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.

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 team-level setting that automatically controls meeting visibility based on meeting attendees between your team members in your Vinyl account and your clients.

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 existing and new meetings when enabled

Who can manage Auto Share?

Role	Can see Auto Share setting	Can change Auto Share setting
Master Admin	Yes	Yes
Admin	No	No
Team member	No	No

Once enabled, Auto Share applies across the team.

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	Shared
Undetermined	Attendee type undetermined	Treated as internal (Private)

What happens when Auto Share is toggled?

Action	Result
Enable Auto Share	Existing meetings are immediately 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 Master Admin explicitly sets a meeting to private or shared, 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.

Enabling Auto Share

Go to My Settings → General settings
Scroll to the Auto Share section (only visible to Master Admins)
Toggle Auto Share to ON
Click Save

What happens when you enable it

Existing external meetings from January 2026 become visible to your team
Existing internal meetings remain private
Future meetings follow Auto Share rules automatically
Meetings with manual overrides are not affected

Frequently Asked Questions

Does Auto Share retroactively update existing meetings?

Yes. Auto Share uses dynamic calculation, so enabling it immediately re-evaluates existing meetings from January 2026.

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

Only Master Admins can see and manage Auto Share. If you are a Master Admin and still cannot 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