If a meeting isn't shared the way you expected, you can usually fix it by checking auto-share settings, attendee emails, and the meeting's visibility. This guide walks you through the most common causes and what to adjust.
1. Is Auto-share turned on?
Auto-share is off by default. Go to Settings → General to check. Only a Master Admin can change it.
When Auto-share is turned on, all existing external meetings become visible to the team (if the meeting date has passed). When it's turned off, they become private again. The change takes effect immediately — it's not limited to new meetings.
2. Has the visibility been manually overridden?
A meeting's visibility can be set manually, which overrides auto-share. If a meeting has been explicitly set to Private or Team, auto-share rules won't apply to it.
Check the meeting's visibility pill to see if an override is in place.
3. Is the meeting classified as external?
Auto-share only shares external meetings. A meeting is external when at least one attendee's email doesn't match an active team member. If every attendee is a team member, the meeting is internal and stays private — this is intentional.
Internal meetings default to private to protect sensitive firm conversations that shouldn't be visible to the whole team — things like staff performance reviews, salary discussions, partner meetings, and board sessions. In an accounting or bookkeeping firm, you wouldn't want a junior team member seeing a partner compensation discussion, or a staff member finding their own performance review in the shared workspace.
If you want a specific internal meeting to be shared with the team, you can do this manually. See Manually control sharing for a meeting. For a full explanation of how the classification logic works and why, see Understand which meetings are shared.
Open the meeting and check the attendee list to confirm how it was classified.
4. Are the attendee emails correct?
Common issues:
No attendee emails — meetings with no emails recorded are not classified and stay private.
Team members joined with a personal email — if a team member used an email that's not in Vinyl, they'll be counted as external. This can make an internal meeting appear external.
Inactive team members — only active members with a full team member account are considered. If someone's account is inactive, their email isn't included in the team member check.
5. Has the meeting date passed?
Team meetings only become visible to non-attendees after the meeting's scheduled date and time. If you're checking before then, the meeting will still appear private to anyone who wasn't an attendee.
6. Was the team member added after the meeting was classified?
Meeting classification is not recalculated when new team members join. If someone wasn't on the team when the meeting's attendee type was set, their presence won't change its classification.
Classification is recalculated when attendees are added, updated, or removed from a meeting, but not when the team roster changes.
Still not working?
If auto-share is on, the attendee emails are correct, there's no manual override, and the meeting date has passed, contact your Master Admin to investigate further.