As a coach, you have the ability to customize your workspace and configure the default settings for your workspace, allowing you to impact a new team member's Grain experience before they join. Because of this, they can hit the ground running on day one. Here we describe what functionality a coach has to customize the workspace.
General settings
Workspace logo
Update your team's logo so their Grain recorder display's your team's logo.
Internal email domains
Input your team domains (including .com and .co domains) so meetings are properly recognized as internal team meetings vs external customer meetings.
Company context
Add a short description of your company to help improve AI outputs.
Custom vocabulary
Have unique vocabulary in your business or industry? Add words you want more accurately transcribed in your meetings (English supported only).
Meeting language default
Select one or more languages used in your meetings to improve transcription and detection accuracy in Grain.
Auto delete
Enable this setting to automatically delete older meetings after a set duration. You can apply it to External, Internal, or both meeting types.
Allow Desktop Capture
When enabled, workspace members can use desktop capture for private note-taking. Desktop capture is currently available on Mac with Apple Silicon.
Recording duplication
Enable this to allow non-members with access to a recording to save a copy and create their own clips and AI summaries.
Team default settings
Team access
The Team access setting lets you choose which types of meetings Grain will automatically make available to all members of a specific team.
When enabled, team members will automatically have access to the recordings they need—without anyone having to manually share them.
Note: Automations require recordings to have workspace access in order to run (e.g. Slack and CRM integrations)
Your workspace access options include:
External and Internal Meetings
This will automatically make all of your team members' recorded meetings available to all other users in the team
External Meetings
This will automatically make all of your team members' 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 the team
Internal Meetings
This will automatically make all of your team members' 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 the team
No meetings.
If neither option is selected, auto sharing is disabled and automations will not run.
Regardless which auto share setting you select above, your team can always enable or disable workspace access for an individual recording after the meeting concludes from the Grain app.
Link access
Under the 'Link access default' setting, you can select who can access your team members' meeting recordings from a shared link.
Your options include:
Anyone with the recording link
Anyone that receives the link will be able to access the meeting recording, transcript and basic AI notes
All team members
Only members of your Grain workspace will be able to access the meeting recording, thus requiring recipients to join your workspace (at least as a free viewer member) in order to view the recording
Only people with access to the recording
This limits access via the shared link to workspace members who were on the calendar invite as meeting participants.
Members of your shared workspace can view and edit meetings and clips. Non-members can only view the meetings recordings.
Auto record
Under this setting, you can select which type(s) of meetings you would like Grain to automatically record for your team.
Enabling an auto record setting will ensure your team doesn't spend time manually inviting Grain to join meetings. Grain will be there when they need the meeting recorded and Grain won't be there when they don't need the meeting recorded.
Auto record options include:
External and Internal Meetings
This will automatically record every meeting that Grain sees on your team members' calendars that includes a Zoom, Meet, or Teams meeting link
External Meetings
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)
Internal Meetings
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)
No meetings.
If neither option is selected, Grain will not auto record. Team members will need to manually invite Grain to join and record.
An additional option exists to 'Only auto record if the team member is the event organizer'. Checking this box will limit your team members' auto record setting above to the meetings they personally organize. If you'd like Grain to join meetings your team has 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.
Note templates
Under this setting, select which note templates you’d like Grain to apply to the team by default.
Recap emails
Under the 'Recap emails' setting, you can select which type(s) of meeting participants you would like Grain to automatically send a meeting recap email to after your team members record a meeting.
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:
All participants
This will automatically send a recap email to all participants in the meeting
Internal 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)
Workspace participants
This will only auto send a recap email to participants in the meeting that are members of your shared workspace
Don't send recap emails
This disables the auto-send feature, meaning the recap emails won't be automatically sent out to any meeting participants
Regardless which auto email setting you select above, your team members can share a link to a recording manually from the Grain app.
Allow member overrides
Enable this to let team members change these defaults in their personal meeting settings.
