When Smart Share is enabled, Vinyl automatically decides whether a meeting is shared with your team or stays private. This is based on who attended.
If Smart Share is off, all meetings are private by default, visible only to attendees unless manually shared.
How meetings are classified
Vinyl checks attendee email addresses against your team's active members:
External meeting — at least one attendee's email doesn't match an active team member. These are typically client meetings.
Internal meeting — every attendee's email matches an active team member. These are team-only conversations.
Guest users and external collaborators are not counted as team members for this check.
What gets shared?
Smart Share on
External meetings Shared with active team members Private (attendees only)
Smart Share off
Internal meetings Private (attendees only) Private (attendees only)
Shared meetings only become visible to non-attendees after the meeting date has passed, they won't appear in anyone's workspace early.
Common reasons a meeting isn't shared when expected
Smart Share is off for your team
The meeting has no attendee emails recorded
All attendees are internal team members (classified as internal)
A client's email doesn't match what's in Vinyl (e.g., they joined with a personal email)
If you're unsure whether Smart Share is enabled, check Firm Settings or ask your Master Admin.