The meeting recording-consent notice: how it's posted and how admins control it

Available on: Mac, Windows

When Notetaker starts recording, Wispr Flow can post a recording-consent notice in the meeting chat so participants know they're being recorded. You or your organization control the text and whether it's posted. Always get consent when transcribing others.

Configure the notice

Consent controls appear only when enabled for your account. Automatic posting can be unavailable while the manual prompt remains available; if neither is enabled, the Consent section is hidden and recording proceeds without a notice or prompt.

Who controls the switch and message

Organization setting	Notice default	Control
On or never set	Locked on	The organization's switch and text override member choices.
Explicitly off	Off until the member changes the switch	The member controls the switch and message.
No organization	On	You control the switch and message.

A locked switch says “This setting is managed by your organization,” and the read-only message shows your organization's notice with “Set by your organization. You can't edit this message.” Reset to default is unavailable while the organization manages it.

Change your notice

Open Settings → Notetaker → Consent.
Set Post a consent notice in the meeting chat, unless your organization locks it on.
Edit the message below the enabled switch, up to 450 characters, if your organization allows changes.
Click outside the message box to save.

Leading and trailing spaces are removed, and longer notices — including older and organization-set text — are shortened to 450 characters without an error. Blank text or text matching the default uses the default; Reset to default appears only after a custom message is saved. The English default begins “Hi everyone — quick note that I'm using Wispr Notetaker…”; changing Flow's language changes the default offered in chat and in the manual dialog.

When the switch is off — by your choice or inherited from your organization's explicit off — recording continues without a notice or manual prompt. Turning it off during the initial 25-second wait cancels the pending prompt.

Note: The switch and your custom message apply to the device you set them on and survive a restart of Wispr Flow, but reset when you sign out.

Set the notice for one meeting

In the Notetaker hub, hover an upcoming meeting and click the … button to the left of Join. Under Calendar notice, choose Off, Notice, or With link for that meeting only; Change default settings opens the matching Notetaker setting. Your choice applies immediately.

The choice isn't shown when it can't be changed — for Outlook calendars, when you aren't the organizer, or once the meeting has started — and the … button disappears after a meeting ends. If turning the notice on requires calendar access Flow doesn't have, you're prompted to reconnect your calendar.

How automatic posting works

Automatic posting supports Google Meet, Zoom, Slack huddles and Microsoft Teams, in desktop apps and browsers. Other apps, including Discord, and in-person meetings require manual consent. The notice goes into the meeting's own chat — never the browser toolbar, developer tools, or an extension's side panel or prompt box.

Posting is not guaranteed. On Mac, it brings the meeting app forward and may open chat or menus, or use a shortcut. In Google Meet, if the window is too narrow to show the chat button, Flow enlarges the window once and keeps the new size; fullscreen windows and Flow's split-screen meeting layout are untouched. In Zoom, the notice posts while someone is screen sharing and follows chat into its separate Meeting chat window. Slack and Teams notices never move or resize your windows.

Note: On Mac, browser meetings require Google Chrome with the meeting as the window's active tab; background meetings use the manual prompt. Flow uses the same Accessibility permission as dictation, and no additional “Automation” permission prompt appears during your meeting.

Mac clipboard protection

Flow uses your clipboard only if it cannot insert the notice directly. It keeps the notice from being archived by clipboard and password managers, then restores your clipboard; an empty clipboard remains empty.

File contents, PDFs, rich text with attachments, sound, or other unreadable clipboard content prevent this fallback; images are restored if readable, but an unreadable image also prevents it. Flow preserves that content and asks you to send the notice yourself instead.

Waiting rooms and repeated recordings

In a Google Meet waiting room or Microsoft Teams pre-join or green room, the notice is held until you're admitted. If the wait expires, Flow asks you to send it yourself rather than posting later.

A confirmed notice is not repeated for 2 minutes, and another send is suppressed for up to 4 minutes while a post remains in progress. These limits apply per meeting link in browsers, but across the whole Zoom, Teams or Slack desktop app — not by comparing notice text.

Stopping recording calls off an unfinished send without showing a prompt; if cancellation cannot complete, the notice may have landed. A second recording while that send remains unconfirmed does not resend — it shows Obtain consent instead.

Switching meetings

If you use Switch meeting while recording, the notice goes to the meeting you joined — never to the one you just left. For a minute after you leave, Flow ignores the call you departed, so Zoom, Google Meet and Teams calendar or short links resolve to the new meeting. Rejoining the same call, starting an ad-hoc note in the call you're already in, or sitting in a call without recording all post the notice as usual.

Send the notice yourself

If Flow cannot identify the meeting app within 25 seconds of recording starting, it opens Obtain consent in the Notetaker recorder window, even if that window was closed. A send started within that window cancels this deadline, and after a manual handoff Flow suppresses a late automatic send. If a send starts but returns no outcome, the prompt appears after 4 minutes. Other conditions that lead to manual consent:

Unavailable chat: The host restricts chat, Flow cannot open or focus it, text cannot be entered, or sending cannot be confirmed. Flow never overwrites a message you're already typing.
Unclear meeting: The app is not running, no matching meeting tab or window is open, a Teams tab isn't a meeting, or multiple Zoom windows and chat boxes or Slack windows make the destination unclear.
Other failures: The call ends before posting, meeting controls cannot be read fully, posting takes too long, an unusual interface language blocks it, or an unknown problem occurs.
You change meetings: You leave a Zoom or Teams desktop client or a Slack huddle, or you start an ad-hoc new note.

The dialog can't be closed with Esc or by clicking outside it. To post the notice:

Click Copy consent message.
Paste it into the meeting chat.
Send the message.
Click Done to dismiss the dialog.

You can ask participants for permission to transcribe instead — use this option if copying fails with “Couldn't copy the message”.

Warning: Quit and discard meeting opens “Discard this meeting?” Confirming permanently deletes this meeting's recording, notes and transcript. Nothing is saved to Wispr, and this cannot be undone.

If Accessibility access is off on Mac

The dialog says accessibility settings are missing and adds Open System Settings. Send the notice yourself or ask participants for permission, then restore automatic posting:

Click Open System Settings to go to Privacy & Security → Accessibility.
Grant Wispr Flow access.
Restart Notetaker.