By default, client meetings (with someone outside your firm) are visible to your whole team once they've happened. Internal meetings stay visible only to the colleagues who attended. But sometimes you need tighter control, for example, a sensitive partner meeting, a performance conversation, or a client call that only certain people should access.
Vinyl lets you set any individual meeting to Visible to attendees, then share it with only the specific people who need to see it.
How auto-share fits in
If your team has auto-share enabled, Vinyl automatically sets visibility on each meeting based on who attended:
External meetings (at least one non-team attendee, e.g. a client) → automatically set to Visible to team
Internal meetings (all attendees are team members) → automatically kept Visible to attendees
When you manually change a meeting's visibility, you're overriding auto-share for that specific meeting. Auto-share will not change it back. This is how you take control of individual meetings regardless of what your team's default setting is doing.
If auto-share is off, all meetings start as Visible to attendees and nothing is shared automatically, you control everything manually.
How meeting visibility works
There are two visibility modes for any meeting in Vinyl:
Visible to team — all members of your Vinyl workspace can view the meeting, transcript, and recording once it has happened (unless it's linked to a restricted client, see below)
Visible to attendees — only your colleagues who were in the meeting and anyone it's been shared with can access it
Switching visibility doesn't remove the meeting from Vinyl, it just restricts or opens who can see it.
Step 1: Set the meeting to Visible to attendees
Open the meeting in Vinyl
Click the visibility pill at the top of the meeting, it will show either "Visible to team" or "Visible to attendees"
Switch it to Visible to attendees
The meeting is now visible only to your colleagues who were in it and anyone you've shared it with. This override stays in place for this meeting, auto-share won't revert it.
Step 2: Share with specific people
Once the meeting is Visible to attendees, you can add individuals who should have access. Only the meeting's owners and people with Can edit access can share it.
Click the Share button on the meeting (or choose Share meeting from the ⋮ menu in the meeting header)
Search for and select the team members you want to give access to
Choose their access: Can view lets them see the meeting, and Can edit also lets them change it, including its visibility and who it's shared with
You can add as many or as few people as needed. Each person you share with will be able to view the transcript, recording, and any file notes associated with the meeting.
Revoking access
If you need to remove someone's access later:
Open the meeting and click Share
Find the person in the shared access list and open their access menu
Choose Remove permission
Their access is revoked immediately.
Making a meeting visible to the team again
If you want to return a meeting to full team visibility:
Open the meeting
Click the visibility pill and switch it back to Visible to team
The meeting will immediately become visible to everyone on your team again.
Meetings with a restricted client
A client can be restricted so only named people can see its recordings, brief and contacts. If a meeting is linked to a restricted client, only people on that client's access list can open it, even if the meeting is visible to the team. People who attended or recorded the meeting, or had it shared with them, can still open it. Master Admins can also view it, and those views are logged. These meetings show a shield in Recordings.
To restrict a client, open the client, go to Details › Access and click Restrict. Only Master Admins, and Managers with access to the client's meetings, can change access.
Who can change meeting visibility?
Meeting owners (anyone from your firm who was on the invite) and people with Can edit access can change visibility in either direction
Master Admins can make any team-visible meeting private. Sharing a private meeting needs one of its owners or editors
Team members cannot change the visibility of meetings they don't own, unless they've been given Can edit access
For more on how auto-share works and which meetings it affects, see Turn Auto-share on or off and Understand which meetings are shared.