If your meeting is showing up in Upcoming in Vinyl but the Vinyl bot didn't appear in your call, here are the most common reasons and how to fix them.

The quickest fix: on Upcoming, click Send bot on the meeting. You'll also find Send bot on Home and in the meeting header. It sends a bot into that same scheduled meeting straight away.

Vinyl detects your video call link from your calendar event. If the Zoom, Google Meet, or Teams link isn't included or it's in the notes field rather than the Location field, Vinyl may show the meeting in Upcoming but still fail to join.

Fix: Open the calendar event and confirm the video link is present, ideally in the Location field. Update the event if needed, then wait a minute for Vinyl to re-sync.

If your meeting uses a waiting room, the Vinyl bot joins as a separate participant and needs to be admitted before it can start recording. It uses your bot's name, which is "Vinyl Recorder" unless you or your firm have changed it. You can check yours under Settings › You › Meetings (Your bot name). Additionally, ensure that the Zoom host has enabled local recording permissions for external participants, as this is required for Vinyl to record the meeting.

If the bot isn't admitted within 10 minutes, or recording permission is refused, it leaves. Use Send bot to bring it back.

Fix: Check your meeting's waiting room or participants list for your bot's name and admit it.

If someone removed Vinyl from the call, or if your meeting platform's security settings block external participants, Vinyl won't be able to rejoin automatically. Another possible scenario is when Vinyl joins but leaves without recording due to the Zoom host's settings not allowing recording. Ensure the host enables recording permissions before the meeting starts to prevent this issue.

Fix: On Upcoming, click Send bot on the meeting. If that isn't available, you can go to Home, paste the meeting link into the New Meeting card and click Start Capturing.

Check that automatic recording is on, and that recording is on for this particular meeting. For Zoom meetings, confirm that the host has enabled local recording permissions for both internal and external participants, as this setting is crucial for Vinyl to capture the session.

Fix: Go to Settings › You › Meetings and check Automatic recording is on. Then check the meeting's Record toggle on Upcoming is on.

Vinyl doesn't join events where you're the only person invited, events you've declined, events marked as free, or out-of-office, focus time and working location blocks.

Fix: If you want Vinyl at one of these, mark yourself as busy or attending, or start the recording yourself from the meeting in Upcoming.

If a meeting changes after you chose whether to record it, Vinyl may not be sure which earlier meeting the new invite replaces. It then pauses automatic recording for that meeting, so it never records a call you opted out of. The meeting says "Automatic recording is paused until you choose."

Fix: Open the meeting and choose Record or Don't record.

Recordings typically appear in Vinyl within 10 to 15 minutes of the meeting ending. If the meeting only just finished, give it a little time and refresh.

If nothing appears after 30 minutes, go to Recordings, open the Processing tab and look for any error messages on the recording.

If you've checked all of the above and Vinyl still isn't joining, please contact our support team. It helps to share the meeting date, time, and platform (Zoom, Teams, Meet) so we can investigate.