Guided product tours in Wispr Flow (Team Features Intro)

Last updated: September 6, 2026

Available on: Mac

After onboarding, Flow runs guided tours and coachmarks that point out key features. Notetaker users also get a one-time tip showing where to take personal notes, plus a full Notetaker tour after Notetaker-only onboarding.

What it is

Guided tours are in-app walkthroughs triggered by key moments such as completing onboarding. Each step spotlights an element and pairs it with a coachmark card. There are three:

  • Notetaker guided tour: a video-driven walkthrough of the Notetaker page that auto-starts after Notetaker-only onboarding, or launches manually.

  • Notetaker first-run tip: a one-time coachmark during your first meeting recording pointing to the Thoughts tab for personal notes.

  • Explore Notetaker coachmark: a one-time spotlight on the Notetaker sidebar item, shown after onboarding to users who selected both dictation and Notetaker.

How it works in Flow

Overview

Move through tour steps with Next and Done, or Back to return to the previous step. The Notetaker tour plays through a demo meeting as a video.

Key behaviors

  • Coachmark card: Sits to the right of the highlighted sidebar item. Back appears from Step 2 onwards; the final step shows Done, which closes the tour.

  • Dismiss any time: Click the X on the coachmark card, or click the dimmed background outside the spotlight. Non-Notetaker tours close immediately.

  • Notetaker tour quit confirmation: X or Escape shows a confirmation prompt — choose Continue tutorial to resume the video where it paused, or confirm closing. It appears even offline or before features finish loading.

  • Notetaker tour pause and resume: Hover over the narration card to reveal a play/pause button ("Pause tour" / "Resume tour"); click it — or anywhere on the card — to pause both the video and the tour's progression, and again to resume. Pausing holds on the final beat and at any playback speed. The tour always begins playing when started or restarted.

  • Notetaker tour playback speed: Hover over the narration card to reveal a speed pill offering 1×, 1.25×, and 1.5×. The selected speed applies immediately, keeps tour timing in sync, and does not pause the video. Escape closes the open speed menu; a second Escape exits the tour with the quit confirmation.

  • Full-screen handling: If the Wispr Flow window is in macOS full-screen when the Notetaker tour starts, Flow exits full-screen first so the overlay displays correctly.

  • Post-onboarding "Explore Wispr Flow" button: The "You're ready to Flow everywhere." notification, shown to all users after onboarding, includes an "Explore Wispr Flow" button that opens the Flow hub on Home.

  • Notetaker tour trigger: Auto-starts when you land on the Notetaker page after completing onboarding with only Notetaker selected, including on slow or offline connections. If onboarding asks you to pick a team first, the team picker comes first, then the Notetaker page, then the tour.

  • Notetaker tour launch points: Start it manually from the "Start tutorial" pill in the Notetaker hub header, Settings → Notetaker, the cold-start banner, the cold-start "Give it a try" button on the Notetaker page, the welcome modal on the Notetaker page, or during onboarding. Only the header pill or the "Give it a try" button appears at a time, never both, and these buttons disable while the tour is launching.

  • Notetaker tour header pill: Available to any calendar-connected user, even before you've recorded a meeting. While a tour is running, the pill is greyed out rather than hidden.

  • Notetaker tour tooltip: A one-time tooltip reading "Click here for a quick tour" points to the guided-tour entry point on the Notetaker page. It stays until you hover over or click it, and never auto-hides.

  • Notetaker welcome modal: Reaching the Notetaker page via the Explore Notetaker coachmark's "Check it out" button shows a one-time modal titled "Try Notetaker for meetings". It is keyboard and screen-reader accessible. See Examples for wording and dismissal options.

  • Notetaker introduction modal: Users who never explicitly chose Notetaker during onboarding see a one-time introduction modal the first time the hub window is focused. It waits until onboarding is complete, won't interrupt an active guided tour, won't show on the Notetaker page or while the hub is in the background, and reappears at the next suitable moment.

  • Explore Notetaker coachmark: Spotlights the Notetaker item in the expanded hub sidebar once, waiting while the "Next step" activation pulsar or a dialog is showing. See Examples for wording and dismissal options.

  • Notetaker tour demo content: The tour uses sample content — a demo pre-read card in the pre-read bar during the relevant step, a Flow Summary with "How Notetaker works" and "Next Steps" sections, and a canned "What did I miss?" recap. Real meetings always use live data.

  • Notetaker tour reminder pill Join button: The Join button on the demo meeting reminder pill is clickable the whole time the pill is on screen. Clicking it jumps the tour to the recording step and starts the demo meeting; if you don't click, the tour advances on its own. Repeat presses are ignored, so no duplicate demo meeting starts.

  • Notetaker tour "What did I miss?" step: Opening the Ask Anything chat drawer raises it to the default height only if it is currently shorter; a drawer you previously dragged taller is left as-is, and your saved height preference is unchanged.

  • Notetaker tour demo recording: When the demo recording stops, the recorder drawer closes automatically, leaving no "Generate Summary" button in the recorder or on the Notetaker hub row.

  • Screen-share education nudge: The one-time screen-share education notification does not appear during the Notetaker guided tour, and the tour's demo meeting does not consume it. It still appears on your first real meeting after the tour.

  • Hub stability: Starting or ending the Notetaker tour does not remove the Notetaker welcome banner from the hub.

  • Modals during an active tour: While the Notetaker tour overlay is running, any hub modal — including post-onboarding prompts, billing prompts, calendar setup, and team invite modals — is held and shown once the tour ends.

  • Try Notetaker offer modal: Org admins who purchase a dictation-only Growth plan from the desktop app see a one-time offer modal immediately after checkout, explaining that Notetaker is included free until the offer end date. Accepting closes the modal and keeps Notetaker enabled for the organization. Skip turns Notetaker off for everyone in the org, confirmed by a toast. Escape or clicking outside dismisses it without changing Notetaker settings.

