Vinyl

Why does my meeting show an error?

My recording failed or didn't process

How Vinyl's auto-sync decides where to file meetings, why it can file internal meetings to your own entities, and the Manual Sync workaround.

Can I keep auto-sync on but stop it filing my own firm's meetings?

An upcoming meeting shows the wrong attendee (a client instead of you)

What to do if Studio returns details that don't match your meeting, and how your meeting data stays private to your account.

Studio returned inaccurate or made-up information

What does "Your billing account has exceeded its monthly spending cap" mean in Vinyl?

Explains why Vinyl can still join and record a meeting even when your personal auto-record setting is off or you've declined the invite, because recording can be triggered by a…

Why is my Vinyl notetaker joining meetings I marked as "not attending"?

What to do if your Vinyl temporary password, invite link, or password reset code has expired or stopped working.

Your temporary password or invite link has expired

Why a recording can be missing when the Vinyl notetaker was left in the meeting waiting room, and how to capture meetings reliably.

Vinyl was in the meeting's waiting room but didn't record

What to do when connecting your Microsoft/Outlook calendar shows an admin approval or authorisation-required message.

Fixing "Need admin approval" when connecting your Microsoft 365 calendar to Vinyl

A overview of the profile fields you can edit in Vinyl, name and account role and what is not currently supported.

What can I update in my Vinyl profile?

What to do when a recording made on the Vinyl mobile app is stuck on "processing" or "transcribing" and won't appear in your Recordings tab.

Mobile recording is stuck processing or not appearing in Vinyl

If Vinyl has attributed a speaker incorrectly in a transcript, you can update the speaker name and re-sync to FYI if needed.

How to Correct Speaker Names in Your Transcript

When a Vinyl client meeting ends and services were discussed, use Zapier to automatically create a Deal in Ignition — putting the potential engagement into your pipeline so nothing slips…

Vinyl + Zapier: Trigger an Ignition deal from a Vinyl client meeting

Step-by-step guide to removing a user or web profile from your Vinyl workspace, including common errors and how to fix them.

How to delete a user or web profile in Vinyl

Explains what dismissing a recording from the Vinyl mobile app Recovery section does, and what to do if you dismissed one by accident.

What happens if you dismiss a recording from Recovery?

How to set up a Vinyl email and password so you can log into the mobile app when your account was created via Xero SSO.

Logging into the Vinyl mobile app when you signed up with Xero

How to extract only the relevant information from a meeting, then delete the transcript and recording to protect sensitive or confidential content.

What to do if a meeting recorded sensitive or private content

How to mark a meeting as private and share it with only specific people — giving you granular control over meeting visibility beyond your default team settings.

Controlling who can see a specific meeting

Where to find your previous Studio conversations, who can see them, and how to save or export anything you've created.

How Studio chats and documents are saved

Studio can generate visual diagrams directly from your meeting content, entity structures, flowcharts, mind maps, SOPs, and more.

Creating visual diagrams in Studio

What to do if you accidentally created your own Vinyl account instead of joining your team's existing workspace.

I signed up but I'm not in my team's Vinyl workspace

Why a newly added team member may not see historical recordings, and how to share past meetings with them manually.

A new team member can't see past meetings

Vinyl doesn't have a native Zapier integration yet — but you can automate your workflows using Vinyl's summary emails as the trigger. Here's how to set it up in under…

Vinyl + Zapier: Getting started with email triggers

Add an AI step to your Zap that reads the Vinyl meeting summary and automatically decides whether it was a client meeting, an internal meeting, or a private meeting —…

Vinyl + Zapier: Use AI to classify your meetings (client / internal / private)

Vinyl's bot only joins meetings where it's been invited via your calendar. If the meeting is in a client's calendar or hosted by someone outside your team, the bot won't…

Why didn't Vinyl join my meeting? (Meeting hosted by a client)

Use Zapier to automatically post Vinyl meeting summaries to the right Microsoft Teams channel — client channels for external meetings, team channels for internal ones — so your firm stays…

Vinyl + Zapier: Post meeting summaries to Microsoft Teams

Use Zapier to automatically create follow-up tasks from the Action Items section of your Vinyl meeting summaries — in Asana, ClickUp, or any task management tool with a Zapier connector.

