FAQs

Question 1

What is a "Workspace"?

Accepted Answer

A workspace is a shared environment where your organization's Grain members can access and collaborate on meeting recordings, notes, and insights. Every workspace has Paid seats and Free viewer seats, and can be organized into Teams for managing how meetings are recorded and shared.

Question 2

Who are "Members" in my workspace?

Accepted Answer

Members are users who have been invited to your Grain workspace and have access to recordings, notes, and collaboration features based on their seat type (Paid or Free viewer).

Question 3

What are the differences between Paid seats and Free viewer seats?

Accepted Answer

Paid seats allow users to record, upload, or import meetings, while Free viewer seats provide access to view meeting recordings and notes without recording capabilities.

Question 4

Which team members do I pay for in my Grain workspace?

Accepted Answer

You only pay for users who need a Paid seat — those who record, upload, or import meetings. Everyone else can join as a Free viewer at no cost. New members default to the Free plan unless you assign them a Paid seat during invitation.

Question 5

Can I have a mix of Paid and Free viewer seats in my workspace?

Accepted Answer

Yes! Your workspace can have any mix of Paid and Free viewer seats — or even consist entirely of Free viewer seats. This means your whole team can access meeting notes and insights without needing a Paid seat for everyone.

Question 6

When will I get billed for my workspace?

Accepted Answer

Your billing date is set when you first subscribe to any paid plan (Starter, Business, or Enterprise). If you upgrade seats or plans mid-cycle, you'll be charged a pro-rated amount immediately. Downgrades take effect at your next billing cycle.

Question 7

Can I get a refund if I remove members or cancel my plan?

Accepted Answer

For member accounts or workspaces that are downgraded or cancelled during an active billing window, we'll apply a pro-rated credit onto your workspace account to be automatically applied towards any future charges in your workspace.

Question 8

What happens if I pay for a plan but it doesn't work for me?

Accepted Answer

We offer a 30-day money back guarantee. If you're not satisfied with your plan within the first 30 days, contact our support team for a full refund.

Question 9

Can I cancel or switch my plans anytime?

Accepted Answer

Yes! You can switch between plans at any time — no need to cancel first. If you want to cancel entirely, you're free to do so at the end of your contract period. You can choose to pay on a monthly or annual basis.

Question 10

How are my meetings shared with others?

Accepted Answer

Meetings are shared in two ways: Recordings are automatically shared with other meeting participants who are members of your workspace. Admins configure team auto-share settings to control which meeting types (internal, external, or both) are automatically shared with team members. You can also manually share any recording from your meeting library or within an individual recording.

Question 11

Can I allow others outside my workspace to view or edit my meetings?

Accepted Answer

You can share meetings with anyone — they'll be able to view the recording and its notes via invitation or link. However, only members of your workspace can edit meetings. Grain won't share recording links externally unless you explicitly share them or set up integrations.

Question 12

What meeting platforms does Grain support?

Accepted Answer

Grain works with Zoom, Google Meet, Microsoft Teams, Webex, and Slack huddles. Because Grain works across all major meeting platforms, your notes, insights, and recordings live in one place — no matter which tool your team or customers use.

Question 13

Does Grain provide calendar support for both Google Workspace and Microsoft O365?

Accepted Answer

Yes, Grain works the same regardless of which calendar you connect. Once a calendar is connected, you can set up automatic recording rules for all meetings or just internal or external meetings depending on your preference.

Question 14

What AI features does Grain include?

Accepted Answer

Grain includes AI features such as asking Grain's AI anything about your recordings, custom AI prompts and custom note templates. Starter and above plans include AI coaching, custom AI follow-up emails, and team interaction insights. Business and above plans allow admins to configure company context to improve AI accuracy across the workspace.

Question 15

Is Grain secure?

Accepted Answer

Yes, Grain is secure. For detailed information about Grain's security practices, visit https://grain.com/security

Question 16

Should I be concerned about my privacy?

Accepted Answer

Grain takes privacy seriously. For detailed information about how Grain handles your data, please review the Privacy Policy at http://grain.co/privacy

Question 17

Do some US states require two-party or all-party consent?

Accepted Answer

Most US states require one-party consent, which can come from the person recording if present on the call. However, some states require that all parties to a call consent to recording. The following may be a useful resource to provide additional information on your local recording and consent laws: https://www.mwl-law.com/wp-content/uploads/2018/02/RECORDING-CONVERSATIONS-CHART.pdf

Note: This answer provides general information on regulations and is not intended to replace up-to-date information on legal compliance. Contact your legal counsel to ensure you abide by all relevant laws.

Question 18

What is required in order to obtain consent of third parties?

Accepted Answer

The requirements for obtaining consent vary by jurisdiction. This answer provides general information on regulations and is not intended to replace up-to-date information on legal compliance. Contact your legal counsel to ensure you abide by all relevant laws.

Question 19

How does consent differ from the US in other countries?

Accepted Answer

It is impossible to account for every country's recording laws in this FAQ as it differs wildly from country to country and region to region. Generally speaking, many countries are in-line with US law that require either one-party or two-party consent but other regions like the EU's GDPR laws may require explicit consent via verbal confirmation or dialog box to remain in the meeting. This answer provides general information on regulations and is not intended to replace up-to-date information on legal compliance. Contact your legal counsel to ensure you abide by all relevant laws.

Question 20

Will others be uncomfortable if I record my meetings with Grain?

Accepted Answer

Recording meetings is becoming increasingly common in professional settings. This answer provides general information on regulations and is not intended to replace up-to-date information on legal compliance. Contact your legal counsel to ensure you abide by all relevant laws.

Question 21

How does Grain help me to ensure I'm compliant with my local recording laws?

Accepted Answer

As a standard best practice, it is recommended to always inform everyone on the call that the call will be recorded. Grain provides several ways to ensure that all 3rd parties have been given sufficient disclosure that the meeting is being recorded. Individual members or workspaces admins may choose to turn on “Video Disclosures” under Recording Settings that will replace the participant of Grain’s video recorder with a recording notice. Grain members may also turn on recording disclosures that send to the video meeting chat (Zoom only) or change the name of the Grain participant that joins the call to make even more clear the meeting is being recorded.

But the highest levels of disclosure may be found by turning on audio disclosures (“This meeting is being recorded” and/or explicit consent dialogues within your video providers cloud settings. Through Grain’s Zoom integration, an individual member or workspace admin may choose to only record meetings through the Zoom cloud (with explicit consent turned on), to then have the recordings automatically imported later into Grain.

Note: This answer provides general information on regulations and is not intended to replace up-to-date information on legal compliance. Contact your legal counsel to ensure you abide by all relevant laws.

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