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.
Auto-share is a firm-wide setting. It's on by default for new firms, and only a Master Admin can turn it on or off. The change applies to everyone's meetings.
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
On the upper right-hand corner of your Vinyl dashboard, click your initials then Settings.
Under Firm, open Sharing and switch Auto-share external meetings on or off. When you turn it on, Vinyl asks you to confirm with Enable auto-share?
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.
New team members can see past team-visible meetings straight away. Their joining doesn't reclassify old meetings as internal.
Auto-share is team-specific and does not share meetings across different teams.
If a meeting is linked to a restricted client, only people on that client's access list can open it, even when it's visible to the team. See Control who can see a specific meeting.
Which meetings does Auto-share apply to?
Turning Auto-share on applies straight away to all external meetings from January 2026 onward, and to all future ones. Turning it off makes them attendee-only again.
Meetings from before January 2026 stay Visible to attendees. To share one of those, open the meeting and switch its visibility to Visible 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 Visible to attendees 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 Visible to team. 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 says "This meeting is kept private". If a meeting started out internal and a client was added later, Vinyl keeps it private rather than sharing it. A meeting owner or editor can click Share with team on the meeting's Details tab if it should be shared.
Note: the setting is now called Auto-share external meetings. The meeting visibility labels are now Visible to team and Visible to attendees. The behaviour is unchanged, only the names have been updated.