If your meeting is showing up in your Vinyl Schedule tab but the Vinyl notetaker didn't appear in your call, here are the most common reasons and how to fix them.
1. The meeting link isn't in the calendar event
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 your schedule 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.
2. You weren't admitted from the waiting room
If your meeting uses a waiting room, the Vinyl notetaker ("Vinyl Notetaker") joins as a separate participant. You need to admit it before it can start recording. Additionally, ensure that the Zoom host has enabled local recording permissions for external participants, as this is required for Vinyl to record the meeting.
Fix: Check your meeting's waiting room or participants list for "Vinyl Notetaker" and admit it.
3. The notetaker was removed or blocked
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: Use the "New Meeting" button in your Vinyl dashboard to manually send Vinyl to an ongoing meeting. You can also add Vinyl mid-meeting by pasting the meeting link on your Vinyl dashboard.
4. Recording is paused or turned off for this meeting
Check your Record Settings in Vinyl to make sure auto-record is enabled. Recording can be paused globally or for individual meeting types. 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 → Record Settings and confirm recording is turned on.
5. Vinyl joined but the recording isn't showing yet
Recordings typically appear in Vinyl within 10–15 minutes of the meeting ending. If the meeting only just finished, give it a little time and refresh.
If nothing appears after 30 minutes, check the Past Meetings section and look for any error messages on the recording.
Still not resolved?
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. If you wish to stop receiving post-meeting summary emails, you can disable this feature in your notification preferences. Each user can individually turn off post-meeting email notifications to stop receiving summaries.