Sharing meeting notes from Notetaker

Last updated: September 16, 2026

Available on: Mac, Windows

Notetaker captures a Flow Summary and transcript for meetings you own, and you can copy the whole meeting out as Markdown. Availability depends on your plan, your organization's settings, and Cloud Sync.

Who can use Notetaker

  • Weekly recording limits: Basic caps meeting notes per week below paid plans. Flow warns you when one recording remains; at the cap, new recordings are blocked and a notification offers Upgrade (hidden on paid plans) and Ok. New note, ⌘N, and the empty-state button stay inactive until the reset date shown on the New note hover state (e.g. "Resets Monday, Aug 3rd").

  • Account limits: Business and Enterprise organizations need an admin to enable Notetaker in the admin portal (Settings → Organization → Notetaker → Enable Notetaker now; it turns on for every organization on September 30, 2026 unless an admin disables it first); until then members see a full-page "enterprise plan" screen. Management-only enterprise roles such as IT Admin see "Meeting transcription is not available for this account."

  • Calendar connection: Microsoft/Outlook Calendar connection is a staged rollout; where it is unavailable, meeting detection, attendee data, and auto-titles come from Google Calendar only.

  • Cloud Sync: Some Notetaker features require Cloud Sync. A zero-data-retention lock behaves like admin-disabled Cloud Sync and overrides an allow setting — see Why do I see a Cloud Sync message? under FAQs.

Organization settings

Under Settings → Organization, admins control Notetaker for the whole organization. Non-admins see these settings read-only. Admins can:

  • Disable Notetaker org-wide, independently of other policies.

  • Lock meeting-transcript retention org-wide — "managed individually" is the only non-locked value, so even "never delete" is an enforced lock. A local-data floor limits members to policies at least as strict as the org floor.

  • Disable Scratchpad org-wide, which immediately closes open Scratchpad windows and disables its shortcut.

Copying a meeting as Markdown

Copy to Markdown is the first item in the ⋯ (More) menu in both the standalone notepad window and the hub's meeting detail view. It copies the whole meeting to your clipboard as one Markdown document: meeting info and attendees, your notes, the full transcript including in-progress text, and a summary section.

The option stays grayed out until the meeting is ready, so the export includes the complete Brief. Speaker names appear as assigned: your own entry is labeled "You" for solo-mic recordings, and unassigned speakers get default labels (e.g. "Speaker 1 (Alex)"). Content is read at the moment you click copy, and a toast confirms "All meeting contents copied to clipboard." If the copy fails, try again from the ⋯ menu.

Your first Markdown copy may show a one-time "Try using our MCP" promo card instead of the toast (once per device). Set up opens Settings → MCP; dismiss the card by clicking outside or pressing Escape.

Note: Copy to Markdown copies the whole meeting. To copy only the summary, use the copy action on the Summary tab.

FAQs

Why do I see a Cloud Sync message?

One of four lock states applies. The lock appears as a full modal or a dismissible inline banner, and a cloud-off icon replaces the Notes refresh button while the gate is closed.

  • Personal HIPAA BAA: You signed a BAA on your personal account. The prompt offers View signed BAA and Revoke BAA; revoking restores access.

  • Org HIPAA BAA: Your organization has a HIPAA BAA. Admins use Manage in Admin Portal (admin.wisprflow.ai/app/settings/organization); non-admins contact their administrator.

  • Org Cloud Sync disabled: An admin turned off Cloud Sync for your organization. Admins see Turn on Private Cloud Sync; non-admins contact their administrator.

  • Non-admin member: The prompt shows "Unavailable due to {teamName} settings" with only a Request access button, which notifies the admin once and then shows a persistent "Requested" state.

If you turned off your own Cloud Sync toggle, turn it back on from the prompt; a "Private Cloud Sync successfully enabled" toast confirms it. Org-level locks require an admin to resolve.

Limitations and notes

  • Transcripts are accessible only to the note owner, and speaker assignment works only on meetings you own.

  • Regular Notes and meetings do not sync with Cloud Sync turned off.

  • Automatic participant-name detection works on macOS for Google Meet (Google Chrome only), Microsoft Teams (native app and teams.microsoft.com in a Chromium browser), Zoom, and Slack huddles (desktop app only — not app.slack.com in a browser). Named speaker labels may not be available for every meeting platform.

  • If the meeting recorder opens before your calendar has finished syncing, the Brief (pre-read) may not appear on first load; reopening the meeting picks it up. Ad-hoc meetings with no linked calendar event show no Brief.

  • Very short or silent meetings show a placeholder instead of a summary ("No meaningful audio recorded" / "Transcript too short to meaningfully summarize"), which also affects what a Markdown copy contains.

  • Note titles come from the matched calendar event; unmatched notes stay "Untitled note" until you rename them.

  • Attendee email lookup is not available through the in-app assistant.