Overview
After a Vinyl meeting finishes processing, a summary email is sent to attendees. If those emails aren't arriving — or are only arriving for some people — there are a few common causes to check.
Step 1: Confirm the meeting has finished processing
Vinyl sends the summary email only after the meeting has been fully processed (transcript and summary generated). Processing time depends on meeting length and current load, but most meetings complete within a few minutes of ending.
Open the meeting in Vinyl and check that a transcript and summary are visible.
If the meeting still shows as "Processing", wait a few more minutes and check again.
If it has been more than 30 minutes and the meeting is still processing, contact our support team.
Step 2: Check your spam or junk folder
Summary emails are sent from a Vinyl email address and may occasionally be filtered by spam or junk mail rules. Check your spam or junk folder for emails from Vinyl and mark them as "not spam" to ensure future emails arrive in your inbox.
Step 3: Check email notification settings in Vinyl
Each user controls their own email notification preferences in Vinyl. If a specific attendee is not receiving summary emails, they should confirm their settings are turned on:
Log in to Vinyl and go to Settings.
Navigate to Notifications.
Ensure the meeting summary email option is enabled.
Note: Each team member must have their own notifications enabled — an admin cannot turn this on for others.
Step 4: Check who is included as a meeting attendee
Summary emails are sent to the people Vinyl identifies as attendees. If someone was not detected as being present in the meeting, they may not receive the summary email. You can review and edit attendees in the meeting details in Vinyl.
Step 5: Check for email domain or firewall restrictions
Some organisations have email security tools (spam filters, firewalls, or domain allow-lists) that may block or quarantine emails from external senders. If summary emails are consistently not arriving for your entire team, speak with your IT team to check whether Vinyl's email domain needs to be added to your allow-list.
Still not receiving emails?
If you've worked through the steps above and summary emails are still not arriving, please reach out to our support team. Include the following details to help us investigate:
The link to the meeting in Vinyl (e.g.
https://app.usevinyl.com/meetings/...)The date and time of the meeting
Which attendees did not receive the email
Whether this is happening for all meetings or specific ones