When Auto-share is enabled, Vinyl automatically decides whether a meeting is shared with your team or stays private. This is based on who attended.
If Auto-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.
External collaborators are not counted as team members for this check. Note: Vinyl no longer creates guest accounts — external access is handled via shareable links rather than dedicated user profiles.
What gets shared?
Auto-share on
External meetings — Team
Internal meetings — Private
Auto-share off
All meetings — Private
Team meetings only become visible to non-attendees after the meeting date has passed — they won't appear in anyone's workspace early.
Why internal meetings stay private
This is intentional. In accounting and bookkeeping firms, there's a clear distinction between client-facing work and internal firm operations — and they need to be handled differently.
Client meetings should be visible to the team. When a partner or accountant meets with a client, the rest of the firm benefits from knowing what was discussed — upcoming work, client concerns, decisions made. Auto-share makes this happen automatically without anyone needing to remember to forward notes or recordings.
Internal meetings often need to stay confidential. Many internal firm conversations are sensitive by nature and shouldn't be visible to everyone. Common examples include:
Staff performance reviews and 1:1 check-ins
Salary discussions and remuneration decisions
Partner or director meetings
Board meetings and firm strategy sessions
HR matters or disciplinary conversations
Internal training sessions with sensitive content
A staff member shouldn't see their own performance review appear in the team workspace. A junior employee shouldn't have visibility into partner compensation discussions. Vinyl keeps internal meetings private by default so your firm doesn't have to manage this manually on a meeting-by-meeting basis.
You stay in control. If you have an internal meeting that should be visible to the team — a firm-wide training session, a team briefing, or a process walkthrough — you can always share it manually. See Manually control sharing for a meeting.
Common reasons a meeting isn't showing as Team when expected
Auto-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 Auto-share is enabled, check Firm Settings or ask your Master Admin.