Customize notification preferences by category

If Flow's tips, milestones, or team updates are getting noisy, mute them by category. Each category has its own toggle — keep what matters, turn off what doesn't.

What it is

Settings → System → Notifications gives you a toggle for each of Flow's five categories — Suggestions, Announcements, Milestones, Team updates, and Team leaderboard updates — plus a non-configurable Critical bucket. Turning off a category mutes every notification in it. All categories are on by default, changes take effect immediately, and Team updates and Team leaderboard updates are visible only to enterprise users.

Enterprise admins also get a daily Teammates Added digest email with its own toggle in the admin portal under Settings → Notifications, separate from the in-app category controls.

When to use it

Use notification categories to:

• Mute tips and suggestions once you're comfortable with Flow.

• Turn off milestone celebrations or referral pings while keeping feature announcements on.

• Manage team notifications separately from personal usage alerts.

• Turn off the daily Teammates Added digest email as an enterprise admin, without affecting billing emails.

How it works in Flow

Notification categories

• Suggestions: Tips about getting set up or improving how you use Flow.

• Announcements: New features or capabilities.

• Milestones: Word-count milestones, streaks, referral activity, onboarding nudges, dictionary milestones, trial-extension reminders, and other progress events.

• Team updates: Team invitations, join requests, teammate signup prompts (when other users from your email domain sign up for Flow), and other team activity. Enterprise users only.

• Team leaderboard updates: Weekly team leaderboard rank notifications. Enterprise users only.

• Critical (not configurable): Permission alerts, microphone hardware errors, helper app failures, billing trial-end alerts, incident alerts, dictation text-recovery notifications, and the Notetaker setup warning. These always appear and cannot be muted.

Teammates Added digest email (enterprise admins)

The daily email covers everyone who joined the team in the previous 24 hours, however they were added (invite link, domain auto-join, or directory sync), and lists:

• The team name and domain.

• The number of members added.

• The name and email address of each new member.

• Whether domain auto-add is enabled for the team.

Each admin can enable or disable the digest in the admin portal under Settings → Notifications; billing emails are unaffected. No digest is sent on days when no teammates were added.

Key behaviors

• Action button confirmation: Clicking an action button shows a brief checkmark, disables the button to prevent double-clicks, and closes the notification shortly after.

• Shortcut names in notifications: Notifications referencing the Paste Last Text shortcut display your configured shortcut (default: Ctrl+Cmd+V on Mac, Alt+Shift+Z on Windows).

• Teammate signup prompt: When another user from your email domain signs up, a desktop notification under Team updates invites you to create a team together. Eligible Basic plan users who haven't used a team trial before may unlock a 2-week Pro trial this way. Enterprise and iOS App Store subscribers don't receive it.

• Long-session text recovery: A warning fires shortly before a long dictation session ends, and a Recover text notification appears when it ends. Clicking Recover text re-pastes the last transcript into the active text field.

• Trial-extension reminders: Rolling out to a subset of trial users (non-enterprise, within 7 days of onboarding).

• Personalized styles prompt: If you haven't completed personalized styles onboarding, Flow shows a one-time "Customize how Flow writes" notification around your 10th dictation, with no follow-up reminder.

• Post-onboarding reminder: If you try to dictate while the Wispr Flow app itself is in focus shortly after onboarding, a reminder suggests dictating into another app instead.

• Auto-mute music tip: If you dictate while media is playing and auto-mute music is off, a tip with an "Open Settings" button appears about two seconds after you stop dictating. It shows at most 3 times total, no more than once every 30 days, and never once auto-mute music is enabled.

• Team invite welcome: When you accept a team invitation, a welcome notification in the desktop status window shows what you now have access to, who invited you (or "Your teammate" if the invite was automatic), and your team name. It's held until after your next dictation completes.

• Team welcome variants: Users with an existing personal subscription that rolls into team billing see team insights, team dictionary, and team snippets, with a "See what's changed" CTA that opens the Hub. Free users who haven't used a team trial see a 2-week trial plus team insights, team dictionary, and unlimited words, with the same CTA. A third variant invites you to join your team and unlock collaboration features, with an "Accept Invite" CTA that opens the team billing modal. Enterprise and App Store subscribers receive no welcome variant.

• Notetaker intro nudge: The first time a meeting is detected and you haven't yet recorded one, a one-time nudge ("Wispr Flow can take notes in this meeting for you") appears with a preview image and a "Beta" badge, noting that nothing extra joins the call and that Notetaker captures what everyone says and summarizes after. Every later detection shows the standard "Meeting detected" card.

