When someone joins your Vinyl workspace, they won't automatically see all past meetings — only the ones that have been shared with them. This is by design, and there are straightforward ways to get them access to the recordings they need.
Why can't they see past meetings?
Vinyl controls meeting visibility on a per-meeting basis. Each meeting is either Team (visible to everyone in the workspace) or Private (visible only to the meeting owner and anyone it's been explicitly shared with).
When a new team member joins, adding them to the workspace does not automatically change the visibility of any existing meetings. Meetings that were Private before they joined stay Private. Meetings already set to Team will be visible to them straight away.
Step 1 — Check whether Auto-share is enabled
Auto-share automatically sets external client meetings to Team visibility after they're recorded. If it's turned on, meetings from the past 60–90 days will already be visible to all team members — including new joiners.
To check: go to My Settings and look for the Auto-share external meetings toggle. This setting can only be viewed and changed by a Master Admin.
If Auto-share is on and the new team member still can't see recent external meetings, check that they've fully accepted their invite and are logged into the correct workspace.
Step 2 — Share past meetings manually
For meetings outside the auto-share lookback window, or any meeting that was recorded before Auto-share was enabled, you'll need to share them individually. There is currently no bulk share option — each meeting needs to be updated separately.
To share a meeting with your whole team:
Open the meeting in Vinyl.
Find the visibility pill (showing either Private or Team) near the top of the meeting.
Switch it from Private to Team.
The meeting will immediately become visible to all active team members.
To share a meeting with a specific person only (without making it visible to the whole team):
Open the meeting.
Click the Share button.
Enter the team member's email address.
See Manually control sharing for a meeting for full details.
Meetings the new team member attended before joining Vinyl
If your new team member was in meetings that were recorded before they had a Vinyl account, those meetings are owned by whoever hosted them. The meeting owner needs to share each recording using the steps above.
There is no automated way to do this in bulk — if you have a large number of meetings to share, contact our support team and we can advise on the best approach.
What about internal team meetings?
Internal meetings — where all attendees are team members — are always Private by default and are never auto-shared. If a new team member needs access to a past internal meeting (such as a training session or team briefing), the meeting owner will need to share it manually using the steps above.
When to contact support
Contact [email protected] if:
You have a large number of past meetings to share and need guidance on the most efficient approach
A team member can see some meetings but not others and you can't identify why
A team member accepted their invite but still can't access the workspace