Vinyl gives you full control over what's kept in your meeting records. Sometimes you need to tidy things up, whether it's a test recording, a duplicate, an internal catch-up, or something you no longer need day to day.
There are two ways to do this:
Archive the meeting when you want it out of the way but might need it again, for example for audit purposes. Everything is kept and you can restore it at any time.
Delete the transcript or recording when you want that content gone for good. Deleting can't be undone.
Archive a meeting
You can archive a meeting from two places:
From your Recordings list: click the three dots (⋯) on the meeting's row (list view) or card (grid view), then choose Archive meeting at the bottom of the menu.
From the meeting page: open the meeting, click the three dots (⋯) menu at the top of the page, then choose Archive meeting.
You'll be asked to confirm, then click Archive. A Meeting archived message appears in the bottom-left corner with an Undo option, just in case.
What happens when a meeting is archived
It's hidden from your Recordings list and from the client's Meetings tab.
The recording, transcript, summary and notes are all kept, and the meeting page stays fully readable.
The meeting page shows an Archived tag next to the title, with a banner showing the date it was archived.
Archived meetings can't be used in Studio, and any shared links to the meeting stop working until it's restored.
The meeting still counts towards the client's total meetings, as it's still linked to that client.
Find an archived meeting
In Recordings: click Show archived under your list or grid, and archived meetings appear with an Archived tag. Click Hide archived to tuck them away again. You can also open Filters and set Status to Archived to see only archived meetings, or All to see everything.
On a client's page: open the client's Meetings tab and click Show archived under the list.
Restore an archived meeting
Open the archived meeting and click Restore (it sits where the Share button usually is). You can also click the three dots (⋯) on the archived meeting in your Recordings list and choose Restore meeting.
You'll see a Meeting restored message, and the meeting goes back to your Recordings list and the client's Meetings tab with its transcript, summary and notes intact.
Who can archive meetings? Master Admins and Managers can archive and restore meetings. Only meetings that have already taken place can be archived. If you don't see the option, check with your team's Master Admin, or chat with us below.
Delete a transcript or recording
Go to your Recordings tab
On the left side of your Vinyl dashboard, click Recordings.
Open the meeting
Find the meeting you want to update and click on its title to open the full meeting page.
Note: The delete options are only available once you've opened the full meeting page, they won't appear in the Recordings list view.
Access the options menu
Click the Transcript tab on your meeting recording page
At the top of the meeting page, click the three dots (⋯) menu.
Choose what to delete
Delete Transcript: removes the AI-generated text and notes but keeps the video.
Delete Recording: removes the video or audio file but keeps your transcript and notes.
Vinyl will ask you to confirm. Once you click Delete, it's permanent.
Need to remove the entire meeting?
Deleting the transcript and recording removes the content, but the meeting itself (its title, date and attendee list) stays in Vinyl. If you'd simply like it out of your Recordings list, archiving is the quickest way to do that yourself.
If you need every trace of a meeting removed permanently, chat with us below and include:
The meeting title
The meeting date and time
Confirmation that you want the whole meeting deleted, not just the transcript or recording
Our team will remove it for you and confirm once it's done. As with all deletions, this is permanent and can't be undone.
⚠️ Things to keep in mind
Not sure yet? Archive first. Archiving keeps everything and can be reversed, while deleted items can't be recovered.
If you might need the transcript or recording later, download a copy first using the options in the same menu.
If you only see Delete Transcript and not Delete Recording, there are two possible reasons:
Mobile recordings: Meetings captured via the Vinyl mobile app currently only support transcript deletion, the option to delete the full audio recording isn't available for mobile-captured meetings yet.
Permissions: For bot-recorded meetings, the Delete Recording option is only visible if your account has the required permission. Ask your team's Master Admin to check your access level, or chat with us below and we'll look into it for you.
If you don't see any delete option at all, it's usually because the meeting was too short to generate a recording or transcript in the first place, for example, a call that lasted less than a minute before ending. With nothing captured, there's nothing to delete. Check the meeting's duration on its overview page; if it's only a few seconds long, this is expected behaviour.