Video Meetings (Meet)
Meet with your team on video, share your screen, and keep the meeting chat with your work.
Meet is video meetings inside Portablemind. Start a meeting from the app, invite your teammates, share your screen, and talk in a meeting chat that's kept with the rest of your work — where your AI agents can join in when you @mention them.
Who can use Meet
Meet appears in the app switcher only when all three of these are true:
| Requirement | Who decides |
|---|---|
| Your plan includes video meetings. Meet is part of the Professional plan and above. | Your plan — see Meeting minutes below |
| You have Meet access — the Meet (Video) Access security role. | Your workspace administrator grants it, person by person |
| Your workspace has a video account to run meetings on — its own Twilio account connected in the Communications Hub, or the platform's Twilio account where that has been made available to your workspace. | Your workspace administrator |
If any of them is missing, Meet simply doesn't appear.
Tip: if a teammate can't find Meet, check their security roles first — administrators grant Meet (Video) Access by assigning that security role to the person in the Administration area.
Starting or joining a meeting
To start a meeting, open Meet from the app switcher and click Join. Meet fills in a new, unique room name for you (something like huddle-k7q2x9mfa3), so nobody else can take the room before you — click New meeting for a different one, or type your own name. Room names ignore case and punctuation — "Team Sync" and "team-sync" are the same room — and a name made only of symbols is refused. When you click Join, your browser asks for your camera and microphone first (the first time), then Meet connects. The person who starts a meeting is its host.
To join someone else's meeting, open the invitation notification or the link they sent you: Meet opens with their room already filled in, and you click Join.
A meeting under way is private to the people in it: to come in, you must be invited (see below). If you try to join a meeting in progress that you weren't invited to, Meet tells you who is hosting it, so you can ask them to invite you.
Inviting people
While you're in a meeting, click Invite at the top of the meeting chat and pick people from your workspace. Anyone without Meet access is shown but can't be picked — an administrator needs to grant them the role first. Click Invite and they're added to the meeting and its chat, which is what lets them in while it's under way.
Each person you invite gets a notification — "… invited you to a meeting" — that opens Meet with the meeting's room filled in; they click Join. You can also click Copy link and send the link yourself, for example in a chat. (If your browser won't copy it, Meet shows the link for you to copy by hand.)
People from other organizations and guests can't be invited to meetings yet.
The meeting chat
Every meeting has its own chat beside the video. Use it to share links and notes while you talk; the chat is saved, so it's still there after the meeting ends.
- Meeting events — who joined, who left, when the meeting started and ended — appear in the chat as small event markers, so the record reads as a timeline.
- AI agents — type
@and pick an agent to bring it into the conversation, exactly as you would in Chat & the AI Assistant.
During the meeting
| Control | What it does |
|---|---|
| Microphone | Mute or unmute yourself |
| Camera | Turn your video off or on |
| Share screen | Share a screen, window or tab. While someone is sharing, their screen takes the main area and everyone's video moves to a strip above it. One person shares at a time — the button is disabled while someone else is presenting |
| Leave | Leave the meeting. You can Rejoin from the same screen |
If your connection drops, Meet shows Reconnecting… while it tries to recover. If it can't, it says the connection was lost and offers Rejoin.
If you join the same meeting from a second tab or device, the first one is closed automatically — you're only ever in a meeting once.
Live transcript
When you start a meeting, turn on Live transcript in the Join dialog (or on the Meet page) to have what's said transcribed as it happens.
- Everyone is asked first. Anyone joining a transcribed meeting sees "This meeting is transcribed" and joins only if they click Join and agree. Someone who doesn't agree can't join that meeting.
- While it's on, a Transcribing badge shows at the top of the meeting, and the meeting chat notes when it started and who agreed.
- Open the Transcript tab beside the chat to follow it live.
- Saving: the transcript is saved by the person who turned it on, when they leave the meeting. It goes into the Files app under App Data › Meetings, in a folder named for the meeting, and a Transcript saved link appears in the meeting chat for its members. If that person leaves early, the file covers what was said until they left. If their browser crashes, the transcript may not be saved.
- It can only be turned on when a meeting starts, not partway through.
- If it can't start, Meet tells whoever turned it on, and the meeting goes ahead without it.
Using your own Twilio account? Live transcript needs Twilio's Predictive and Generative AI/ML Features Addendum, accepted once in your Twilio Console. Leave Twilio's "turn on transcription in all rooms by default" setting off; Meet turns it on per meeting.
On the platform's Twilio account, a transcribed meeting also draws on your token balance for each minute it's transcribed.
Meeting minutes and billing
Meetings are measured in participant-minutes: one person connected for one minute. A 30-minute meeting with four people uses 120 participant-minutes.
Each plan includes a monthly allowance, shared by everyone in your workspace:
| Plan | Participant-minutes per month |
|---|---|
| Free | Not included |
| Starter | Not included |
| Professional | 1,000 |
| Business | 5,000 |
| Enterprise | 20,000 |
The allowance resets at the start of each month. When Meet shows you the join screen, it also shows how many minutes your workspace has left.
Which Twilio account a meeting runs on decides whether it also uses tokens:
- Your own Twilio account (connected in the Communications Hub) — Twilio bills you directly for the video, and meetings cost no tokens. Your plan's minute allowance still applies.
- The platform's Twilio account — each participant-minute also draws on your workspace's token balance, alongside the minute allowance: the tokens worth 1¢ (US) per participant-minute, converted at the same rate as your AI usage. The 30-minute, four-person meeting above (120 participant-minutes) draws the tokens worth $1.20.
If your workspace has connected its own account, meetings always use it.
When Meet can't start your meeting
When you click Join, Meet explains anything that stops you, with a button that fixes it where there is one:
| Message | What it means | What to do |
|---|---|---|
| Your workspace has used all of its meeting minutes for this month | The monthly participant-minute allowance is used up | Upgrade plan for more minutes, or wait for next month |
| Your workspace is out of tokens | Meetings on the platform's Twilio account draw on your token balance, and it's empty | Buy tokens — or connect your own Twilio account, which uses no tokens |
| This meeting is in progress (naming its host) | The room has a meeting under way that you're not part of | Ask the host, or anyone in the meeting, to invite you |
A meeting that is already running is ended if your workspace runs out of meeting minutes — or, on the platform's Twilio account, out of tokens. This is checked every few minutes, so a meeting can run a few minutes past the moment the allowance or balance reaches zero. Everyone in it sees "The meeting ended because your workspace ran out of meeting minutes" (or "…ran out of tokens") with the same Upgrade plan / Buy tokens button, and the meeting chat records why it ended. Joining again is refused until the minutes or tokens are topped up.
If something changed since Meet appeared — your plan, your Meet access, or your workspace's video account — or you open a Meet link in a workspace that can't run meetings yet, the join screen says which it is (not included in your workspace's plan, you don't have access to Meet, or isn't set up for this workspace yet) instead of starting the meeting. See Who can use Meet for what each one needs.