Auto-share automatically shares external client meetings with your team. When enabled, team members who didn't attend a meeting will see it in their workspace after the meeting date has passed.
This setting is team-level and can only be changed by a Master Admin. If you don't see the option, check your role with your team's admin.
How this works in practice for accounting and bookkeeping firms
Most accounting and bookkeeping teams want the same outcome: client meetings visible to the team, internal firm conversations kept private. Auto-share is designed around exactly this split.
With Auto-share turned on:
A meeting with a client — where at least one attendee is from outside your firm — is automatically shared with your team after the meeting ends. Everyone can see the summary, notes, and recording without anyone needing to forward or manually share anything.
A meeting between team members only — a partner catch-up, a staff performance review, a salary discussion, or an internal planning session — stays private. Only the people who attended can see it.
This matters because firms record a wide variety of meetings in Vinyl — from client advisory sessions to board meetings to 1:1 check-ins. Auto-share ensures client work is transparent to the team automatically, while sensitive internal conversations stay confidential by default, without you having to manage it manually.
If you have an internal meeting that should be visible to the broader team — like a firm-wide training session or team briefing — you can share it manually on a meeting-by-meeting basis. See Manually control sharing for a meeting.
How to change the setting
Go to My Settings.
Scroll to the Auto-share external meetings toggle.
Switch it on or off.
Your changes are saved automatically.
How Auto-share works
Meetings are shared with active team members only — external recipients without a team member account are excluded. To share a meeting with a client or third party, use external sharing.
Shared meetings only become visible after the meeting date, so they don't appear prematurely in other users' workspaces.
Adding new team members later does not retroactively change visibility of past meetings.
Auto-share is team-specific and does not share meetings across different teams.
How far back does Auto-share apply when first turned on?
When you turn Auto-share on for the first time, it applies retroactively to meetings from the past 60–90 days. Those past external meetings will become visible to your team automatically.
Meetings older than the lookback window will stay Private and won't be shared automatically. To share those individually, open each meeting and switch its visibility from Private to Team. You can do this from the meeting detail view or from the Recordings list.
Can I auto-share internal meetings?
Not automatically. Auto-share only applies to external meetings — those where at least one attendee is outside your firm. Internal meetings (where all attendees are team members) stay Private by design.
This is intentional. Internal meetings in accounting and bookkeeping firms often contain sensitive content — staff performance reviews, salary discussions, partner conversations, board sessions — that shouldn't be visible to the whole team. Auto-share protects this by keeping internal meetings private unless someone explicitly shares them.
If you have an internal meeting you do want to share with the team (like a firm-wide training or team briefing), you can share it manually by switching that specific meeting to Team visibility. See Manually control sharing for a meeting.
Why might a meeting not be auto-shared?
Even with Auto-share enabled, some meetings may not appear in a team member's workspace. This can happen if:
The meeting has no attendee emails recorded
A client's personal and work emails don't match, preventing correct association
The team member is inactive or does not have a full team member account
All attendees are internal team members — internal meetings stay private by design
The meeting is older than the 60–90 day lookback window and wasn't shared at the time
Note: Auto-share was previously labelled Smart Share in Vinyl. The meeting visibility label Team was previously labelled Shared. The behaviour is unchanged — only the names have been updated.