Your meeting settings can be found under Workspace settings → My Meetings.
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Bot capture settings
Record, transcribe, and summarize meetings with the Grain bot. Learn more about settings related to the Grain bot below.
Auto-capture with Grain Bot
Choose which meeting types the Grain bot should automatically capture when a meeting starts. You can mix and match the following options for the recording coverage you want:
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
Check the ’Only auto-capture if I am the event organizer’ box to limit bot auto-capture to meetings you organized. Meetings you've been invited to will be excluded.
Note: If you've changed these from your team's defaults, a ’Reset’ link appears to restore the team setting.
Team auto-share
Choose which meeting types Grain automatically shares with your team after 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
Meetings not covered by your auto-share setting can still be shared manually from the recording page. See Sharing a meeting for more information on manual sharing.
Note: Automations (Slack and CRM integrations) require team access to run. If automations aren't firing, check your auto-share setting.
Meeting recap emails
Choose who receives a recap email after each bot-captured meeting ends:
Send recap to all participants: this will automatically send a recap email to all participants in the meeting
Send recap to all 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)
Only send recap to participants in your Grain workspace: 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: you can choose to disable this feature and not send automated meeting recap emails to any meeting participants by selecting this option.
Bot display settings
Customize the bot's name, chat message, and video display as it appears in meetings. Click ’Customize’ 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 chose 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.
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.
Desktop capture settings
Transcribe and summarize meetings with the desktop app, no bot needed. Learn more about the Desktop capture settings below.
Auto-capture
Choose which meeting types Grain desktop should automatically capture when you join:
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
Note: If you've changed these from your team's defaults, a ’Reset’ link appears to restore the team setting.
Team auto-share
Choose which meeting types Grain automatically shares with your team after desktop 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
How auto-share rules interact
Auto-share behavior depends on the capture method and whether individual user settings override the team default.
Bot capture: 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.
Desktop capture: recordings are never shared automatically before or during capture. Sharing only happens if the user who captured the meeting explicitly turns sharing on.
Team auto-share off, no user overrides: recordings are not shared automatically regardless of who attends.
Key principle: for bot 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.
Meeting recap emails
Choose who receives a recap email after each desktop-captured meeting ends. Options are the same as for bot capture listed above.
General settings
These settings apply to all meetings captured by Grain, regardless of capture method.
Link access default
Controls who can access your meeting recordings when shared via link:
Anyone with link: anyone who has the link can view the recording
Members of [workspace]: any member of your Grain workspace can view the recording
Only members with access: only workspace members explicitly granted access
Templates
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.
