If most of your meetings are appearing in Vinyl but some are being missed, there are a few common reasons why this can happen. Working through the checks below will usually identify the cause.
Check the meeting has a video conferencing link
Vinyl detects meetings that include a supported video conferencing link, such as Microsoft Teams, Zoom, or Google Meet. If a meeting in your calendar doesn't have a video link, Vinyl won't detect or join it. Additionally, ensure the meeting link is placed in the location field of the calendar invite. If the link is in the body of the invite, Vinyl may not detect it.
Open the calendar event and confirm a supported video link is present. Specifically, check that the video link is in the location field of the calendar invite, as this improves detection by Vinyl.
Check which calendar the meeting is in
Vinyl reads meetings from the specific calendar account you've connected. If a meeting was added to a secondary calendar, a shared team calendar, or a different email address from the one connected to Vinyl, it may not be detected.
Confirm the event appears in the primary calendar connected to your Vinyl account.
Meetings booked through scheduling tools (e.g. Calendly)
Meetings booked through scheduling tools like Calendly should appear in Vinyl, but occasionally these events are added to your calendar in a way that differs from standard invites. If Calendly meetings aren't showing consistently, check that:
The Calendly event is appearing in your connected calendar (not just in the Calendly dashboard)
The event includes a supported video conferencing link
Meetings booked through Microsoft Bookings
If you use Microsoft Bookings to schedule client appointments, the Teams meetings it creates may block anonymous participants by default, including meeting bots like Vinyl's recording assistant.
To ensure Vinyl can join these meetings, check that your Microsoft Bookings settings allow anonymous participants to join the Teams meeting. This is typically found in your Microsoft Teams admin settings or within the Bookings configuration for that service.
If you're unsure how to update this setting, your Microsoft 365 administrator will be able to assist, or contact our support team and we'll help guide you through it.
Meetings organised by someone else
If a colleague organises a meeting on your behalf, it will usually appear in Vinyl as long as the event is visible in your connected calendar and has a video link. If the invite was sent to a different email address or calendar account, it may not be detected.
Check your auto-record settings
Vinyl's auto-record feature can be toggled on or off for individual meetings or globally. If certain meetings aren't recording, it's worth checking that auto-record hasn't been turned off for those meeting types in your settings.
Manually Adding Meetings
If a meeting is not detected automatically, you can add it manually:
Go to the Vinyl Home Screen.
Provide the meeting URL and give it a name.
Click "Start Capturing" to have Vinyl join the meeting within a minute. Note that auto-join will not work for manually added meetings.
Auto-Join Functionality
Vinyl's auto-join feature allows it to join meetings automatically at the scheduled start time. To enable this:
Ensure the meeting is scheduled in your synced calendar with a valid link.
Enable the "Join Automatically" setting in Vinyl. When this is active, Vinyl will join meetings approximately 1–2 minutes after the scheduled start time. Note that auto-record is distinct from auto-join functionality. Auto-join ensures Vinyl joins meetings automatically at the scheduled start time, while auto-record determines whether the meeting is recorded.
If the issue is ongoing or follows a pattern
If you're consistently finding that certain types of meetings are missed while others are picked up, contact our support team with a couple of examples, the meeting title, date, and who organised it. We can look into the pattern and identify any underlying issues from our end.
We respond within 2 hours.