Smart 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, Smart 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 Smart Share?
Smart 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 Smart 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 Smart Share?
Role | Can see Smart Share setting | Can change Smart Share setting |
Master Admin | Yes | Yes |
Admin | No | No |
Team member | No | No |
Once enabled, Smart Share applies across the team.
How Smart Share works
Dynamic visibility calculation
Smart Share uses dynamic calculation rather than storing static visibility values. This means Smart 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 Smart 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 Smart Share is toggled?
Action | Result |
Enable Smart Share | Existing meetings are immediately re-evaluated. External meetings become visible to the team, internal meetings remain private. |
Disable Smart 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 | Smart 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 Smart 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 Smart Share
Go to My Settings → General settings
Scroll to the Smart Share section (only visible to Master Admins)
Toggle Smart 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 Smart Share rules automatically
Meetings with manual overrides are not affected
Frequently Asked Questions
Does Smart Share retroactively update existing meetings?
Yes. Smart 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 Smart 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 Smart Share
Do manual overrides get removed when Smart Share changes?
No. Manual overrides always take priority and remain in place.
Who can see my meetings when Smart 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
Smart Share toggle does not appear
Only Master Admins can see and manage Smart 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 Smart 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
What to do:
Ask a Master Admin to apply a manual override to private
Review the meeting attendees to verify classification
I cannot change a meeting’s visibility
That’s expected. Only Master Admins can change visibility on existing meetings. Contact your Master Admin to make the change.
Best Practices
For Master Admins
Review existing meetings before enabling Smart Share
Let the team know when Smart Share is enabled or disabled
Keep track of meetings with manual overrides
For team members
If you want a meeting private, set it at creation
Plan ahead for visibility before recording
Contact your Master Admin if an existing meeting needs a change.
Know that external meetings will be shared when Smart Share is enabled.