Author: @Mike Adams

Draft Date: September 23, 2025

This guide assumes the the following scenario (but should work for any numbers):

• 80 total participants
• 4 breakout groups of 20
• 1 administrator with a Zoom and Grain account
• 6 Sessions over a 6 week period of time

Generate Zoom Links for a Main Session and “Recordable” Breakout Rooms

<aside> 💡

Please note “Beak-out Rooms” are in quotes because this will not work with the actual Zoom breakout feature, this guide is a work-around using multiple different meeting links instead.

</aside>

• Use the Zoom app or Zoom Chrome extension to schedule unique Zoom links with embedded passwords so that participants and Grain recorders can bypass the zoom “waiting room”
• Name the scheduled events in the way that you’ll want to identify them later in Grain.
• Example:
  • 1pm-1:15pm: Main session: Zoom Link #1 (Shared with all 100 participants)
    • 1:15pm-2:00pm: Breakout room #1: Zoom Link #2 (shared with 20 in Group 1)
    • 1:15pm-2:00pm: Breakout room #2: Zoom Link #3 (shared with 20 in Group 2)
    • 1:15pm-2:00pm: Breakout room #3: Zoom Link #4 (shared with 20 in Group 3)
    • 1:15pm-2:00pm: Breakout room #4: Zoom Link #5 (shared with 20 in Group 4)
  • As long as you are the event organizer for all meeting, Grain will join each of them at the scheduled time and you will have a total of 5 recordings in Grain.
  • Make all the calendar events repeat 6 times so Zoom will keep the meeting links active.
  • Make sure the host has their Zoom connected with your Grain so that Grain can join the meeting even if the actual breakouts starts before or after the scheduled time (will rely on a Web-hook from Grain instead of just the time on the calendar event).
  • Either distribute the breakout room links in advance or send them out in Zoom chat or Slack at the time that you want folks to leave the main session and join their breakouts.

Automating Summaries into Slack Channels per Group

• After the meetings are are completed and the recordings are processed, Grain will automatically generate AI Summaries and identify all action items for each meeting.
• If you want your students to be able to access their recordings without being members of your Grain workspace, make sure to update the “Link access default” settings on your account Grain account to “Anyone with a link”
• If you want these AI summaries to automatically be sent to their coresponding Slack channels, you can connect Slack + Grain and set up an automation using “Grain Tags”
• Example:
  • Let’s say you have a #cohort-x-all-students Channel in Slack, you can add a unique tag that relates to this group/channel in Grain via the Grain Calendar page (i.e. #cohort-x-all-students)
  • Then go to “Slack Automations” in Grain settings to use that Grain tag as a trigger and tell Grain to send it to the #cohort-x-all-students Channel in Slack
  • Assuming the scenario above with 4 break-out groups, you can do this same thing for each group to add a unique Grain tag for each break-out group (i.e. #cohort-x-group-x) on the Grain Calendar page and use that as the trigger to send to the the corresponding #cohort-x-group-x channel in Slack

Organizing Recordings into Grain “Playlists”

• Either by manually identifying or by using the Tags filter in the Grain “Meetings” list, you can add all related meetings to a session and/or a cohort into a “Playlist” in Grain to keep them organized and manage/share public and private access to those recordings.