Grain’s Teams feature helps you manage how meetings are recorded and shared by grouping users and applying shared settings like auto-recording, note templates, and access rules.
It 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.
Creating a Team
To get started:
Head to your Meetings page
Click on the '+' icon and then 'New Team'
Choose an icon, type in your Team name (e.g. "Sales"), and click Create
You can also create a new Team from your Account Settings → Teams tab!
⚠️ 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.
Team Settings Overview
Each Team has its own settings page where admins can manage members, control defaults for meetings, and adjust access visibility.
Icon & name
Customize your Team’s name and icon to reflect the department.
Manage members
Add or remove users from the Team. Only one Team per user is allowed, but admins can reassign users at any time. Clicking this opens the Members tab, where you can manage Team assignments.
Team meetings
Control how meetings hosted by Team members are handled and shared.
1. Team access
Control which types of meetings (External and/or Internal) from team members should be automatically assigned to the Team.
You can also enable “Always share new stories with my team” to ensure meeting stories are visible to all Team members by default.
2. Link Access
Decide who can view a meeting when a recording link is shared. You can choose to allow access to:
Anyone with the recording link
All team members
Only people with access to the recordings
3. Auto-record
Choose which types of meetings (External and/or Internal) Grain should automatically join and record for members of the Team.
You can also enable the option to only auto-record if the Team member is the event organizer.
4. Note Templates
Set the default note templates for Team members’ meetings—separately for External and Internal meetings.
These templates will be applied automatically when AI notes are generated.
5. Recap emails
Control who receives AI-generated recap emails from Team members’ meetings.
Options include:
Send recap to all participants
Send recap to all internal participants
Only send recap to all participants in your workspace
Don't send recap emails
6. Allow member overrides
Enable this toggle if you want Team members to customize their own meeting settings.
When turned on, users can override the Team defaults in their personal meeting preferences.
Need more help? Contact our support team.