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I am an Editor or Presenter but cannot trigger breakout sessions in the 3D environment!
I do not see the setting to alter the capacity of a breakout space
I do not see the checkbox to mark a space as “breakout space” in a world
Can some attendees be pre-assigned to rooms, and the others distributed based on available space?
Why do some users have a red X beside their name?
If attendees need to be pre-assigned to specific rooms
If attendees should be distributed in different spaces based on capacity
On the LearnBrite platform it is possible to split a meeting into smaller ones by using breakout rooms. The feature is available from version 2.14.
FAQs
I am an Editor or Presenter but cannot trigger breakout sessions in the 3D environment!
To have access to this feature you need to be invited as a Presenter or Editor to the world itself, not only to one or more spaces within the world. See “Access > How do I invite other users to a space/world?” in the Known Issues & FAQ guide
I do not see the setting to alter the capacity of a breakout space
The feature is only available from version 2.14. To learn how to change versions, see “How can I change the version of a space/world?” in the Known Issues & FAQ guide.
I do not see the checkbox to mark a space as “breakout space” in a world
The feature is only available from version 2.14. To learn how to change versions, see “How can I change the version of a space/world?” in the Known Issues & FAQ guide.
Can some attendees be pre-assigned to rooms, and the others distributed based on available space?
Yes. The spaces should be set up according to both sets of instructions (setup for pre-assignment and setup for capacity). Then, within the space, distribution by pre-assignment should be triggered first, followed by distribution by capacity.
Why do some users have a red X beside their name?
All modes of distribution (by max users, equally, or by amount) have boundaries. For example, the maximum number of users allowed in a breakout space is always respected, no matter the distribution mode you selected, so if you’re trying to place 10 users in a space that only allows 6, there will be 4 users “left over”.
When the available space in the breakout rooms is not enough to accommodate all selected users, these will be indicated separately in the popup with a red X beside their name.
Setup
Breakout spaces are only available when using worlds, and can be prepared on the Dashboard. The preparation includes two steps, dealing with the spaces first and then the world.
Preparing the space(s)
A breakout space is created as any other spaces – instructions on how to do so are available on the “Creating a Meeting Space” guide .
Depending on how attendees will be subdivided among rooms, you will need to take different actions:
If attendees need to be pre-assigned to specific rooms
A user can be pre-assigned to a specific space by inviting them to it (in addition to inviting them to the world). For instructions on how to do so, see “Access > How do I invite other users to a space/world?” in the Known Issues & FAQ guide.
Pre-assignments are unaffected by space capacity, described below.
If attendees should be distributed in different spaces based on capacity
By default each space has a capacity of 15 users: if 25 users are being subdivided among breakout spaces, 15 will be assigned to the first, and 10 to the second.
The capacity can be modified in the space’s settings, in these sections:
- v 2.13 (and earlier): the functionality is unavailable
- v 2.14 (and later): Experimental settings
For instructions on how to change the version of a space/world see “How can I change the version of a space/world?” in the Known Issues & FAQ guide For instructions on how to change the settings of a space/world settings, see “Space settings > How do I change the settings of a space?” in the Known Issues & FAQ guide |
Preparing the world
To mark a space as being a breakout space, go to the settings of the world, and check the “Breakout space” checkbox. Don’t forget to click “Save” afterwards!
The last step in setting up the feature is to invite as a Presenter or Editor (to the world) anybody who will need to trigger the distribution of users within the 3D space. A user who has been invited as a Presenter or Editor in one or more spaces within the world, but not for the world itself will not be able to use this functionality.
Usage
The functionality resides in the Participants list icon, at the top right corner of the interface.
The first step is switching to the World section; then, select the attendees to be moved to breakout spaces, then click Send to at the bottom.
The example screenshot selects all users, but they can be cherry-picked by clicking on the checkboxes on the left of their name, or even selecting all users within a specific space. Lastly, a single user can be selected simply by clicking the “Send to” button on the same row as their name.
A popup with options will open.
The section at the top allows sending all selected users to a specific space.
The second section allows distributing participants based on the parameter set up earlier in the guide. One of four options can be selected, and below it a preview of how users will be distributed is shown.
To trigger the distribution, select your preferred mode, then click on “Confirm”
Two rules are applied when distributing users in breakout rooms
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By max users
This mode will split users into breakout spaces based on the spaces’ capacity. In the screenshot above, Breakout 1 has a capacity of 1, and so the second user overflows to Breakout 2. If not enough space is available, users left over will not be teleported anywhere.
Users with a beside their name will not be moved, as they are already in a breakout space.
Users with a beside their name are not in a breakout space and will be moved. Note that users are given a window (10 seconds) to cancel the teleport.
Users with a beside their name are not in a breakout space but will not be moved (see “Why do some users have a red X beside their name?” in the FAQs section)
Equally
This functionality is only available in version 2.15 and above |
This mode will split users into breakout spaces based on the number of breakout spaces available and the number of users selected. For example, if you select 10 users and you set up 3 breakout spaces, they will be split in three groups, one with 4 users and two with 3 users.
Users with a beside their name will not be moved, as they are already in a breakout space.
Users with a beside their name are not in a breakout space and will be moved. Note that users are given a window (10 seconds) to cancel the teleport.
Users with a beside their name are not in a breakout space but will not be moved (see “Why do some users have a red X beside their name?” in the FAQs section)
By amount
This functionality is only available in version 2.15 and above |
This mode will allow distributing users in groups of arbitrary size. You can select the group size with the input above the list of users, highlighted in the screenshot below.
Users with a beside their name will not be moved, as they are already in a breakout space.
Users with a beside their name are not in a breakout space and will be moved. Note that users are given a window (10 seconds) to cancel the teleport.
Users with a beside their name are not in a breakout space but will not be moved (see “Why do some users have a red X beside their name?” in the FAQs section)
By invite
This mode will split users into breakout spaces based on the spaces’ invites (i.e. pre-assignments).
In the screenshot above, one user has been invited to Breakout 1, while the other has been invited to Breakout 2.