Vinyl + Zapier: Turn meeting action items into tasks automatically

An overview of every Vinyl + Zapier automation in this series — what each one does, what it requires, and how they fit together into a complete post-meeting workflow for…

The Vinyl automation hub: practical Zapier workflows for accounting firms

Use Zapier to automatically post Vinyl meeting summaries to the right Slack channel — client meetings to your updates channel, internal meetings to your team channel — so your firm…

Vinyl + Zapier: Post meeting summaries to Slack

Learn what export formats are available for your Vinyl meeting summary, how to download an editable Word document using File Note, and how to copy or download your notes as…

Downloading and editing your Vinyl meeting summary

An introduction to Vinyl's voiceprint feature, what it does, how it works, and why we recommend everyone at your firm sets it up.

What is voiceprint and why should you set it up?

What does "recording permission denied" mean in Vinyl?

Covers how to download individual transcripts, how to request a bulk data export, and how to use Studio to analyse multiple meetings for a client without needing to export files.

Can I export or download multiple meeting transcripts at once?

Why Vinyl may only join the first of your recurring Zoom meetings when you reuse the same personal Zoom link, and how to make sure every meeting is captured.

Vinyl isn't joining my recurring Zoom meetings (same personal Zoom link)

What to do when a meeting shows a recording duration but no transcript or notes, usually because no audio was captured.

My meeting recorded but there's no transcript (no audio detected)

What to do when the video recording disappears or goes blank after clicking the expand or maximise button in the Transcript tab.

Video disappears when I click expand in the Transcript tab

Why a transcript or notes may not appear after a meeting, including when the recorder joined but nothing shows, and exactly when to contact support.

My transcript or notes aren't showing up yet

Password reset email not arriving

External meeting invites aren't showing in Vinyl

Vinyl is recording meetings I turned off

How to add Vinyl to a meeting you didn't organise

Why Vinyl might miss some meetings but not others, and how to identify and fix the issue.

Some of my meetings aren't being detected by Vinyl

What to check when a Vinyl mobile app recording isn't appearing: connection, Previous Recordings, Recovery, and storage, plus when to contact us.

My mobile recording isn't showing up in Vinyl

What to do if a meeting is showing as still recording or in progress after the call has already ended.

Vinyl is still recording after my meeting ended

Why the record button may no longer appear for an upcoming meeting, and when it reappears.

The record button has disappeared for an upcoming meeting

What to check if your Vinyl meeting summary emails aren't arriving, arriving late, or only arriving for some attendees.

Troubleshoot missing or delayed meeting summary emails

How to download a formatted PDF of your meeting summary directly from the Meeting Summary page.

Download your meeting summary as a PDF

An overview of the one-click action toolbar on the Meeting Summary page, what each button does and when to use it.

One-click actions on the Meeting Summary page

Explains that pausing mid-meeting isn't available for online meetings, and what to do instead.

Can I pause recording during an online meeting?

Explains why Vinyl's Auto Sync can distribute a meeting summary to many FYI clients, and how to control where meetings are saved.

Why did my meeting get saved to multiple FYI clients?

If Vinyl stops recording in-person meetings on Android despite microphone access being enabled, enabling notification permissions and restarting the app usually resolves it.

Vinyl won't record on Android — check your notification permission

Fix Your Vinyl Login Issues

Clear your Cache in Google Chrome

Clear your Cache in Microsoft Edge

Clear your Cache in Safari (Mac)

Clear your Cache in Mozilla Firefox

Fix Multiple Vinyl Bots in Meetings

Transfer your Authenticator App codes to a new phone

Prevent Your Vinyl Bot from Leaving a Meeting

How does Vinyl handle meeting participation and recording on mobile devices?

Troubleshooting steps for when a meeting appears in the Vinyl Schedule tab but the Vinyl notetaker did not join the call

My meeting is in my schedule but Vinyl didn't join

How can I transfer authenticator app data to a new phone?

Troubleshooting

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Create your workspace and invite the people you work with.

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Build your first workflow and watch it run end to end.

Ship something

Connect the tools your team already uses to bring data in.

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A quick lap of the product so you know where everything lives.

{appName} in 60 seconds

This prototype demo is aware that you are reading “{title}”. It can point you back to the current article, but a production article-aware Fin contract is still follow-up work.

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Because you already asked about invitations, this prototype demo can add the follow-up: use the role selector before sending each invite to limit access to the teammate responsibilities.

Prototype role-limiting follow-up

This prototype demo suggests starting with your workspace profile, inviting the team members who need access, and then connecting the integrations you use.

Prototype getting-started answer

In this prototype demo, integrations are configured from workspace settings. Choose the integration, connect the account, and review the enabled permissions.

Prototype integrations answer

In this prototype demo, invite teammates from workspace settings, then choose the access each teammate needs before sending the invitation.

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This prototype demo does not have a scripted answer for that question yet. Try asking how to invite your team or open a source article. No production Fin API was called.

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