Automatic sync was built to save your team time. After a client meeting finishes, Vinyl automatically files the meeting summary to the right client record in FYI, no manual steps required. It does this by matching each external attendee's email address to contacts in your FYI account, then filing the summary to any client those contacts are linked to.
For a typical client meeting — where the attendees are the client's contacts — this works exactly as intended. The meeting lands in the right place automatically.
Where conflicts can arise
The most common cause is a client email that's shared across several FYI entities. For example, a couple might use one email address for their joint return and for each of their individual records, or a bookkeeper might be listed as the contact on several clients. When Vinyl matches that email, it finds every client it's linked to, and files the meeting summary to all of them.
Your own team members aren't counted when Vinyl works out where a meeting goes, including contacts in FYI that hold a staff email. So a partner attending a meeting doesn't pull in every client they're linked to, and internal meetings aren't filed at all. Meetings filed before this change may still be sitting under extra clients in FYI (see below).
Our recommendation: use manual filing for these scenarios
If your clients often share email addresses, or you'd like precise control over where notes are filed, we recommend switching to manual filing. This gives your team full control — nothing is filed automatically, and each meeting is filed to exactly the client you choose.
A Master Admin can make this change: open Integrations in the left menu, find the FYI card, turn off Automatic sync, then confirm with Switch to manual sync.
With manual filing, open any meeting and use the filing control in the meeting header, next to Share, to file it where it belongs. See How to manually sync a meeting to FYI for step-by-step instructions.
What to do about meetings already distributed
Vinyl cannot automatically remove meeting documents that have already been filed to FYI, including any filed under extra clients before team members were excluded. You can tidy those up directly in FYI.
If you need help identifying which meetings were affected, chat with us below and we can assist.