Teams in Grain help admins manage how meetings are recorded and shared with groups of users.

Admins can group users into teams and apply auto-record, auto-access, and other meeting settings on a per-team basis. This gives admins more flexibility and control over meeting visibility and behavior across the workspace, making it easier to stay organized and consistent across departments or functions.

❗️Note: Each user can only belong to one Team at a time. However, admins can move users between Teams at any time from the Teams settings page.

To get started:

You can also create a new Team from your Account Settings → Teams tab!

Many of the previous workspace-wide settings have been moved to a team-level to provide more nuanced control over auto-sharing, auto-recording, and access. These former workspace-level settings include:

Here's a look at all team settings. 👇

Teams can be Open or Private, depending on whether meetings should be accessible to the entire workspace. Open Teams allow other workspace members to view and subscribe to meetings from that Team. Private Teams are only accessible to members or subscribers who have been explicitly added by an admin.

This setting enables which type of meetings team members will have access to from each member. You can have: external only, internal only, both internal and external, or no meetings.

Defines who should be able to access meetings when given a link. Options include:

This setting dictates which kinds of calls are recorded for each team member. Unless the override setting toggle is enabled, this will take the place of a user's current auto-record settings. Like with team access setting, you can have: external only, internal only, both internal and external, or no meetings auto-recorded.

Defines which note templates should be applied to team members meetings by default for both external and internal meetings.

Defines who Grain should send recap emails to from team members' meetings. Options include:

This setting indicates whether an admin will allow members to override these team settings using their personal meeting settings.

If on, Grain will respect individual team members' personal meeting settings over the team's settings. If a user has not given a preference, Grain will record using the team's settings.

If off, team members' settings will be changed to the team's settings.

❗️Note: Allow member overrides is ON by default. To get all team members to follow the team settings, admins will need to turn that toggle OFF.

Admins can add or remove users from a team. Each user can belong to only one team, but they can subscribe to multiple teams to access shared recordings. Admins can also reassign users at any time from this page.

Clicking this opens the Members page within team settings, where admins can manage team assignments and add or remove members.

Team members can self-subscribe to open teams to view content shared with that team. Subscribing to a team allows a user to see that team’s recordings, but it doesn’t hold them to the team's auto-record and auto-share rules like being a team member does.

Admins can manage the subscription of all workspace members from both the Members setting page and the team settings ➡️ manage members page. In the Members tab, you can also see and manage a global view which teams each person is subscribed to and a member of.

Only admins can add or remove members from private teams.

Team members can still choose to leave a private team, but they’ll see a warning before doing so — letting them know that once they leave, they won’t be able to rejoin on their own without an admin adding them back.

Users can manually share recordings with any team they have access to, including private teams they're subscribed to. Users can do this directly from the Meeting Library page under the "Teams" column or from within the recording itself using the Share button.

Need more help? Contact our support team.