Troubleshooting Notetaker transcripts, summaries, and the hub

Last updated: November 4, 2026

Available on: Mac, Windows; Mac meeting recording requires macOS 13 or later.

If processing is stuck, a transcript has gaps or wrong names, or Notetaker won't open, follow the recovery steps for your symptom.

Summary or transcript hasn't arrived

Keep Flow signed in and online on the recording device; uploads continue while the computer is locked or idle.
Open the affected meeting's Summary tab in the Notetaker hub.
Follow the action for the message below. You're done when the summary appears without a processing, error, retry or update notice.

Message	Next action
Summaries appear when a meeting ends / No summary yet	Finish recording first, on every device that's still recording it.
Not auto-generated	Select Generate summary.
Waiting for a connection	Reconnect; the meeting finishes on its own, or select Retry processing.
Can't reach our servers to upload this meeting…	Turn off your VPN or switch networks, then select Retry.
Your connection is too slow to upload this meeting…	Select Retry on a faster network; your recording is saved.
Storage full	Free up space on your computer, then select Retry.
We hit a snag processing your meeting	Select Retry processing.
We couldn't process your meeting	No retry is available; contact support.
Update failed. Showing the previous summary.	Select Retry only if offered.
Transcript too short to meaningfully summarize / No meaningful audio recorded	No action; the meeting is finished. Added audio can still qualify for an update.
This meeting came without a summary.	No action; an imported meeting arrived with a transcript only and is already finished.

Recovery needs retained usable audio and post-meeting processing turned on; a short or silent meeting or re-run never replaces a real summary you already have. Generate, Update and Retry are unavailable while the meeting is recording or processing, except for Retry during Waiting for a connection and the upload notices above; Retry nudges the existing upload along and never creates a duplicate meeting. If Flow crashes or quits mid-recording, or a stop never completes, the next time you open Flow it finishes the recording and sends it through upload, transcription and summary on its own.

Processing looks stuck or the upload can't get through

Waiting for a connection means your device is offline or has just woken from sleep; the meeting completes on its own once you reconnect, without relaunching Flow and without uploading twice. Errors that happen while you're online are retried for you, and "Servers are busy" means Flow will try again on its own. If a manual retry is declined and a notification says Flow will retry, wait for that retry or the time shown.

A VPN, proxy, firewall or other network block shows the "Can't reach our servers to upload this meeting…" notice on the meeting card and Summary tab, plus a one-time "Can't upload your meeting. Your network may be blocking it." notification. On a slow connection Flow keeps retrying on its own and the notice stays, so select Retry once you're on a faster network.

With Notetaker Cloud Sync off, meetings stay on your device and are picked up for processing once you turn sync on.

You resumed a meeting that never got a summary

Stop the meeting and check Summary for the completed summary or the next action in the table. Flow uploads the full combined recording — the original plus every resumed segment — and produces a fresh summary. Each stop gets a fresh set of attempts, and the recording stays on your device for the local retention window, so if preparation keeps failing a partial summary can still arrive days later. If the rerun is interrupted by a crash or quit, Flow picks up the later stop the next time you open the app and offers Update. A resume that captured no new audio closes out with no duplicate summary and no update offer.

You resumed a meeting that already had a summary

If you haven't edited that summary and the resumed part added at least 20% more audio or 5 new minutes, Flow uploads the full recording on its own and replaces the short summary and transcript once the complete versions are ready. The earlier summary stays on screen until then.

If you edited the summary, Flow keeps your edited version and offers Update summary instead, so you decide — updating replaces your edits. Meetings summarized before this change also still need that manual click.

You added more recorded audio

Updates require a stopped, non-imported meeting, Cloud Sync on, and recorded audio still on your device that the existing summary doesn't cover. The offer — New recording since this summary. or New audio since this summary. — disappears when that audio is deleted and isn't shown while those additions are already processing. An update can also be offered without a summary if you resumed and stopped while earlier processing was unfinished.

Warning: Update Summary can replace an existing summary. Your notes are separate — generating or deleting a summary never changes them.

