Vinyl's Karbon integration helps you keep your meetings and client records in sync. Once it's set up, you can file meeting notes to Karbon timelines, so your notes and action items sit 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 active subscriptions for both Vinyl and Karbon to use the integration, and you need to be a Master Admin in Vinyl to connect Karbon.
What The Karbon Integration Does
When you connect Karbon to Vinyl:
Vinyl syncs your Karbon contacts, clients, and groups
When a meeting is filed, Vinyl adds a note to the timeline of each matched contact, client, or group
The note includes the Overview, Key Discussion Points, Action Items and a link back to the meeting in Vinyl. The transcript isn't sent to Karbon
Automatic filing matches attendees to contacts that exist in Karbon. If a contact is added after the meeting, the meeting won't be matched automatically, but you can still file it manually
New Karbon connections start on manual filing, with Automatic sync off. Once a meeting has a transcript and a summary, you choose where it goes using the filing control in the meeting header, next to Share. It shows where the meeting stands: Not filed, Filed, Out of date or Filing failed.
If you'd prefer meetings to go through automatically, a Master Admin can turn on Automatic sync on the Karbon card on the Integrations page. Firms that connected before late May 2026 may still be on automatic.
You can edit the notes inside Vinyl if you'd like to tidy things up. If you edit the summary, notes, action items or transcript after a meeting has been filed, the filing control shows Out of date. Open it and click File again to send an updated note. Karbon adds a new note and keeps the earlier one too.
When Vinyl files 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
Who can file a meeting? You can file a meeting if you own it (including team members who attended, who get owner access automatically) or it was shared with you as Can edit. If you only have view access, ask the meeting's owner to file it or share it with you as Can edit.
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 Studio 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: Chat with our support team first and we'll take a look with you. We'd suggest holding off on disconnecting and reconnecting Karbon, because reconnecting starts a full resync that can take up to 60 minutes, and the Also remove all contacts, clients, and groups synced from Karbon checkbox on the Disconnect dialog is ticked by default, which removes synced data.
Filing failed: Open the filing control to see why, then click Try again. If it says the connection has expired, a Master Admin needs to reconnect Karbon.
Locating Filed 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 filing.
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
You need to be a Master Admin in Vinyl to connect Karbon. 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.
Paste your access token into the Karbon API Key field and click Submit.
You'll then see a Full Sync Required confirmation. The first import of your contacts, clients and groups can take up to 60 minutes. After that, meetings are filed when you file them, or automatically if a Master Admin turns on Automatic sync on the Karbon card.
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.