Vinyl’s FYI integration allows meeting notes to be synced directly to your FYI client records. Previously, this happened automatically after transcription, with Vinyl deciding where the meeting should be filed based on the meeting attendees.
Vinyl now supports manual sync, giving teams full control over where meeting notes are sent in FYI. This allows users to choose the exact client record where the meeting should appear. Master Admins can also disable automatic syncing if their team prefers to manage this process manually.
What information is synced to FYI?
When a meeting is synced to FYI, Vinyl sends the following information:
Meeting summary
Key discussion points
Action items (including responsible person and deadline)
Full transcript
The video recording is not synced to FYI. Meeting recordings remain accessible in Vinyl only.
How the meeting document appears in FYI
When a meeting is synced, Vinyl creates a document on the selected client record in FYI.
The document contains formatted content including:
Overview – the AI-generated meeting summary
Key discussion points – bullet-point notes from the conversation
Action items – tasks with responsible person and deadline
View in Vinyl link – a direct link back to the meeting in the Vinyl app
The document title will match the meeting title, and the document type is set to “Meeting” in FYI.
When the sync badge appears
A sync badge appears on meetings that are ready to sync with FYI.
The badge only appears when a meeting has both:
A transcript
A summary
The badge will not appear for:
Upcoming meetings
Meetings that are still processing
Meetings that failed to transcribe
If the FYI integration is connected, every eligible meeting will display a badge. If the meeting has not yet been synced, the badge will show Not Synced.
Switch from auto sync to manual sync
Only a Master Admin can change this setting.
Go to Settings → Integrations
Find your Karbon integration
Toggle Auto Sync OFF
How to manually sync a meeting to FYI
Open the meeting in Vinyl.
Click the sync badge in the meeting header.
Review the entity selector that appears.
Choose the client you want to sync the meeting to.
Tick the confirmation checkbox if the meeting has already been synced previously.
Click Sync.
The selector shows three sections:
Already synced to – clients the meeting has previously been synced to, including timestamps
Suggested – clients previously used for sync
All entities – a searchable list of all clients from FYI
Only entities that exist in FYI will appear in this list.
What happens after turning auto sync off?
Once Auto Sync is disabled:
Meetings will no longer sync automatically after transcription
Each meeting will show a Not Synced badge
Users must manually choose where to sync each meeting
Manual sync becomes the only way to send notes to Karbon.
Auto sync vs manual sync
When auto sync is ON
Meetings sync automatically after transcription
Vinyl decides where to sync based on attendees
Manual sync is still available if you want extra control
When auto sync is OFF
Nothing syncs automatically
All meetings show Not Synced
Manual sync is required for every meeting
How auto sync decides where to send meeting notes
When automatic syncing is enabled, Vinyl determines where to sync the meeting based on the meeting attendees.
The system:
Looks at the meeting’s attendees and contacts
Identifies the clients those contacts belong to in Vinyl
Filters for entities that have an FYI ID
Syncs the meeting document to those matching clients
In FYI, meeting notes are always synced only to client records, not to individual contacts or groups.
If no attendee matches an FYI client, the meeting will remain Not Synced so a user can select the correct client manually.
When a meeting becomes out of sync
If a meeting has already been synced and any of the following information is edited, the sync status changes to Out of Sync:
Meeting summary
Key discussion points
Action items
Transcript details (such as speaker name corrections)
Users can click the sync badge to resync the meeting. In FYI, resyncing overwrites the existing document with the updated version.
When a team first connects their FYI integration, all existing meetings that already contain a transcript and summary will display the sync badge as Not Synced.
Users can manually sync these meetings to the appropriate FYI client records.
Meeting documents synced to FYI cannot be removed from Vinyl.
If a meeting is resynced to the same client, the existing FYI document will be overwritten with the updated content. If you need to remove a document completely, it must be deleted directly inside FYI.
If you need help setting up or troubleshooting the FYI integration, contact [email protected].