Select Update Summary when offered to process the full recording including the added segments.
Check for the replacement summary; after a failure, select Retry only if offered.

The existing summary stays displayed until its replacement finishes, including after an update failure; refusing an update preserves your existing content, and a summary you delete on purpose stays deleted for that session.

Warning: Local audio is kept for 30 days while a meeting still needs processing, and for two weeks once it is fully processed. When it's deleted, audio-based recovery, resuming and updates end; the meeting, transcript and summary remain. Live, paused and finishing recordings are protected. Deleting a meeting discards its audio. Deleting the transcript or exceeding recording-length limits also blocks resuming.

Missing audio or connection gaps

Your microphone and system audio keep recording through live-transcription outages — including when live transcription never connects — as long as audio can still be saved to your device. Live transcription reconnects on its own and catches up in order once you're back online, and a recording with meaningful audio is kept and processed normally.

Warning: Short gaps can be filled; longer gaps show offline notices, and speech can still be lost in gaps that aren't marked.

Notetaker isn't getting any audio

If your microphone or system audio stops delivering sound — at the start of a meeting or partway through — Flow restarts that source for you, up to three times. If sound still doesn't return, the Flow Bar shows Notetaker isn't getting any audio with a Restart Flow button and a Dismiss option; select Restart Flow to get capture working again.

Your disk is low on space or full

While you're recording, a one-time Storage almost full — About N min of recording left alert appears when your drive has roughly an hour of recording left or less; it is shown even if other tips are muted. Free up space on your computer to keep recording. If a stopped meeting doesn't have enough free space to be processed and uploaded, its row in the hub and its note card show Storage full with a Retry button: free up space, then select Retry.

If the disk fills while you're recording, stopping the meeting finishes promptly and reports a storage failure: "Storage Full" means your disk is full, and other save failures show "There was an error". Both notifications offer actions to restart Flow or contact support.

Warning: If saving audio fails during a meeting that was set up for live transcription at the start and not started offline, recording continues with the captured live transcript but no summary refinement. Partial audio saved on your device is discarded; speech captured only in that audio is lost and cannot be recovered by freeing space.

When locally saved audio is the meeting's only capture, including a meeting started offline, the failure stops recording immediately with "Recording stopped because Wispr couldn't save audio to this device." Starting live transcription later does not remove the offline-start exception.

If local audio saving fails at the start, recording continues without summary refinement and without a storage notification. These storage-failure outcomes apply to audio saved for post-meeting processing; with that processing off, this audio-saving failure and stop message do not apply.

Mac recorded no system audio

Below macOS 13, meeting recording is blocked and changing permissions cannot enable it. The one-time Notetaker blocked dialog says "Recording meetings requires macOS 13 or later"; select Got it to dismiss it. On macOS 13 or later:

Allow System Audio Recording Only on macOS 14.4 or later, or Screen Recording on macOS 13–14.3.
Restart Flow after a fresh Screen Recording grant; System Audio Recording Only needs no restart.
Record again, then open Transcript. If other participants' speech is still missing, report the meeting.

On macOS 14.4 or later, the first permission request can show a prompt in Flow; after a denial, the enable action opens System Settings. On managed Macs with restricted permissions on macOS 13–14.3, it opens Settings without prompting. Both paths open the Screen Recording privacy pane; macOS 13–14.3 has no separate System Audio Recording Only toggle. Restarting to apply the permission, including with Quit & Reopen, rejoins the in-progress meeting except during the guided tour or onboarding.

Windows recorded no other participants' audio

On Windows 10 version 2004 (build 19041) and later, Flow records every output device, so switching speakers or headphones mid-call keeps the other participants' audio. Earlier Windows versions record only your default output device: set the meeting app to play to that device before recording.

Transcript is full of errors

Check whether Notetaker flagged the language. The alert "This sounds like a language we don't support yet" appears only when sustained speech is in a language outside Notetaker's 21 supported languages, and warns that the transcript may contain errors; a brief aside in an unsupported language may not be enough to trigger it, and supported speech never does. Select Learn more to open Use Notetaker with multiple languages in your browser, or Got it to dismiss the alert and keep recording. A different unsupported language triggers its own alert, including later in the same meeting.

