Grain works best when you don't have to think about recording meetings and sharing the recordings. Here we describe how to set up Grain to meet your needs.
Step 1: Set your auto-record default setting
Under the 'My Meetings' setting, you can select which type(s) of meetings you would like Grain to automatically record.
Enabling an auto-record setting will ensure you don't spend your time manually inviting Grain to join meetings. Grain will be there when you want the meeting recorded and Grain won't be there when you don't want the meeting recorded.
You can mix and match the auto-record options below:
External meetings
This will only auto record meetings where at least one meeting participant has an 'external' email domain (i.e. doesn't match your email domain and doesn't match any email domain set as 'internal' by your workspace admin)
Internal meetings
This will only auto record meetings where all meeting participants have an 'internal' email domain (i.e. matches your email domain or matches a domain set as 'internal' by your workspace admin)
Unscheduled meetings
This will only auto record ad-hoc meetings and only works with Desktop Capture (i.e. meetings that don't appear on any connected calendar)
If all auto-record options are selected then Grain will automatically record every meeting on your calendar that includes a Zoom, Meet, Webex, or Teams meeting link.
If no auto-record options are selected then you must manually invite Grain into a meeting to record.
An additional option exists to 'Only auto record if I am the event organizer'. Checking this box will limit your auto record setting above to the meetings you personally organize. If you'd like Grain to join meetings you've been invited to by others, make sure this box is unchecked.
For unscheduled or impromptu meetings, navigate to Meetings > select the "+ New" button in the top right corner > select "Desktop capture" or "Bot capture" > for "Bot capture" paste the copied Zoom meeting link in the “Enter meeting link or ID” field > click “Record.”
Grain recorder will join the call.
Note: Grain can still record meetings not set to auto record via your default setting. You can:
Select "Auto-capture with Grain Bot" (or Desktop) to the right of a single meeting from your 'Meetings' page before the meeting starts
Ask Grain to join a live meeting after it has already started from your 'Meetings' page by selecting "+ New" then "Desktop Capture" or "Bot recording
"Desktop Capture" will automatically start recording, but "Bot recording" will
require a pasted meeting link to begin recording
Step 2: Set your team auto-share setting
Under the 'Team Auto Share' setting, you can select which type(s) of meetings you would like Grain to automatically make available to the other Grain users in your shared team.
Enabling a team access setting will ensure your colleagues will have immediate access to the recordings they need access to without you having to manually share recordings with them.
Note: automations require recordings to have team access in order to run (e.g. Slack and CRM integrations)
Your team access options include:
All meetings
This will automatically make all of your recorded meetings available to other users in your team
All meetings with only internal participants
This will automatically make all of your recorded meetings where all meeting participants have an 'internal' email domain (i.e. matches your email domain or matches a domain set as 'internal' by your workspace admin) available to other users in your team
All meetings with external participants
This will automatically make all of your recorded meetings where at least one meeting participant has an 'external' email domain (i.e. doesn't match your email domain and doesn't match any email domain set as 'internal' by your workspace admin) available to other users in your team
No meetings
This disables auto sharing to your workspace and disables any automations from running
Regardless which auto share setting you select above, you can always enable or disable workspace access for an individual recording after the meeting concludes from the Grain app.
Step 3: Set your meeting recap email setting
Under the 'Meeting Recap Emails' setting, you can select which type(s) of meeting participants you would like Grain to automatically send a meeting recap email to. You can review and modify these settings anytime in your Grain account's My Meetings settings to control who receives recap emails.
Enabling a recap email setting will ensure the right participants have access to the meeting recording, transcript, and basic AI notes, even if they don't have a Grain account.
Your meeting participant recipient options include:
All participants
This will automatically send a recap email to all participants in the meeting
All internal participants
This will only auto send a recap email to participants that have an 'internal' email domain (i.e. matches your email domain or matches a domain set as 'internal' by your workspace admin)
Grain Workspace
This will only auto send a recap email to participants in the meeting that are members of your shared workspace
Don't send recap emails
You can choose to disable this feature and not send automated meeting recap emails to any meeting participants by selecting 'Don't send recap emails'.
Regardless which auto email setting you select above, you can share a link to the recording manually from your Grain app.
Ensure your Grain recorder shows up the way you want it to in your video meetings