PortaPro has video meetings built in. Schedule one, send the link to a customer,
a vendor or anyone else, and they join from a browser with no account and no
download. Teammates get a notification and join from inside PortaPro. Meetings are
on the Growth plan and above.
Meetings are the same calls you use in Team Chat. The difference is the
Meetings page: one place to schedule meetings with people outside your
company, send invitations, put them on your calendar, and see what's live.
The Meetings page
Open Meetings in the main navigation. Owners, admins and dispatchers see it.
At the top:
ready" with the link, Copy invitation and Join now.
Under that, filter with Active & upcoming, Past, All or External
only, and search by title, description or organizer.
The list shows each meeting's Title, When, Duration, Organizer,
People and Status, with a Join button (Rejoin after it ended) and
a menu (⋮). Meetings with someone from outside your company carry an
External badge.
Scheduling a meeting with someone outside your company
hours).
channel so its members see it. With a channel picked you can tick which
members to invite.
(a customer, vendor, venue tour, interview). The meeting gets an External
badge.
them in. You're notified the moment someone arrives. Teammates skip the
lobby.
Every meeting gets its own link. The link opens a branded page with your company
name and logo, so a customer knows who is inviting them.
Sending the invitation
Open the meeting's menu (⋮):
title, the date and time and length, and the link. Paste it into a text, an
email or a calendar entry.
- Teammates: tick people on your team. They get a notification and see the
meeting in their upcoming list.
- Anyone else: type an email address and click Add, then Send
invites. Each person gets an email from your business's email address with
the join link and what to expect. They wait in the lobby until you let them
in.
Adding a meeting to your calendar
Choose Add to calendar from the meeting's menu:
The first four open a new event in that calendar, already filled in with the
title, the start and end time, and the join link as the location and in the
description. Check it and click Save. Add your guests there if you want the
calendar to send its own invite too.
Meeting statuses
The status tells you what's happening right now, based on who is actually in the
room:
| Status | What it means |
|---|---|
| Scheduled | Joinable from 15 minutes before the start time. |
| Room open | The link works. Nobody has joined yet. |
| Waiting for host | People are in the room, but the host hasn't joined yet. |
| In lobby | Someone is in the lobby waiting to be let in. Join to admit them. |
| Live | The host is in the room. |
| Ended | The meeting ran and is over. |
| Not held | The window passed and nobody joined. |
| Cancelled | Called off before it happened. |
How guests join
A guest opens the link in any browser on a computer or phone. They type their
name, check their camera and microphone (and can blur or change their
background), and click Join meeting. With the waiting room on they see that
your company will be told they've arrived. You get a notification, and in the
meeting a banner reads "<name> is in the lobby" with Admit and Deny.
During the meeting
Mute, camera, screen share, background effects, reactions, raise hand, grid or
speaker view, Invite people, People, and minimize so you can keep working
in PortaPro while you talk. Office staff on the Growth plan can also Record
the meeting. See Recording a meeting.
Editing, ending and cancelling
The person who scheduled the meeting sees these in its menu:
history.
Related
meetings from a channel, the waiting room and recording.