The meeting recording-consent notice: how it's posted and how admins control it
Last updated: October 9, 2026
Available on: Mac, Windows
When Notetaker records a meeting, you can let participants know they're being recorded. You or your organization control the notice text and whether it's used. Always get consent when transcribing others.
Configure the notice
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. |
Reset to default is unavailable while the organization manages the notice.
Change your notice
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 — “Mention you're taking notes with Wispr Flow in this event's description. Optionally include the notes link.” — choose Off, Notice only, or Include 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
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. 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, unreadable images or other unreadable clipboard content prevent this fallback; readable images are restored. 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.
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 shows Obtain consent instead of resending.
Switching meetings
If you use Switch meeting while recording, the notice goes to the meeting you joined — never to the one you just left, which Flow ignores for a minute after you leave. 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
A send started within the initial wait 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.