Overview
By default, meetings in Vinyl are visible to all members of your team. 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 mark any individual meeting as Private, 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 Team
Internal meetings (all attendees are team members) → automatically kept Private
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 Private by default and nothing is shared automatically — you control everything manually.
How meeting visibility works
There are two visibility modes for any meeting in Vinyl:
Team — all members of your Vinyl workspace can view the meeting, transcript, and recording
Private — only you and anyone you explicitly share the meeting with can access it
Switching visibility doesn't remove the meeting from Vinyl — it just restricts or opens who can see it.
Step 1: Mark the meeting as Private
Open the meeting in Vinyl
Click the visibility pill at the top of the meeting — it will show either "Team" or "Private"
Switch it to Private
The meeting is now hidden from all other team members. Only you can see it until you explicitly share it. This override is permanent for this meeting — auto-share won't revert it.
Step 2: Share with specific people
Once the meeting is Private, you can add individuals who should have access:
Click the Share button on the meeting
Search for and select the team members you want to give access to
Click Share to confirm — those people can now view the meeting
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
Click the X or Remove next to their name
Their access is revoked immediately.
Making a meeting Team-visible again
If you want to return a Private meeting to full team visibility:
Open the meeting
Click the visibility pill and switch it back to Team
The meeting will immediately become visible to everyone on your team again.
Setting meetings to Private by default
If you prefer all your meetings to start as Private (independent of auto-share), you can change your personal default in your Vinyl settings:
Go to Settings → Preferences
Find the Default meeting visibility setting
Set it to Private
This means every new meeting you record will be Private by default — you then choose who to share each one with, rather than restricting after the fact.
Who can change meeting visibility?
The meeting owner can always change the visibility of their own meetings
Master Admins can change the visibility of any meeting in the workspace
Team members cannot change the visibility of meetings they don't own (unless explicitly shared)
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.