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Can't Assign Registered Participants to Breakout Rooms

Anonymous
2022-03-18T18:18:30+00:00

Hello I have been working on a test webinar to plan for a webinar event our organization will be holding in a month. I had staff members fill out registrations and those have been coming in normally, so that I have 19 participants listed for the webinar. However whenever I go to assign attendees to breakout rooms ahead of the meeting, it only allows me to assign presenters. I am not able to assign anyone who would be considered in the participant role. I thought this might be because they were all internal emails and tried it with my own personal gmail account and that also did not populate the list of potential users we could assign to rooms.

So I have a couple questions regarding this issue. The first would be whether I have to manually assign people as attendees/participants? I had assumed that someone submitting a registration would automatically put them in this role but it seems like that is functionally not the case.

Secondly would I be able to assign participants to breakout rooms ahead of the actual event? There will be a large group attending and it would not be ideal to have to manually add participants to breakout rooms during the webinar itself.

Please note that on a help page I found by googling the issue it sounded as if there would be a space on the Meeting Options page that would allow the organizer to assign people to the attendee role but when I open the meeting options, it only lets me assign the presenter role. As an extra detail, it also will not let me add a co-organizer. The option is not listed.

Thank you for any help.

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  1. Anonymous
    2022-09-16T22:02:24+00:00

    There is a way! Unfortunately, you will need to wait until the start of the meeting and your external participants join. Once participants are joined into the meeting, you can then assign them to relevant breakout rooms. However, this may present a challenge in time if you have many participants to manually assign. If not, simply use the Automatic assignment feature. Note: if pending participants join late, recall that not until the participant joins the meeting can it be assigned to a breakout room. Lastly, any participants who join via mobile device are not able to be assigned to any breakout room. Had to learn on-the-fly and the hard way. Hope this helps all of you!

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  2. Anonymous
    2022-09-16T22:38:41+00:00

    Thank you Jesus. This is helpful to have confirmed. Although it is too bad you can't create groups with the registered participants ahead of time. @Microsoft Teams staff- this would be an incredibly helpful feature to have available.

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  3. Anonymous
    2022-03-18T23:12:50+00:00

    Hi Rachel:

    You can asign the attendees manually or automatically using the Teams capabilities.

    You can see how to do in the content under the section "Assign people to breakout rooms manually" from the link in my previous entry.

    I hope that you can solve the problem, please let me know about the result, because other users with the same problem will know know what to do.

    Greetings.

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  4. Anonymous
    2022-03-18T19:21:47+00:00

    Hi- Thank you for your response. I am using the desktop version and I am the organizer. There are only 20 registered users for this test webinar and none of the people who have submitted registrations are populating as potential participants to add to breakout rooms. The only people I can assign to breakout rooms ahead of time appears to be people in the presenter role. So what I was asking is whether I have to manually add registered users as "participants" or "attendees" or something so that it will be possible to assign them to rooms without starting the meeting itself.

    Here are screenshots of the issue I am describing:

    Please compare the number of registered participants to the number I am able to assign to rooms

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  5. Anonymous
    2022-03-18T19:08:00+00:00

    Hi Rachel, I'm Sergio, it's a pleasure to help you.

    You should keep in mind that only meeting organizers on the desktop versions of Teams (Windows and Mac) can create and manage breakout rooms.

    You can't create breakout rooms if there are more than 300 people in a meeting. Likewise, if you create breakout rooms before a meeting, you won't be able to invite more than 300 people. 

    To create breakout rooms before the meeting:

    1. Go to your Teams calendar and open the meeting invite.
    2. Go to Breakout rooms and select Create rooms.
    3. Choose the number of rooms you want (up to 50) and select Add rooms.
    4. Select Assign participants.
    5. Choose whether you want Teams to evenly assign people to rooms (Automatically) or assign people yourself (Manually).

    As soon as the meeting starts, you can open the breakout rooms.

    Source:

    https://support.microsoft.com/en-us/office/use-...

    Greetings.

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