Examples

Notetaker first-run tip — Thoughts tab

Shortly after transcript text first appears during your first meeting recording, a tooltip points at the Thoughts tab, titled "Take your own notes here," with the description "We'll create a separate summary for you later." It fades after a few seconds, or disappears immediately if you click anywhere, and shows only once.

Explore Notetaker coachmark

After onboarding completes, the hub sidebar spotlights the Notetaker item with the message: "Notetaker transcribes and takes notes for your meetings so you can stay present." Click Check it out to open the Notetaker tab (where the welcome modal may appear) and dismiss the coachmark. Click the X or press Escape to dismiss without navigating. It appears on any hub page and shows only once.

Notetaker welcome modal

After you click Check it out on the Explore Notetaker coachmark, the Notetaker page shows a one-time modal titled "Try Notetaker for meetings." Click Give it a try to launch the full Notetaker guided tour, or click Later (or press Escape) to dismiss it permanently.

FAQs

Why did a dimmed overlay appear over my screen?

That's the guided tour focus overlay. It does not block interaction with the app underneath, and on some steps you can advance the tour by clicking the highlighted element itself.

Can I replay the Notetaker first-run tip?

No. It appears once during your first meeting recording, even if you dismissed it before opening the Thoughts tab.

Can I replay the Notetaker guided tour?

Yes — start it from any manual launch point listed under Key behaviors. The auto-start after onboarding happens only once, and a restarted tour always begins from the start.

Can I replay the Explore Notetaker coachmark?

No, it shows only once per device. If you dismissed it before seeing the Notetaker sidebar item, start the full Notetaker guided tour from any manual launch point instead.

Who sees the Explore Notetaker coachmark?

Mac users who selected both dictation and Notetaker during onboarding and haven't yet recorded a real meeting. It appears after post-onboarding activation finishes, with the sidebar expanded and no other tour or dialog active.

Who sees the Notetaker introduction modal?

Anyone who never explicitly chose Notetaker during onboarding, including users who onboarded before Notetaker existed. Users who selected Notetaker at onboarding don't see it, since the tour is introduced in that flow.

Who sees the Notetaker guided tour auto-start?

Only users who complete onboarding with Notetaker as their only selection. Users who chose dictation only or both, and users on policy-locked accounts (such as certain business or HIPAA plans), do not get it. If you sign out and a second user onboards in the same session, that user sees the auto-start if they qualify.

Who sees the Notetaker first-run tip?

Any Notetaker user who hasn't yet opened the Thoughts tab, during their first meeting recording once transcript text begins appearing. If you opened the Thoughts tab before the tip would trigger, it won't show.

Who sees the Try Notetaker offer modal?

Only org admins who purchase a dictation-only Growth plan from the desktop app. It appears once immediately after checkout, and not for bundle purchases or purchases made through the admin portal. If you skip the offer, change Notetaker settings later in team settings.

What if I was part of a team before but am no longer?

Onboarding routes you to a page where you can request to join an existing team on your domain.

What does "Auto-add future @domain teammates" do?

When checked during team setup, anyone who later signs up for Wispr Flow with your email domain joins your team automatically. They're notified by email and added the next time they log in.

I got a notification saying a teammate joined Flow. What does that mean?

Someone with your email domain signed up for Flow.

  • Create a team button: Opens the Team settings page; it does not auto-create a team or unlock features.

  • Wording varies by plan: Free users who haven't used their team trial see an offer for a 2-week Pro trial; Pro and basic plan users see a variant without that offer.

  • Timing: The notification is deferred until shortly after your next dictation, and its frequency is limited if several teammates join at once.

  • Exclusions: Enterprise members and users subscribed via mobile (App Store) don't receive these notifications.

What is the FlowPro Teams trial celebration screen?

If you create a team during onboarding, this screen highlights team-specific perks — individual trials for each member, team insights, and shared context. It's separate from the personal FlowPro trial screen shown to solo users.

Limitations and notes

  • Guided tours are available on Mac.

  • The Notetaker guided tour auto-start runs once after Notetaker-only onboarding and is not available on policy-locked accounts (such as certain business or HIPAA plans).

  • The tour tooltip ("Click here for a quick tour") does not appear on HIPAA or enterprise-blocked accounts.

  • The Notetaker first-run tip appears once per account.

  • Guided-tour spotlight visuals animate regardless of the system Reduce Motion setting, and pausing the Notetaker tour holds under that setting too.

  • The Explore Notetaker coachmark appears once per device and requires the sidebar to be expanded.

  • The Notetaker welcome modal ("Try Notetaker for meetings") appears once and is permanently dismissed if you click Later or press Escape.

  • The Try Notetaker offer modal appears once, only for org admins purchasing a dictation-only Growth plan from the desktop app.

  • Notetaker tour playback speed is session-only — it resets to 1× on each restart.

  • Resetting the Notetaker onboarding clears your remembered live-meeting landing tab, so the next live meeting opens on the Transcript tab.

  • When an enterprise admin disables Notetaker for the organization, all Notetaker tours, coachmarks, onboarding choices, and the onboarding dictation-vs-Notetaker choice are hidden. Changes take effect at the next app launch.

  • Once a dictation re-entry tutorial ("Restart tutorial") starts, it continues to completion regardless of mid-walk changes to your Notetaker availability. Notetaker availability is evaluated only when deciding whether a new run can begin.

  • Existing enterprise admins and members do not see the personal FlowPro trial or trial extension screens during onboarding, since they are already on team billing.

  • When creating a team during onboarding, teammates are invited as members by default, not admins.