Auto-share is an intelligent meeting visibility feature that automatically determines whether meetings should be shared with your team or kept private based on the type of attendees.

Note: Auto-share is a separate setting from FYI's Auto Sync. Auto-share controls who on your team can see a meeting inside Vinyl. Auto Sync (in your FYI integration settings) controls whether meeting notes are automatically filed to a client record in FYI. These two settings are independent, turning one off does not change the other. For example, you can have Auto-share off in Vinyl while Auto Sync to FYI stays on, or the reverse.

When enabled, Auto-share helps remove the bottleneck and ensure the wider team can access all client meetings when they need to without the admin of have to give permission to other users.

What is Auto-share?

Auto-share is a per-user setting that automatically controls meeting visibility based on meeting attendees between your team members in your Vinyl account and your clients. Each team member controls Auto-share for their own meetings.

Meeting type	Definition	Visibility when Auto-share is enabled
External meeting	Includes at least one external attendee	Shared with your team
Internal meeting	Only team members attended	Private

Automatic: no need to set visibility for each meeting
Intelligent: determines visibility based on attendee context
Flexible: can be overridden for individual meetings on a per meeting basis
Retroactive: applies to recently recorded meetings as well as new ones when enabled

Who can manage Auto-share?

Auto-share is controlled per user. Every team member can see and change their own Auto-share setting, and it applies to the meetings they record. There's no single team-wide toggle, so turning Auto-share on or off affects only your own meetings, not anyone else's.

How Auto-share works

Dynamic visibility calculation

Auto-share uses dynamic calculation rather than storing static visibility values. This means Auto-share evaluates meetings in real time based on rules, rather than updating every meeting record in the database.

How it determines meeting type

Attendee Type	Meaning	Result (when Auto-share is enabled)
Internal	Only team members attended	Private
External	External contacts attended	Team
Undetermined	Attendee type undetermined	Treated as internal (Private)

What happens when Auto-share is toggled?

Action	Result
Enable Auto-share	Your recently recorded meetings are re-evaluated. External meetings become visible to the team, internal meetings remain private.
Disable Auto-share	Meetings become private by default (unless a manual override exists). Changes apply immediately.

How meeting visibility is determined

Meeting visibility follows a priority order. The system checks these rules in sequence.

Priority Order

Priority	Rule	What it means
1	Manual override	If a meeting is explicitly set to private or Team, that setting always wins.
2	Auto-share (if enabled)	External meetings are shared. Internal meetings are private.
3	Default (if disabled)	Meetings are private by default.

Making individual meetings private

When creating a meeting, users can set a meeting to private at the time of creation.

Online meetings (ad-hoc)

Click Create ad-hoc meeting
Enter your meeting link
Toggle Private meeting to ON
Click Start recording

Tooltip: Only visible to attendees and authorised users. Overrides Auto-share settings.

In-person meetings

Enter meeting details
Toggle Private meeting to ON
Upload your recording

On existing meetings

Action	Team member	Master Admin
Set privacy during meeting creation	Yes	Yes
Change visibility after meeting is created	No	Yes

If you need an existing meeting's visibility changed, contact your Master Admin. Master Admins can click the visibility pill in the meeting header to update it.

This restriction helps prevent accidental exposure of sensitive meetings and ensures team-wide visibility stays consistent and controlled.

Frequently Asked Questions

Does Auto-share retroactively update existing meetings?

Yes. Auto-share uses dynamic calculation, so enabling it re-evaluates your recently recorded meetings.

What if I want an external meeting to be private?

Two options:

Set Private meeting to ON when creating the meeting
Ask your Master Admin to apply a manual override

Can I change a meeting's visibility after it's created?

Team members: no
Master Admins: yes, via the visibility pill in the meeting header

What happens if I disable Auto-share?

Changes take effect immediately
Meetings become private by default (unless a manual override exists)
Previously shared external meetings will no longer be shared by Auto-share

Do manual overrides get removed when Auto-share changes?

No. Manual overrides always take priority and remain in place.

Who can see my meetings when Auto-share is enabled?

Meeting type	Who can see it
External meeting	Visible to your team (unless manually overridden)
Internal meeting	Only visible to meeting attendees and authorised users
Private meeting (manual override)	Only visible to attendees and authorised users

What if a meeting has both internal and external attendees?

If external contacts are present, the meeting is classified as external and shared (unless manually overridden).

Troubleshooting

Auto-share toggle does not appear

Auto-share is a per-user setting, so every team member has it. If you can't see it:

Refresh the page
Confirm you are in the correct team
Contact support if the issue persists

External meeting is still private after enabling Auto-share

Possible causes:

A manual override is set
Meeting atttendees type has not been determined yet

What to do:

Check the meeting's visibility pill for override indicators
Wait for the meeting to be processed (attendee type is determined after transcription)

An invitee is not a part of your Vinyl team

The meeting may have been misclassified as external