Vinyl's Karbon integration helps you keep your meetings and client records in sync. Once it's set up, Vinyl will automatically post meeting summaries to Karbon timelines and store your meeting notes and action items with the right contact, client, or group.
Initially, the integration was in beta and available to a limited number of firms for testing. As of now, the integration is live and accessible to all users.
Note: You'll need to be on the Business Plan to connect your Karbon account to Vinyl.
Additionally, you must have active subscriptions for both Vinyl and Karbon to use the integration.
What The Karbon Integration Does
When you connect Karbon to Vinyl:
Vinyl syncs your Karbon contacts, clients, and groups
After a meeting, Vinyl matches attendees to Karbon records
A summary is posted to the timeline of each matched contact, client, or group
Meeting notes and action items are also saved to the right record
Meeting notes and transcripts will only sync if the contact exists in both systems before the meeting occurs. If the contact is added after the meeting, the notes will not sync.
Once a meeting finishes processing, the notes are created automatically and sent straight through to Karbon. There isn't a review or approval step before that happens just yet.
You can edit the notes inside Vinyl if you'd like to tidy things up or add context for yourself, but those edits stay within Vinyl for now and won't update what's already been pushed into Karbon.
When Vinyl sends a meeting note to Karbon, it posts the note to all records associated with the meeting attendee's email address. This includes:
The Contact record
Any Organisations the contact is linked to
Any Client Groups the contact belongs to
What Vinyl cannot do in Karbon (yet)
A common question is whether Vinyl can create Karbon work items directly from a meeting, for example, automatically creating a task or job based on what was discussed. This is not currently available.
Right now, Vinyl pushes meeting notes to Karbon timelines only. Creating work items, tasks, or jobs in Karbon from Vinyl is something we're exploring for a future integration phase. If this is important to your workflow, let us know via the chat in the app, it helps us prioritise.
In the meantime, the workaround is to use Ask Vinyl to generate a summary or action list from the meeting, copy it, and paste it into a Karbon work item manually.
Troubleshooting Common Syncing Issues
Syncing Issues: Disconnect and reconnect the Karbon integration in Vinyl. This often resolves syncing problems.
Locating Synced Items: In Karbon, open the relevant contact or client, go to the Timeline tab, and look for the Vinyl meeting entry. Ensure that the attendees in Vinyl match the contacts in Karbon for successful syncing.
Switching to a different PM system: If you're planning to disconnect Karbon and connect FYI or XPM, remove your synced Karbon data first. When you click Disconnect, Vinyl will give you the option to remove all contacts, clients, and groups that were synced from Karbon. This prevents duplicate records when your new integration imports its own contacts. See Avoid Contact Duplicates When Switching PM Systems.
How To Connect Karbon to Vinyl
To connect, you'll need to get your Karbon access key:
Open Karbon
Go to Settings
Click on Connected Apps
Find Vinyl and copy your access token by clicking Copy to clipboard.
Next, go to the Integrations tab in the left-hand menu of your Vinyl account.
Find Karbon and click Connect to Karbon.
You'll be prompted to enter your Karbon Access Key.
Once you've connected your Karbon account, Vinyl will start syncing your contacts and posting meeting summaries automatically.
Vinyl currently supports one active practice management integration at a time. That means if you're already connected to:
FYI Docs
Xero Practice Manager (XPM)
You won't be able to connect to a second integration until the first one is disconnected.
If you need help, chat with us below and we'll be happy to help.