What is the Email Integration?
Studio can now draft and send a client email, or save it as a Gmail/Outlook draft, without you ever having to copy-paste anything out of Vinyl. The email appears as an editable card inside the Studio chat, where you can edit the To, Cc, Bcc, and body inline before sending.
This feature is rolling out gradually this week, so not all users will see it immediately. If a client asks why they can't see it yet, that's expected, it will reach everyone this week.
How to trigger it
There are two ways to generate a client email, and both work from a meeting recording or the Studio tab:
Use the Client email prompt (the quick-action button for generating a follow-up email).
Ask in your own words, for example, "draft an email to the client summarising next steps."
Requirements
To use email sending, users need two things in place:
Gmail or Outlook connected — go to Integrations and connect your email account. If email isn't connected, Vinyl will prompt you to connect rather than failing silently.
AI "Email" permission enabled — this is on by default, but a team admin can turn it off. If the send option isn't showing up, this is the first thing to check.
Setting up your email signature
Vinyl can automatically add your signature to any email it drafts or sends. Without a saved signature, emails will go out without one, Gmail and Outlook only auto-append signatures when you send from their own web app, not when sending via Vinyl.
You can save your signature in either of these places (they share the same signature):
Settings
Manage signature on the Gmail or Outlook card on the Integrations page
Rich text, links, and linked images are all supported. Use the Send test email button to preview exactly how your signature will look before using it in a real email.
Tip: To copy your signature from Gmail, go to Settings → See all settings → General → Signature. Formatting, links, and images are preserved when you paste.
Email Permissions
When you connect Gmail or Outlook, you may notice the consent screen lists permissions that appear broader than expected, such as the ability to manage or delete emails. This is a standard Gmail and Outlook permission bundle: the moment any app requests the ability to send email on your behalf, these scopes are packaged together by your email provider. Vinyl cannot request only a subset of them.
What matters is how Vinyl actually uses these permissions:
Vinyl only drafts and sends email, nothing else.
The AI never sends or saves anything on its own. It can only present a draft for your review.
Sending is always your action. Nothing reaches your inbox or outbox until you explicitly click Send. Once a draft is in front of you, the AI cannot modify or act on it.
So while the permission grant from Google or Microsoft is broad, there is no path for Vinyl to touch your mailbox without your explicit approval.
What the Email Integration does not do
It does not read your inbox. Vinyl cannot access, display, or manage incoming emails, it's outbound only.
It does not auto-send. Studio always generates an editable draft card for you to review before anything is sent.
It does not schedule emails to send at a later time.
Gmail and Outlook only. Other email providers are not currently supported.
Why it matters for accountants
After every client meeting, accountants typically spend time writing up what was discussed, what the client needs to action, and what the firm will do next. Studio reads the meeting transcript and generates that follow-up email for you, you review it, make any edits, and send, all without leaving Vinyl.
Faster follow-ups — Send a professional next steps email to your client minutes after a meeting ends.
Nothing gets missed — Studio captures action items and commitments from the transcript so your follow-up is accurate and complete.
Consistent client communication — Every email includes your signature and follows a consistent structure, regardless of who on the team sends it.
Cross-sell opportunities — Use the cross-sell email prompt to pitch additional services based on what came up in the meeting.
Common issues
"It says my email connection expired / lost permission"
The user needs to reconnect their Gmail or Outlook account in Integrations. Reconnecting fixes it, this is not a bug.
"My emails are going out without my signature"
A signature hasn't been saved yet. Direct the user to save one in Settings, or via Manage signature on the Integrations page. Once saved, Vinyl will automatically append it to all outgoing emails.
"Provider declined / rate limit" or "temporarily unavailable"
This is on Gmail or Outlook's side, not Vinyl's. Retrying a few minutes later usually resolves it.
"The send option isn't showing"
Check that the AI "Email" permission is enabled, a team admin may have turned it off. Also confirm that Gmail or Outlook is connected in Integrations.