Sharing meeting notes from Notetaker

Share a meeting note — Flow Summary, transcript, and your My Notes content — with teammates or anyone with a link, and revoke access at any time. Open sharing from the ⋯ menu next to a meeting in your notes list, the Share button in the standalone meeting window header, or the copy-link icon and Share button in the hub's expanded note view. All three open the same controls, which appear only on notes you own; recipients always get viewer access.

Who can share

• All plans: Notetaker works on any Wispr Flow plan, including Basic. Sign in and turn on Cloud Sync in Settings → Data and Privacy; with it off, you'll see "Cloud Sync must be enabled" messages.

• Weekly recording limits: the number of meeting notes you can create per week depends on your plan — Basic has a lower cap, paid plans a higher one. 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. The hub's Notetaker page shows a banner with notes remaining, the reset date (e.g. "Resets Monday, Aug 3rd"), and an Upgrade button.

• Account limits: accounts with a signed HIPAA BAA have Cloud Sync disabled and can't use Notetaker. Management-only enterprise roles such as IT Admin see "Meeting transcription is not available for this account."; billable enterprise members can use Notetaker normally.

• Enterprise admin controls: admins can disallow note sharing or restrict it to the organization's domain; the dialog then reports "Sharing outside your organization's domain is not allowed."

Sharing a note

• Three visibility levels: Private (only you), Shared with team (your organization), or Anyone with the link. Set a default for new notes in Settings → Data and Privacy → Notes sharing (visible only once sharing is enabled for your account; existing notes are unchanged).

• What recipients can see: the Share Note modal captions each mode — link access shows the summary only; email invitees can view the summary and the full transcript.

• Invite by email: type an address and press Enter or comma; each becomes a removable chip, teammates appear as suggestions, and duplicates, existing recipients, and your own address are filtered out. After you click Share, each recipient shows a pending or failed status, and removing a chip revokes access. Invalid or policy-blocked addresses fail without stopping the rest; failed chips stay staged.

• Invite email preview: recipients get a summary preview plus the link. Assigned speakers appear by name, unassigned ones as "Speaker 1," "Speaker 2," and so on; if there's no generated summary yet, the invite is link-only. Re-adding an existing recipient doesn't resend the email — remove them first, then re-invite.

• Copy link: a share link is prepared when a meeting finalizes and synced to all your devices, so Copy Link and Share are instant — even on a device that didn't record the meeting. The link resolves to a 404 for everyone but you until you first copy it or invite someone; then it becomes active at your chosen visibility with a "note is now public" toast. Copying shows a confirmation toast reading "Summary link copied" with a second line, "Invite recipients by email to share transcript.", for 5 seconds under any visibility setting. Older meetings and notes finalized offline may take a few seconds the first time.

• Share right away: share buttons work as soon as a meeting is created — a "Preparing meeting…" tooltip shows while Flow finishes the action in the background.

• Speaker names: assigning a name live-updates the summary, transcript, meeting search results, hub detail panel, and list previews, preserving your notes and action items. Unassigned speakers appear as underlined mentions — hover and use the "Who is this?" popover to name them in place. Owner-only.

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

• Re-refining: reorganizes a transcript into fewer, longer speech bubbles, splitting only at real speaker changes, audio events, meaningful pauses, or sentence breaks; speaker names and timestamps are unaffected, and existing meetings stay as-is until you re-refine them.

Copying a meeting as Markdown

Copy to Markdown — the first item in the ⋯ (More) menu in both the standalone notepad window and the hub's meeting detail view, grayed out until the meeting is ready — copies the whole meeting to your clipboard as one Markdown document: meeting info and attendees, Flow Summary (toggles flattened into headings), pre-read, your own notes, action items (proposal cards become text), chat messages, and the full transcript including in-progress text.

Speaker names appear as assigned — your own entry shows your profile name rather than "You," unassigned speakers get default labels (e.g., "Speaker 1 (Maya)") — and everything is read at the moment you click copy. 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): a green "Copied!" badge confirms the copy, and Set up opens Settings → MCP. Dismiss it by clicking outside or pressing Escape.

Notes shared with you

• Shared with Me tab: shared notes land here, newest first by creation time, each row with its creation time, the owner's avatar, and a "Created by …" badge (hover for a "by [owner]" preview). View more loads older notes; until then the tab reads "Shared notes will appear here."

• Search: the tab-header search icon filters by keyword. Press Cmd+F or / to focus the field; "No notes found for '[query]'" appears when nothing matches.

• Opening: shared notes offer Open in Notepad, Share, and Copy Link. They open read-only — summary instantly, transcript shortly after — with no My Notes tab, record pill, Delete, or Report. A direct link opens straight to its note.

• Reading: you see the summary, transcript, and the owner's My Notes content, displayed flush-left. A shared transcript opens at the most recent entry, and your scroll position is preserved when you return. Speaker names are plain, non-clickable labels — the Assign Speakers button is hidden (owner-only).

• Share panel: read-only. Directly invited recipients see the owner and other invitees, with their own row marked "(you)" and the visibility in a disabled dropdown; link or domain recipients see only the owner, and anonymous viewers don't see the owner's email. If details can't load (for example, a revoked link), a compact fallback shows an error and a Copy link button. Copying a link here shows the same "Summary link copied" toast.

• Auto-opening in the Wispr Flow app: set the web preference "always open in Wispr Flow" and, when you're signed in on a desktop browser, the app opens automatically once the note loads — skipped on mobile, when signed out, or when another dialog is open, and attempted only once per page load.

• Keyboard shortcuts: ↑ / ↓ move through the list, Enter opens a note, Esc or Cmd+[ goes back, and ← / → switch tabs inside the reader.

FAQs

Limitations and notes

• Notetaker and note sharing are Mac-only and rolling out gradually.

• The number of meeting notes you can create per week varies by plan: Basic has a lower weekly cap, and upgrading to a paid plan increases your limit.

• Speaker assignment and renaming work only on meetings you own and during live recordings; named speaker labels are currently available only for Google Meet meetings, and not for every meeting or segment.

• Hub empty-state messages (such as "Shared notes will appear here" and "No notes found for '[query]'") are currently English-only.