Grain Bot Not Joining Meeting

How to fix it

// try these in order, the most common fix is first

1. FIX 1Turn on auto-capture for the meeting type

   Copy steps
   1. 01Open Grain > My Meetings settings
   2. 02Under auto-capture with Grain Bot, enable external, internal and/or unscheduled meetings
   3. 03Save and check the next event on your Meetings page
   Did this fix it? Yes No

2. FIX 2Check the connected calendar

   Copy steps
   1. 01Open My Account settings
   2. 02Under Calendars, confirm the calendar with the event is connected and checked
   3. 03If you just connected it, wait a few minutes for sync
   Did this fix it? Yes No

3. FIX 3Make sure the event has a meeting link

   Copy steps
   1. 01Open the calendar event
   2. 02Add a Zoom, Google Meet, Microsoft Teams or Webex link; other platforms are not joined
   Did this fix it? Yes No

4. FIX 4Turn off organizer-only capture

   1. 01In My Meetings settings, switch off 'Only auto-capture if the member is the event organizer' if you want invited meetings recorded
   Did this fix it? Yes No

5. FIX 5Ask an admin about team settings

   Copy steps
   1. 01Team capture settings win when 'Allow member overrides' is off
   2. 02Ask a workspace admin to allow overrides or change the team's auto-record rules
   Did this fix it? Yes No

6. FIX 6Admit the bot from the waiting room

   Copy steps
   1. 01Google Meet and Teams can hold bots in a waiting room or lobby; the host or a co-host must admit it
   2. 02Grain added a Google Meet waiting room bypass setting in January 2026; check it in your meeting settings
   Did this fix it? Yes No

7. FIX 7Record without the bot

   Copy steps
   1. 01Start Desktop Capture from the Grain desktop app (+ New on the Meetings page)
   2. 02Or record natively and upload the file afterwards
   Did this fix it? Yes No

Symptoms

The meeting starts but no Grain notetaker appears in the participant list, and nothing shows up in Grain afterwards.

Why it happens

• C-01Auto-capture with Grain Bot is off for external, internal or unscheduled meetings
• C-02The calendar holding the event isn't connected or isn't checked
• C-03The event has no Zoom, Google Meet, Teams or Webex link
• C-04'Only auto-capture if the member is the event organizer' is on and you were only invited
• C-05Team capture settings override yours because 'Allow member overrides' is off
• C-06The host never admitted the bot from the waiting room or lobby

// this guide also covers

• grain bot not joining meeting
• grain notetaker didn't join
• grain not recording zoom
• grain bot not showing up

Other Grain errors

• Grain Recording Request Denied by Host
• Grain Transcript or AI Notes Not Showing
• Grain Desktop Capture Not Recording
• Grain Upload Failed
• Grain Meeting Not Showing on Meetings Page
• Grain Transcript in Wrong Language
• Grain Not Syncing to HubSpot
• Grain Notetaker Showing Wrong Name