If a meeting wasn't automatically linked to a client, you can tag it manually so it shows up under the correct client record. This helps keep your recordings organised and makes it easier to review all meetings for a specific client.
Note: Only Master Admins can add members to a client. For clients synced from XPM, FYI or Karbon, add the contact to the client in your practice management system and let it sync.
Add or Select The Client
Head to the Clients tab in the left-hand menu. Select an existing client, or click New Client to create one.
Type in the client's name and click Submit.
Link a contact from the meeting
On the client's record, open the Members tab and click Add Member.
Search for the contact who attended the meeting and add them.
You'll see a confirmation message once the contact has been successfully linked.
Once that's done, all past and future meetings with that contact will appear under the client's page, helping you keep everything in one place and making follow-ups a breeze.
My meeting didn't auto-match to the right client
Vinyl auto-matches meetings to clients based on the attendee's email address. If a meeting didn't link automatically, it usually means the email on the calendar invite doesn't exactly match the email saved on that person's contact record.
To fix it, follow the steps above and search for the actual meeting attendee (using the email that was on the invite) as the member to link, this is what tells Vinyl the meeting belongs to that client.
Note: tagging a meeting to a client currently requires linking a real attendee from that meeting as a contact. There isn't a way to attach a meeting to a client without linking one of its attendees, if that's what you need, let our support team know via chat so we can look at your specific case.
When several clients share one email address
Sometimes one email address belongs to more than one client, for example a family inbox, or a business and its trust. When an attendee uses a shared address and their name doesn't point to one specific client, Vinyl won't guess. Instead, it shows each possible client as a suggestion on the meeting for you to check.
Open the meeting and you'll see the suggested client(s) at the top. Confirm the right one, or dismiss any that don't apply.
Your choice sticks. Later syncs won't change a client you've confirmed or dismissed.
Until a suggested client is confirmed, Vinyl holds off using it for the summary email or for notes sent to FYI or Karbon, so nothing lands on the wrong client's record.
If the attendee's name clearly matches one contact on that shared address, Vinyl links the right client automatically, just as it does for any other meeting.
This also helps your practice management sync. When FYI, Karbon or XPM brings in a record that shares an email address with a differently named contact in Vinyl, Vinyl now keeps them as separate contacts rather than renaming the existing one.
Adding an ad hoc attendee who isn't a client contact
You can add attendees who aren't part of the client's team, for example an external advisor joining a meeting. They still need to exist as a contact in Vinyl with an email address before they'll appear in the attendee search or the transcript's speaker list.
If that person doesn't have an email address, they currently can't be linked as an attendee or selected as a speaker. You can still leave them labelled as "Speaker 1", "Speaker 2", etc. in the transcript and rename it manually afterwards.