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Why didn't Vinyl join my meeting? (Meeting hosted by a client)

Vinyl's bot only joins meetings where it's been invited via your calendar. If the meeting is in a client's calendar or hosted by someone outside your team, the bot won't receive an invite automatically.

Why this happens

Vinyl's recording bot joins meetings by monitoring your calendar for upcoming events. When a meeting is created on your side — or you're invited and it appears in your connected calendar — Vinyl detects it and sends the bot in.

If the meeting was organised by your client (e.g. they sent you a Google Meet or Zoom invite), the event typically lives in their calendar, not yours. In some cases this means Vinyl doesn't detect the meeting in time, or at all, and the bot doesn't join.

Common situations where this occurs

  • Your client sent you a Google Meet or Zoom invite from their own Google or Zoom account

  • The meeting link was shared by email or message rather than via a calendar event

  • You accepted the invite but your calendar sync hadn't refreshed before the meeting started

How to record the meeting anyway

If the bot didn't join automatically, you have a couple of options:

Option 1 — Add the bot manually (recommended)

You can invite the Vinyl bot directly into any live meeting:

  1. Open the Vinyl web app at app.usevinyl.com

  2. Click Record a meeting and paste in the meeting link (Google Meet URL or Zoom link)

  3. Vinyl will send the bot to join within a few seconds

Option 2 — Copy the event to your own calendar

If you regularly meet with a client and want Vinyl to auto-join:

  1. Create a copy of the recurring event in your own Google Calendar

  2. Include the meeting link in the event details

  3. Vinyl will detect it next time and auto-join

Still having trouble?

If the bot failed to join a meeting that was in your calendar, please reach out to our support team with the meeting date and time and we'll investigate.

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