If you’ve seen both a Record toggle and a Send bot button in Vinyl, it’s not always obvious which one you should use. Here’s how they work together.
The Record toggle
The Record toggle appears next to each upcoming meeting from your connected calendar that has a video-call link (Zoom, Google Meet or Microsoft Teams). When it’s on, Vinyl will automatically join that meeting at the scheduled time and record it. When it’s off, Vinyl won’t join on your behalf.
If a teammate in the same meeting has switched Record on, Vinyl will still join. Switching it off only records your own preference.
If Automatic recording is turned on in Settings › You › Meetings, this toggle is on by default for every meeting in your calendar with a video-call link. You only need to change it for meetings you don’t want recorded.
The Send bot button
Send bot is a manual, one-off action. It tells Vinyl to join a meeting right now. It’s useful when:
A meeting has already started and Vinyl hasn’t joined yet (for example, the Record toggle was off, or the meeting was added to your calendar at the last minute).
Vinyl was removed from a meeting before it recorded anything, and you want it to rejoin. If it had already recorded part of the call, that recording will process as normal and Send bot won’t show.
Send bot isn’t something you need to click for every meeting. It’s there as a backup for when the automatic process didn’t happen.
When is Send bot available?
You’ll see Send bot on a meeting when:
You own the meeting.
The meeting is today, and it’s no more than 15 minutes past its scheduled end time.
The meeting hasn’t already been recorded.
Your plan has hours left.
Otherwise the button is hidden or greyed out, and hovering over it tells you why. If the meeting doesn’t start for more than 15 minutes, Vinyl checks with you first by asking Send a bot now? Once you’ve sent the bot, the button shows Bot just sent and takes a minute before it can be used again.
Which one do I use?
Record toggle is on: you don’t need to do anything else. Vinyl will join on its own, so there’s no need to click Send bot as well.
Record toggle is off and you change your mind during the meeting: click Send bot to bring Vinyl in straight away.
Meeting isn’t in your calendar: use the New Meeting card on your Home page and click Start Capturing (see Record a meeting that’s not in your calendar).
Whichever way Vinyl joins, you may need to admit it from the waiting room or lobby if your meeting platform uses one. If nobody lets Vinyl in within 10 minutes, it leaves.
If Vinyl didn’t join a meeting even though the Record toggle was on, see My meeting is in my schedule but Vinyl didn’t join, or reach out to us through the chat.