Transcript corrections become available once the meeting has stopped everywhere it's being recorded. For a mistranscribed name or word, or the wrong language, report the meeting under Still stuck?

Speaker names are wrong or missing

Reassigning a speaker: Reassigning becomes available after the meeting stops on every device recording it. Select the speaker name in the transcript header to open the picker and choose who it is; the play button in that header plays a short sample clip of the voice, which keeps playing while the picker is open. Headers labelled "You" or "Others" don't show the button.
Names during the meeting: The Transcript tab names participants while you record, usually within a few seconds of someone starting to talk, and a voice keeps its name for the rest of the meeting, including after a few minutes of silence. Two people whose voices sound alike occasionally share a label; refined post-meeting transcripts are unaffected by these live labels.
Unnamed speakers: Participants Flow can't confidently name stay as "Speaker N" so no one is misnamed, and two equally good matches — two people named John, for example — are left unresolved instead of guessed. When two voices appear to claim the same name, only one keeps it and the other stays "Speaker N", so two people are never merged. When one voice is left after everyone else is identified, Flow names it from the meeting roster, so in-person one-on-one recordings on a single microphone are usually fully named; a leftover short sound such as a notification chime can pick up a real name that way.
Fixing a misspelled name: Existing meeting transcripts keep the wording they were recorded with. For a misspelled or mistranscribed name, reassign the speaker after the meeting stops, or report the meeting under Still stuck?
Your own speech: Your lines stay a single speaker, even when the meeting app shows your video tile under a different display name; they show as "You" in Transcript, and your Wispr Flow profile name appears in exports and summaries. Only speakers linked to your own contact are marked "(You)" — reassigning a speaker to someone else never labels that person as you. If a meeting doesn't link your own contact anywhere, speech from your microphone is still treated as yours. Flow can't tell you apart when your profile name is only a first name, or when another participant's name is exactly the same as yours.
Names in summaries: Summaries spell people's names exactly as they appear in your People list or the speaker roster, with no "(name uncertain)" or alternate-spelling notes. Anyone else is named only when the transcript is clear, and otherwise described by their role or what they did. Garbled company, product or tool names can still be flagged as uncertain. While a meeting with several voices on one microphone is still recording, speakers in the summary aren't resolved until post-meeting processing finishes, and a known name can appear without attribution.

Note: If an older meeting still shows "(You)" on the wrong speaker, make any further change to that meeting to bring the labels up to date.

Zoom app on Mac

Names are detected in translated Zoom interfaces as well as in English. When two copies of Zoom are running at once, Flow falls back to matching the Zoom window, so keep a single Zoom instance open for the most reliable speaker names.

Microsoft Teams on Mac

Names are read from the Teams interface in English, so set Teams to English. The compact meeting window works, and so does a Teams meeting window parked in the Stage Manager side strip; stretches it can't attribute from the strip are reported as temporarily unavailable rather than as silence. A Teams window on another desktop or Space can't be read.

Teams calls joined in a browser are recognized on teams.microsoft.com, teams.live.com and Teams' newer address, teams.cloud.microsoft. US government Teams addresses aren't supported.

Speech isn't attributed when the speaker isn't shown on screen at that moment, is waiting in the lobby, or speaks off screen at the same time as someone on screen; a very short remark can also go unattributed. Your own speech is captured through your microphone either way.

Google Meet on Mac

In Chrome, Flow recognizes the call by its meeting link, so speaker names continue when you move the call tab to another Chrome window, when the tab is replaced as you join, and when the call is in picture-in-picture while another tab is in front. A call started before the tab finishes loading picks up speaker names shortly after.

Names are read from the Meet window that shows participant tiles; if it shows no tiles, Flow reads the picture-in-picture window instead. A Meet window on another macOS Space, a call tab hidden behind other tabs without picture-in-picture, and compact Meet or Zoom windows in the Stage Manager strip can't be read for names.

