Notetaker admin controls: security and privacy settings

Control Notetaker for your whole organization: who can use it, how long transcripts are kept, how notes are shared, which AI tool connectors are allowed, which domains are never recorded, and the consent message participants see. Open the Admin Portal and go to Settings → Notetaker.

Controls at a glance

What no admin control changes

• Transcripts and summaries are stored in Wispr's cloud. There is no setting to opt out. Dictation Cloud Storage governs dictation only, not Notetaker storage.

• A signed HIPAA BAA blocks recording entirely. If your organization or an individual member has a signed BAA, Notetaker captures no audio for them; Notetaker and HIPAA agreements cannot be used together.

• Meeting content is not used to improve Wispr's models. On Growth and Enterprise this is off organization-wide and cannot be re-enabled.

Turn Notetaker on or off

1. Open Settings → Notetaker in the Admin Portal.

2. Turn Notetaker on to enable it for everyone, or off to disable it for everyone.

When Notetaker is off, it disappears from members' Flow apps and no new meetings can be created; existing meetings are never deleted, earlier recordings stay accessible, and turning it back on restores access.

There is no per-member toggle in the portal. To roll Notetaker out to a selected group, contact your Wispr Flow representative, who can grant or deny access at the account level.

Set transcript retention

Under Transcript retention, select Never delete, 1 day, 7 days, 30 days, 90 days, 180 days or 365 days. Retention is counted from when the meeting was created.

On Enterprise, the window you set locks for every member. On Growth, members manage their own retention unless your plan includes the organization-wide control.

Meeting audio follows its own schedule: audio uploaded to Wispr is deleted 7 days after upload, and local audio on a member's computer is kept for 7 days once the meeting is fully processed. See Control how long Notetaker keeps your meeting data.

Control note sharing

Choose how far meeting notes can be shared, then choose what a shared note includes.

Shared content

• Notes only: the meeting summary.

• Notes and transcripts: the summary plus the full transcript. This is the default.

This choice applies only to people invited by email. Anyone admitted through a link or domain access always receives the summary only. The note owner keeps their own transcript either way, and a member's private My thoughts notes are never shared.

Your organization's policy applies to every note your members own, even when they share with people at other companies. See Sharing meeting notes from Notetaker.

Manage MCP access and connectors

MCP access lets members read their meeting notes into the AI tools they already use. Turn it on or off for your organization, then choose which connectors members can use.

MCP is read-only: connected tools can never create, edit or delete meetings or notes, and cannot read dictation history. A member reaches a transcript only if they own the meeting, or were invited by email and your sharing policy allows transcripts.

See Connectors in Wispr Flow.

Block recording for specific domains

Add the email domains of people who never consent to being recorded, and Notetaker refuses to record any calendar meeting they are invited to.

1. Open Settings → Notetaker.

2. Enter a domain such as example.com, or a single exact address, under Blocked domains and add it.

3. Repeat for each organization you never want recorded, up to 200 entries.

A domain entry also covers its subdomains and plus-addressed variants. Attendees who declined the invitation still trigger the block; calendar room and resource accounts do not. Participant consent does not override a blocked domain, and there is no allow list for exceptions.

Add a chat disclosure message

Notetaker posts your consent message into the meeting chat when a member records, whether they organized the meeting or were invited to it.

1. Open Settings → Notetaker.

2. Write the message you want participants to see, up to 450 characters.

3. Save. The message applies to every member's recorded meetings, and members see it as read-only and cannot edit or reset it.

Automatic posting works in Zoom, Microsoft Teams, Google Meet and Slack huddles. In other apps and for in-person meetings, Flow prompts the member to send the message themselves. On Mac, a browser-based meeting needs Chrome with the meeting as the window's active tab, otherwise Flow falls back to the manual prompt.