If a meeting isn’t shared the way you expected, you can usually fix it by checking Smart Share settings, attendee emails, and the meeting’s visibility. This guide walks you through the most common causes and what to adjust.
If a meeting isn't being shared the way you expected, work through these checks in order.
1. Is Smart Share turned on?
Smart Share is off by default. Go to Settings → General to check. Only a Master Admin can change it.
When Smart 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 Smart Share. If a meeting has been explicitly set to private or shared, Smart Share rules won't apply to it.
Check the meeting's visibility setting to see if an override is in place.
3. Is the meeting classified as external?
Smart 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 by design.
Open the meeting and check the attendee list.
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, or it might not cause issues but still means the classification isn't accurate.
Inactive team members — only active members with non-external roles are considered. If someone's account is inactive or has an external user role, their email isn't included in the team member check.
5. Has the meeting date passed?
Shared 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 Smart 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.