Auto 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 meeting attendee's email address to contacts in your FYI account, then syncing 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.

The conflict happens with internal meetings, or any meeting where your staff are attendees. In most accounting firms, partners, managers, and admin staff are linked to many client records in FYI. When Vinyl looks up their email addresses, it finds every client they're associated with — and syncs the meeting summary to all of them.

This isn't a bug — it's Auto Sync doing exactly what it's designed to do. But the result isn't what most teams expect: a single internal meeting can end up filed under dozens of client records that had nothing to do with the conversation.

If your team regularly has internal meetings, or meetings where you want precise control over where notes are filed, we recommend switching to Manual Sync. This gives your team full control — nothing syncs automatically, and each meeting is filed to exactly the client you choose.

A Master Admin can make this change in Settings → Integrations → FYI → toggle Auto Sync OFF.

With Manual Sync enabled, go to any meeting in Recordings and use the Sync to FYI option to file it where it belongs. See How to manually sync a meeting to FYI for step-by-step instructions.

Vinyl cannot automatically remove meeting documents that have already been synced to FYI. You'll need to clean up those records directly in FYI.

If you need help identifying which meetings were affected, contact [email protected] and we can assist.