Teams in Grain let admins group workspace members and apply consistent auto-record, auto-share, and access settings across that group. Every member belongs to exactly one team. Users can also subscribe to additional teams to view shared recordings without being subject to those teams' recording rules.
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Create a team
Teams can be created from two places:
From the Meetings page: click the ’+’ icon and select ’+ New Team’.
From Workspace settings: go to Workspace settings → Teams and click ’+ New team’.
Once selected, you will be prompted to choose an icon and name for the team (e.g. “Sales”). Click ‘Create team’ to finalize the team creation.
Team settings
Once created, each team has the following configurable settings. Admins access these from Workspace settings → Teams.
Manage team membership
Admins can add, remove, and reassign members to teams from Workspace settings → Teams → select a team → Manage members. Each user can belong to only one team at a time but can be reassigned at any time. Users can be subscribed to multiple teams.
The Workspace settings Members tab shows a global view of which teams each person belongs to and is subscribed to. See more about workspace member management here.
Team default settings
Allow member overrides
When on (the default), Grain respects individual team members' personal meeting settings over the team settings. If a user has not set a personal preference, the team settings apply.
When off, team settings override all individual member settings. Use this when you need consistent behavior enforced across the team.
Capture and sharing settings
Controls which meeting types are automatically captured and shared with the team from each member, separate settings exist for bot capture and desktop capture:
External only: meetings with participants outside the workspace domain
Internal only: meetings with participants inside the workspace domain
Both: all meetings are shared with the team
None: no meetings are auto-shared; content can still be shared manually
Unscheduled meetings: ad-hoc calls not on your calendar (only a capture setting, not used for sharing purposes)
See My Meetings for more information on capture and sharing settings.
General settings
Link access
Controls who can access recordings when shared via link:
Anyone with the link
All workspace members
Only people with access to the recording
Note templates
Sets the default note template applied to team members' external and internal meetings. See Note Templates for more information.
Open vs Private
‘Open’ teams are visible to the entire workspace. Any workspace member can subscribe to view the team's recordings.
‘Private’ teams are invitation-only. Only admins can add or remove members. Members can choose to leave a private team, but will see a warning that they cannot rejoin without an admin adding them back.
Deleting a team
To delete a team, select ‘Delete’ at the bottom of the team page.
Team subscriptions
Subscribing to a team gives a user access to view that team's recordings without making them a team member. Subscribers are not subject to the team's auto-record or auto-share rules.
Self-subscribing (Open teams): any workspace member can subscribe to an open team from the ‘Meetings’ page by clicking the ’+’ next to the team tabs.
Admin-managed subscriptions: admins can subscribe or unsubscribe any workspace member to any team from the Members settings page or the team's Manage Members page.
Private teams: Only admins can add subscribers to private teams.
Manually share a recording with a team
Any user can share a recording with a team they have access to, regardless of auto-share settings. There are two ways:
From the Meetings page: find the recording in your library and use the Teams column to assign it to a team
From the recording page: click the ’Share’ button and select the teamTeams in Grain help admins manage how meetings are recorded and shared with groups of users.
Next up: Sharing a meeting