Connect a calendar and use Notetaker reminders

Last updated: September 19, 2026

Available on: Mac (recording and call detection require macOS 13 or later), Windows.

Connect Google Calendar, Outlook when offered, or both for reminders and Notetaker. Outlook availability depends on rollout and organization permissions. Without a calendar, start New note to record.

Connect your calendar

Note: Connectors can be hidden while availability loads, when Notetaker is blocked, or when connectors aren't enabled for your account.

  1. Open Settings → Connectors.

  2. Click Connect on Google Calendar or Outlook Calendar.

  3. Complete browser sign-in and grant calendar permission.

  4. Return to Flow.

Connected events appear in the hub's Upcoming list; Connect calendar there is another starting point. Only one calendar connection/disconnection runs at once.

Organizations restrict providers independently; blocking all hides connection options. If a provider is missing, ask your admin whether it is allowed. Blocked connections retain only Disconnect; connected Outlook accounts remain disconnectable outside the rollout.

Open Connectors or refocus Flow to refresh policy without restarting; refocusing can involve a delay. Re-enabling a blocked provider restores an existing connection without another sign-in.

Connection messages and recovery

Use Reconnect for expired access or when requested after repeated failures.

Message

Action

Finish connecting / One more step

Rerun consent for missing access: Select all for Google; review Microsoft's requested permissions.

Try again / Something went wrong

Retry; temporary failures need not require reconnecting.

Ask your admin

Approval/policy blocks offer no retry; contact your admin.

This account can't be connected

No readable Microsoft calendar; contact support (no retry).

Disconnect … first

Follow Disconnect your calendar below, then connect the other Microsoft account.

Additional calendar connections aren't available yet.

You cannot add more connections.

Calendar notice

Options and permissions

Where available, Settings → Notetaker → Calendar notice offers Off, Notice only, or Notice and notes link. Google only; if you have only Outlook connected, trying to turn Calendar notice on shows a Not available for Outlook yet dialog.

Warning: Turning Calendar notice Off changes auto-sharing from “meetings with a calendar notice” to all meetings if selected.

Eligible events: organized by you, active, not ended, within seven days, with at least two attendees including you. Advance notices additionally require a meeting link and Automatically detect any call; notices added when starting from an event don't require detection.

Both paths require Google write permission. If missing:

  1. Open Settings → Connectors.

  2. Choose Google Calendar's Connect or … → Reconnect.

  3. Select Select all during browser authorization.

  4. Return to Notetaker settings and choose the notice option again.

Notices stay Off until permission succeeds. Later permission loss prompts reconnection; Disable turns notices Off. Admins must unblock connectors first; blocked connectors get neither notices nor reconnect prompts.

Changes rewrite notices within seven days; Off removes them. Notice and notes link auto-shares already-noticed meetings, adding a shareable link after the meeting only if one exists.

Join and record

Hub action

Result

Join + Start

Opens the meeting link and starts Notetaker.

Start / dropdown's Start Notetaker

Records without opening the meeting link.

Dropdown's Join meeting

Opens the call without recording.

Future, non-imminent rows open drafts without recording; imminent/in-progress rows auto-start. Controls appear on imminent or, where supported, selected rows; active recordings offer Open note in details.

Reminder joins also record; use the dropdown for join-only. Only supported HTTPS links open: rejected links open nothing with join-only, but Join + Start still opens Notetaker.

Important: Scheduled reminder Switch ends the current recording without confirmation before starting another; hub Join/Start asks first.

Recording requires Cloud Sync and Microphone/System Audio setup. HIPAA or organization Cloud Sync restrictions aren't self-service; organization event rules open read-only notes without calendar notices.

Reminder starts can open behind your meeting app. Bring it forward from the Dock or Flow Bar if you need to complete setup. Mac background starts don't prompt for system audio; click Turn on in setup.

Use Restart Flow if requested after granting system audio; automatic rejoining excludes onboarding and guided tours.

If Join + Start asks you to complete microphone setup instead of opening a browser tab, grant microphone access first. Reminder join-only bypasses setup; blocked Notetaker starts block all hub actions, including join-only. See audio troubleshooting.

Calendar starts link recordings to events; rejoining reuses recordings. Rescheduling keeps the original in Past; the new occurrence can record separately. Later calendar edits do not rewrite completed meeting details.

Recording notices

Stop Notetaker when a call ends (device-local, default on) stops when Flow detects you left. Click Resume on Notetaker stopped within four seconds to continue the same note.

  • Looks like a new meeting. Switch? Keep recording continues; Switch changes meetings. Ignoring this particular prompt keeps recording.

  • Meeting still going? / Notetaker stopping: Choose Keep going to prevent that stop; doing nothing lets recording end.

  • Still taking notes: Doing nothing keeps recording.

  • Do you want to stop the meeting? Only Stop ends recording.

  • Approaching time limit: Change auto-end time; the card stays until answered, superseded, or recording reaches the limit.

Set your reminders

Open Settings → Notetaker; the page is hidden when Notetaker is blocked. Reminder timing and call detection are device-local; Calendar notice, default note visibility, and auto-sharing sync across devices.

Setting

Options and behavior

Notify before scheduled meetings start

Right before the meeting (default: 15 seconds), 1 minute before, 2 minutes before, or Never (off).

Automatically detect any call

Off stops self-joined-call detection/cards, not scheduled reminders.

Scheduled reminders beside the Flow Bar first appear before five minutes past start, never after meeting end. Hovering pauses dismissal, not meeting-end removal.

Use the caret's Snooze for 2 min or Notification settings. Re-snoozing resets that meeting's timer. Snoozes can return past five minutes, unless cancelled, ended, already recording, or reminders set to Never. Dismiss with X, or Esc for the front visible reminder.

Declined meetings stay in Upcoming but not reminders, the Flow Bar drawer, or menu bar. Re-accepting restores them after the next calendar sync.

Refresh missing or changed events

  1. Click Sync calendar in the hub's Upcoming header.

  2. Check for the updated event.

Sync requires an active, permitted connection and checks due reminders; Outlook may finish updating in the background.

Events without invitees, all-day events, and events over six hours don't appear; use New note instead.

If Notetaker itself is hidden, ask your organization's admin whether it is enabled. Disabling Notetaker also stops its calendar reminders.

Disconnect your calendar

Warning: Disconnecting deletes briefs on events not linked to notes or recordings. Existing notes and recordings retain their event details and briefs.

  1. Open Settings → Connectors.

  2. Choose the calendar card's … → Disconnect.

  3. Confirm Disconnect.

Upcoming events and reminders disappear immediately here; other signed-in devices running Flow 1.6.399 or later clear calendar data on their next sync. Devices running earlier desktop versions keep showing stale calendar data and reminders after a remote disconnect; update Flow on those devices. Reconnecting performs a fresh sync and restores upcoming events.

If Google's permission isn't revoked during disconnect, remove Flow's access in your Google account.

Still need help?

If calendar connection still fails after permissions and admin access are confirmed, contact support with your operating system, calendar provider, exact message and steps tried. Email support@wisprflow.ai.