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.
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Step 1: Set your auto record default setting
Under the 'Auto Record 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.
Your auto record options include:
Auto record all meetings
This will automatically record every meeting that Grain sees on your calendar that includes a Zoom, Meet, or Teams meeting link
Auto record all meetings with only team participants
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)
Auto record all meetings with customer participants
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)
Do not auto record any meetings.
This disables auto record and requires you to 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.
Note: Grain can still record meetings not set to auto record via your default setting. You can:
Turn on auto record for a single meeting from your 'Calendar' page before the meeting starts
Ask Grain to join a live meeting after it has already started from your 'Calendar' page
Input a meeting link directly into the Grain app to have your recorder join a meeting that is not on your calendar
Step 2: Set your workspace access default setting
Under the 'Workspace Access' 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 workspace.
Enabling a workspace 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 workspace access in order to run (e.g. Slack and CRM integrations)
Your workspace access options include:
All meetings
This will automatically make all of your recorded meetings available to other users in your workspace
All meetings with only team 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 workspace
All meetings with customer 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 workspace
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.
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:
Workspace participants
This will only auto send a recap email to participants in the meeting that are members of your shared workspace
Team 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)
Customer participants
This will only auto send a recap email to participants that have 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)
All participants
This will automatically send a recap email to all participants in the meeting
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