Your meeting settings can be found under Account settings → My Meetings. If you are an admin trying to set meeting capture and sharing rules for the entire workspace, go to Workspace settings → Meetings.
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Capture settings
Enable 'Auto-capture my meetings' to automatically capture your meetings based on the rules you set, as outlined below.
Auto-capture method
Select from one of three auto-capture methods:
Desktop capture: captures all your meetings without a bot joining. This capture method includes a transcript and AI notes, but no video.
Bot capture: captures meetings with a bot joining as a meeting participant. This capture method includes video, transcript, and AI notes.
Customize: splits capture method by meeting type, allowing you to set a different capture method for each meeting type. Your choices for the following meeting types are 'Bot capture,' 'Desktop capture,' or 'Don't capture:'
External meetings: meetings where at least one participant has an email domain outside your workspace
Internal meetings: meetings where all participants have email domains within your workspace
Unscheduled meetings: ad-hoc calls not on your calendar
Toggle on ’Only auto-capture if the member is the event organizer’ to limit auto-capture to meetings you organize. Meetings you've been invited to will be excluded.
Bypass waiting room for Google Meet
When enabled, the Grain bot is added as an attendee to calendar events you organize that match your auto-capture rules. It joins automatically without waiting to be admitted.
Bot display settings
Customize the bot's name, chat message, and video display as it appears in meetings. Click ’Edit’ to open the display settings:
Bot name: you can customize the name of your bot recorder to change the name of the bot "participant" in the meeting
Meeting chat message: you can customize the notetaker to send a message into the chat of your meeting when it connects (often used to notify meeting participants that the call is being recorded)
Join meeting with video display: You can customize Grain to join the meeting with a physical video display present in the meeting which will display your logo (see General workspace settings to edit the logo displayed) and a message of your choice
If you disable the video display, the Grain recorder will still be present in the meeting, but it will join with the video feed off (i.e. just the participant name appears on the participant box)
Recording mode: you can choose between three different views for how Grain captures the meeting visuals:
Active speaker: this will record only the person speaking, and will switch between speakers throughout the recording
Gallery: this will record all meeting participants at once in a single "gallery" view
Audio only: this will not record any video; it will only capture the meeting's audio
Screen share recording: you can choose between three different views as to how Grain captures active speaker video when a user is sharing their screen:
Overlap: this will show the active speaker in the top right corner of the screen, overlapping with the screen share
Side-by-side: this will show the active speaker (or all participants in gallery mode) to the right of the screen share, cropping the screen share slightly so there is no overlap
Hide: this will not show the active speaker when recording a screen share to maximize the size of the screen share recording, and ensure nothing is hidden from view
Note: Bot name settings do not work for Google Meet meetings.
Sharing and access settings
Use these settings to automatically share your meetings based on the rules you set, as outlined below.
Auto-share with non-participants
When enabled, you can choose which meetings get shared with workspace members who weren't in the meeting. You can set different sharing rules for different capture methods and meeting types. For each combination, you can choose to share it with your workspace or only with the meeting participants.
You can set these sharing rules separately for the following combinations of capture method and meeting type:
Bot capture & external meetings: meetings captured with a bot and at least one participant with an email domain outside your workspace.
Bot capture & internal meetings: meetings captured with a bot and only participants with email domains within your workspace.
Desktop capture & external meetings: meetings captured using Desktop Capture and at least one participant with an email domain outside your workspace.
Desktop capture & internal meetings: meetings captured using Desktop Capture and only participants with email domains within your workspace.
Auto-share with participants
Choose which meeting participants get access. They receive an email, and workspace members also see it in Grain. Set this separately for both capture methods (Bot capture and Desktop Capture). For each, you can choose from the following options:
All participants: the meeting is shared with all meeting participants.
All internal participants: the meeting is shared with anyone whose email domain matches your workspace domain (or a domain your admin has marked internal). They don't need a Grain account.
Workspace participants: the meeting is shared with all meeting participants who are actual members of your Grain workspace (meaning they have a Grain account).
Only me: the meeting is not shared with anyone else.
How auto-share rules interact
Auto-share behavior depends on the capture method and whether individual user settings override the team default.
Both capture methods: a recording is shared with the team if any attending workspace member has auto-share turned on for that meeting type. If the organizer has auto-share off but another attendee has it on, the recording will still be shared.
Auto-share with non-participants turned off, no user overrides: recordings are not shared automatically regardless of who attends.
Key principle: for auto-capture recordings, a single workspace member with auto-share enabled is enough to trigger sharing, it is not based solely on the meeting organizer's settings.
If a recording is being shared unexpectedly, check whether any other workspace member who attended the meeting has auto-share enabled for that meeting type in their My Meetings settings.
Shared link access
Use this dropdown to control who can access shared recording links.
Anyone with link: anyone who has the link can view the recording
Workspace members: any member of your Grain workspace can view the recording
Only members with access: only workspace members explicitly granted access
Note settings
Set which note templates Grain applies to your meetings by default. Templates can be set separately for external and internal meetings.
Select ’Go to templates’ to edit existing templates or create new ones.