Google Meet on Windows

You can start recording before you join — from Meet's waiting screen, for example — and Flow still picks up speaker names once the call begins, for the rest of the meeting. Flow follows the same call between its Meet tab and the picture-in-picture window, so switching to another browser tab doesn't lose speaker names. Zoom and Slack calls on Windows likewise keep their speaker names if their window closes and reopens during the call.

Google Meet in Arc on Mac

This works for Google Meet on Mac only — not Arc on Windows, and not Teams, Zoom or Slack calls opened in Arc. Two participants with the same display name are treated as one person, and overlapping speech is attributed to one speaker at a time.

You can't open or start Notetaker

When a Cloud Sync privacy restriction applies, Notetaker stays visible but starting a recording is blocked before any audio is captured, and the Notetaker blocked message tells you which restriction applies. Notetaker is hidden entirely only when your plan doesn't include it, your organization has turned it off, or it isn't available on your platform. An account-specific access decision always overrides your organization's setting, so individual access in an organization that has Notetaker turned off gives you the full experience, including the Option+M shortcut and calendar syncing.

Just signed in, upgraded or switched accounts: Notetaker appears as soon as the device is signed in and online. Signing out or switching accounts clears the previous account's access and organization and HIPAA details. Other restrictions can still apply.
Plan or Windows restriction: A full-page message can explain a plan or Windows availability restriction. Explicit account access bypasses the plan and Windows restrictions.
Your organization blocked it: Select Request access if offered. Access requested persists for your account across sessions on that device, not on other computers. If you're still blocked, contact your organization admin or support.
Cloud Sync is required: When a recording is refused because Cloud Sync is required, the blocked message appears in the meeting window, or as a full-page notice if no meeting window is open. It appears once per meeting and can be dismissed; if it can't be shown, you see a short "couldn't start recording" notice instead.
Cloud Sync is off: If you turned it off yourself, you can turn it back on. An organization Cloud Sync policy can show a team-settings restriction, but that policy alone does not block recording.

Access changes take effect without restarting Flow: calendar syncing and the Option+M shortcut start working as soon as access is granted, and stop when it's revoked. An organization restriction that blocks recording, or an account that can't be verified, stops the recording straight away and tells you which one it was — resolve that condition rather than retrying. A temporary sign-in or connection problem is retried for you. Reaching your weekly recording limit shows its own message.

Important: Notetaker works alongside a signed personal or organization BAA, so you do not need to revoke your BAA to record meetings. If Notetaker still appears blocked, update Wispr Flow to the latest version; if it is still blocked after updating, contact support.

A HIPAA BAA is in place

For an organization with a BAA, an administrator turns Notetaker on in the Admin Portal. For accounts covered by a BAA, pre-meeting briefs, reporting a meeting to Wispr, automatic to-do automation, email invitations and automatic sharing for meeting notes, transcript access through the public API, and Notetaker data access through Wispr's MCP server do not run. Recording, transcription, summaries, notes and in-app sharing links work.

Still stuck?

Contact support for missing recordings, repeated processing or save failures, or access that stays blocked. Include your platform, device, meeting title and time, the error, and what you tried. Reporting requires that you're signed in and allowed to upload meeting data.

Note: A report excludes audio but includes your meeting content, such as the transcript, notes and summary, along with diagnostic details about the app. Wispr reviews meeting data to diagnose issues and may use anonymized data to improve products — not for model training unless you chose to share data for model improvement.

Hover the meeting row to reveal ⋯ (More actions).
Select Report, if offered, to open Report This Note.
Select an Issue type; use Missing data or stuck processing for missing recordings or repeated processing.
Enter feedback under What went wrong? — it cannot be blank or only spaces.
Select Send feedback, then Done after "Report sent!" confirms submission.

After "Failed to send report", check your sign-in and upload permission, then resend. Retrying the same unchanged meeting, feedback and Issue type resends the same report rather than filing a duplicate.