.

  • If you import a CSV file, you can download a template and then enter the names of the breakout sessions and the email addresses of the people that you want to preassign. These people will be invited to the meeting.

You can still assign, move, or remove participants during the meeting, if you need to make adjustments after the meeting has started.

1

Follow the steps to schedule a meeting. Make sure that you've already added the attendees.

Attendees field

When you get to the Show advanced options section of the meeting scheduler, proceed to Step 2.

2

On the Schedule a Meeting page, click Show advanced options > Scheduling options, check the Enable breakout sessions check box, and then click Preassign breakout sessions.

Enable breakout sessions check box
3

Select the number of breakout sessions that you want to create and how you want to assign your participants:

  • Automatically: Let us split your participants up evenly into each of the breakout sessions.
  • Manually: You assign participants to each breakout session.
Breakout sessions preassignments dialog box
4

Click Create.

The breakout sessions are created. By default, they're named Breakout session 1, Breakout session 2, and so on. To rename a breakout session, hover over the name, click More > Rename, and then enter a new name.

Rename

If you chose Automatically in Step 3, the participants are assigned.

Breakout sessions created

If you chose Manually in Step 3, select the participants to assign under Not assigned, click Assign to, and then select the breakout session or create a New breakout session. Repeat this step until all participants are assigned.

Move to session
The number of attendees that you've assigned to each breakout session shows in parentheses next to the name of the breakout session.
Number of attendees in each session
5

If you want to adjust the breakout sessions, you can move, exchange, or remove participants, or add sessions.

Move participants
6

When you're finished preassigning participants, click Create, and then finish scheduling the meeting.

To change the preassignments before the meeting starts, go to Meetings, select the name of the meeting from the meeting list, and click Preassign breakout sessions.

Preassign breakout sessions

What to do next

After the meeting has started:

  1. Change breakout session settings. You can't change the settings after the sessions have started.

  2. When you're ready to start all breakout sessions, click Start breakout sessions.

    Start breakout sessions

1

Follow the steps to schedule a meeting. You don't need to complete the Attendees field in the scheduler. All the people that you include in the CSV file will be invited to the meeting.

When you get to the Show advanced options section of the meeting scheduler, proceed to Step 2.

2

On the Schedule a Meeting page, click Show advanced options > Scheduling options, check the Enable breakout sessions check box, and then click Preassign breakout sessions.

Enable breakout sessions check box
3

In the Breakout session preassignments dialog box, click Create.

It's OK to accept the default values for now. This information will be overwritten when you import your CSV file.

Create button
4

Click Import from CSV file and then download the CSV format template.

Import from CSV
5

Populate the template.csv file using the format specified in the template and then upload your CSV file.

CSV template
The breakout sessions are created and the people are preassigned.
Breakout sessions are preassigned
6

If you want to adjust the breakout sessions, you can move, exchange, or remove people, or add sessions.

Move, exchange, remove
7

When you're finished preassigning people, click Create, and then finish scheduling the meeting.

To change the preassignments before the meeting starts, go to Meetings, select the name of the meeting from the meeting list, and click Preassign breakout sessions.

Preassign breakout sessions

What to do next

After the meeting has started:

  1. Change breakout session settings. You can't change the settings after the sessions have started.

  2. When you're ready to start all breakout sessions, click Start breakout sessions.

    Start breakout sessions