• Meeting detected card and dismiss-streak prompt: Closing three "Meeting detected" cards in a row via the X — without joining, recording, or snoozing — triggers a one-time, silent "Disable meeting notifications?" prompt offering Manage notifications (opens Settings → Notetaker) and Keep as is. It never changes settings automatically and appears at most once per install. Cards that time out on their own (~20 seconds) and dismissed scheduled calendar reminders don't count toward the streak, which resets if you sign out.

• Short-meeting "Keep or discard" toast: If Notetaker captured only a few words — for example, if recording started by mistake — a toast says "Only a few words were captured. Keep this meeting or discard it." with Keep and Discard buttons.

• Summary ready notification: When your meeting summary is ready, a notification shows the meeting name.

• Notetaker setup warning: If the Notetaker setup screen is open and setup isn't finished after about 20 seconds, a warning appears: "Notetaker isn't recording yet — Finish setup to start recording your meeting." Finish Setup refocuses the setup window; Close Notetaker safely closes the recorder. It auto-dismisses after about 10 seconds, is suppressed while a microphone or system audio permission request is in progress, disappears once setup completes or the window closes, and is not affected by category mute settings.

• Calendar meeting reminders: Reminders appear in the Flow Bar from one minute before your meeting through five minutes after it starts. A new reminder expands for two seconds then condenses; hovering or focusing it pauses auto-dismiss. Up to four stack at once with an overflow badge for the rest, and snoozing ("Remind me in two minutes") gives a fresh countdown. If you're already in a video call, the reminder and the Flow Bar meeting button default to "Just record" instead of reopening the meeting link. Switching meetings shows a single confirmation prompt, and the reminder stays visible until the switch completes.

• Canadian English discovery prompt: If your device region is Canada and you're dictating in English, Flow may show a one-time "Try Canadian English" toast. Switch adds Canadian English to your language settings. It is skipped if you already have Canadian English selected, and isn't governed by any category toggle.

• Google Play review prompt (Android): Some Android users receive a push notification asking them to rate Wispr Flow on Google Play; tapping it opens the app and shows the in-app rating prompt. It uses a dedicated App Feedback channel, so you can silence just this channel in Android Settings → Notifications → Wispr Flow.

Best practices

• Start with all categories on for the first few weeks, then mute Suggestions once you're comfortable.

• Keep Announcements on to hear about new Flow features.

• Repeat your preferred toggles on each machine you use — they don't sync.

• Enterprise admins: keep the Teammates Added digest on to track seat and billing changes as your team grows.

Examples

FAQs

Limitations and notes

• Per-category toggles are available on Mac and Windows only. Turning the iOS Push Notifications toggle off stops Flow from sending push notifications and redirects you to iOS Settings to revoke the OS-level permission, since iOS does not let apps revoke their own notification permission. The "Allow Live Activities" toggle always redirects to iOS Settings and reflects the OS-level Live Activities permission.

• Notification preferences are saved locally and must be configured separately on each device.

• Team updates and Team leaderboard updates are visible only to enterprise users.

• The Teammates Added digest email is available to enterprise admins only, with a per-admin toggle in the admin portal under Settings → Notifications.

• During onboarding, most notifications are suppressed regardless of your category settings. Only permission alerts (microphone and accessibility), microphone hardware issues, helper app errors, and onboarding prompts appear.

• Critical notifications (see the Important callout above) always appear and cannot be muted.

• The "Try Canadian English" toast appears only on Mac and Windows, at most once, for users whose device region is Canada and who are dictating in English.

• Calendar meeting reminders appear in the Flow Bar rather than a separate reminder window.

• Notetaker is in beta on Mac; not all users will see it yet.

• The Google Play review prompt is shown to eligible Android users at most once per app version, is cleared on sign-out, and stops after you rate or dismiss it. Not all users will receive it.

Still need help?

Reach out to our support team if:

• A category toggle isn't muting the notifications it should, or you're seeing notifications you've turned off that aren't on the "always appear" list above.

• A notification's action button (such as "Recover text") doesn't work after updating.

• You're an enterprise admin still receiving the Teammates Added digest after turning it off.

Include your platform, app version, and the category or notification involved. Visit wisprflow.ai/support to get in touch. Most notification issues are resolved in one reply.