Turn on recording consent requests to get a documented yes or no from attendees before Grain records a meeting. Grain emails attendees ahead of the meeting, turns off auto-capture if anyone declines, and emails the recorder each response for their records. This setting is for workspace admins.
How recording consent requests work
When the setting is on, Grain emails attendees 24 hours before any scheduled meeting that Grain is set to auto-capture. The email tells attendees who is recording the meeting and asks whether that's okay.
Attendees respond with one click from the email:
'Yes, I consent': recording proceeds as scheduled.
'No, I don't': auto-capture turns off for that meeting.
No response: recording proceeds as scheduled.
Attendees can change their answer at any time before the meeting starts. After the meeting starts, an attendee who no longer wants to be recorded needs to tell the person recording.
Grain emails the person recording the meeting each time an attendee responds. Keep these emails as your record of consent.
Note: Recording consent requests only apply to meetings captured by the Grain bot. Desktop Capture meetings do not send consent emails, so you are still responsible for getting verbal consent on those calls.
Turn on recording consent requests
Admins control this setting for the whole workspace. It is off by default.
Open Workspace settings and select 'General' under 'Workspace'.
Turn on the 'Auto request recording consent' toggle.
Under 'When to ask', choose which meetings send a consent email: 'External meetings', 'Internal meetings', or both.
Under 'Who to ask', choose which attendees receive the email: 'External participants', 'Internal participants', or both.
By default, Grain asks external participants in external meetings only. Grain uses your workspace's internal email domains to decide which meetings and participants are internal. See Internal vs external meeting classification to adjust those domains.
Note: Recording consent requests are available on Business and Enterprise plans.
Record a meeting after someone declines
A declined request turns off auto-capture. It does not stop you from recording.
Find the meeting in your upcoming meetings on the Meetings page.
Change the capture method for the meeting.
Review the warning that an attendee opted out, then click 'Record anyway'.
Note: Clicking 'Record anyway' records the meeting against the attendee's stated preference.
FAQ
Does recording consent work with Desktop Capture? No. Consent emails only send for meetings captured by the Grain bot. See Desktop Capture for consent guidance on local recordings.
What happens if an attendee does not respond? Grain treats no response as consent and records the meeting as scheduled.
Can an attendee change their answer? Yes, any time before the meeting starts. Once the meeting starts, the attendee needs to tell the person recording.
Can one attendee's decline stop the recording for everyone? Yes. If any attendee declines before the meeting starts, auto-capture turns off for the whole meeting. The recorder can still record manually.
Where can I see a record of who consented? In your email. Grain emails the person recording the meeting for every response. Grain does not track consent inside the app.