Ready to start capturing, transcribing, and organising your client meetings with Vinyl? Here's how to set up your account and get up and running in just a few minutes.
Step 1: Create your Vinyl account
Click on Sign Up
Enter your name, work email and a password, then click Sign up for free (or use Sign up using Xero) and follow the prompts
Check your email for a verification code
Enter the code back in Vinyl to verify your account
If you sign up with Xero, Vinyl asks whether to Create a new firm or use an account you already have. Choose I already have a Vinyl account if your firm already uses Vinyl.
Step 2: Connect your tools
Next up is the Integrations step, where you can connect everything Vinyl works with in one place. Once you're happy with your connections, click Next to carry on.
Calendar (required)
Your calendar is the one connection Vinyl needs to get started. It lets Vinyl detect your meetings, join them automatically, and keep everything linked to the right clients and contacts. Choose the provider you use:
Google Calendar — How to connect Google Calendar and Google Meet to Vinyl
Microsoft Outlook — How to connect Microsoft Outlook to Vinyl
Practice management (optional)
If your firm uses Karbon, FYI or XPM, you can connect it here so your clients and contacts come through into Vinyl. See How to connect FYI to Vinyl for an example of what's involved.
Proposals (optional)
If you send proposals with Ignition, Socket or Anchor, connecting it now means you can turn client meetings into proposals straight away. More on how these work in the Ignition, Socket and Anchor overviews. Vinyl works with one proposal tool at a time.
Not ready to connect everything yet? That's completely fine. The practice management and proposal connections are optional, and you can add them whenever suits you.
Step 3: Tell us about your firm, and about you
If you're the first person from your firm to sign up, you'll see a step called Tell us about your firm. It has three short parts:
Your registered business name, country, business registration number (ABN, NZBN, Companies House number or EIN), staff count and number of clients
The services you offer, plus any tools and meeting types you'd like to add (these are optional)
Who can see meetings with external attendees: Everyone in your firm (the default) or Only people in the meeting
It's worth having your ABN or equivalent handy before you start. Teammates you invite skip this step.
Next, you'll add a few details to your own profile.
Step 4: Invite your team (optional)
If you're setting up Vinyl for your firm, you may be asked to invite your colleagues. You can invite them now, or choose Not now and add them later. See Manage your team in Vinyl for how to invite people later on.
Step 5: Set up two-factor authentication
The last step is setting up two-factor authentication using an authenticator app, such as Google Authenticator, Microsoft Authenticator or Authy:
Scan the QR code shown in Vinyl using your authenticator app
Enter the 6-digit code from the app into Vinyl to complete the setup
This step keeps your account secure and protected. You can skip it once, but you'll be asked again next time you sign in.
After two-factor authentication, you'll see a QR code to get the Vinyl mobile app. You can skip this and download it later.
Connecting tools later
Anything you skip during setup can be connected from the Integrations page in Vinyl. The category filters at the top (Calendar, Email, Practice management and Proposals) make it quick to find the tool you're after without scrolling through every option.
Once your calendar is connected, Vinyl will begin detecting your meetings so it can join, record, and generate summaries automatically.