Vinyl's Karbon integration lets you sync meeting notes to the exact client, contact, or group timeline where they belong. This article covers how manual sync works and how to fix the most common sync problems.
New Karbon connections (from May 2026) default to manual sync. Auto-sync is off when you first connect, giving your team control from day one and avoiding meetings filed against the wrong entity when a client email is shared across records. If you connected earlier, your existing setting is unchanged.
What syncs to Karbon
When a meeting syncs, Vinyl sends the meeting summary, key discussion points, action items (with responsible person and deadline), and the full transcript. The video recording is not synced. Recordings stay in Vinyl only.
How to manually sync a meeting
Open the meeting in Vinyl.
Click the sync badge in the meeting header.
In the entity selector, choose the clients, contacts, or groups to sync to (you'll see "Already synced to," "Suggested," and "All entities").
Tick the confirmation box if it was synced before, then click Sync.
Only entities that exist in Karbon appear in the list. A note is created on each selected timeline, titled with the meeting name and authored by "Vinyl" (system user).
Auto-sync vs manual sync
Only a Master Admin can change this, under Settings → Integrations → Karbon → Auto Sync. With auto-sync on, meetings sync automatically after transcription and Vinyl picks the entity based on attendees (manual sync still available). With auto-sync off (default for new connections), nothing syncs automatically and every meeting shows Not Synced until you sync it.
Troubleshooting sync problems
The sync badge isn't showing. The badge only appears once a meeting has both a transcript and a summary. It won't show for upcoming meetings, meetings still processing, or meetings that failed to transcribe. If a meeting is stuck processing, see My transcript or notes aren't showing up yet.
The entity you want isn't in the list. Only entities that already exist in Karbon appear, and the contact must exist in both systems before the meeting. If contacts are missing, see Contacts not appearing in Vinyl after Karbon sync.
Internal meetings (no client on the call) have nowhere to sync. Karbon doesn't have a contact record for your own firm's staff, so an internal catch-up or team meeting won't have a matching entity to sync to. You don't need to create a workaround contact for this (and most firms can't, since Karbon blocks adding contacts on your own email domain). Instead, either: leave internal meetings unsynced and keep them in Vinyl's Recordings tab only, or manually sync the meeting to an existing, relevant Karbon client/group if the discussion should be logged against that client's timeline. There's no way to auto-sync internal meetings, since auto-sync matches by attendee email and no internal contact will exist in Karbon.
You synced but the note isn't in Karbon. See My Karbon notes aren't appearing after meetings.
A meeting shows "Out of Sync." This happens after you edit the summary, discussion points, action items, or speaker names on an already-synced meeting. Click the badge to resync. Note that Karbon creates a new note and leaves the previous one in place.
Something's stuck loading or clearly not behaving. If a meeting or the entity list is stuck loading for an extended time, that's not expected, so contact us with the meeting title and date so we can investigate on our side rather than having you keep retrying.
For what the integration does overall, see the Karbon Integration Overview. Need a hand? Chat with us below.