Meeting detection, reminders, and calendar in Notetaker

Last updated: August 6, 2026

Available on: Mac. Notetaker is rolling out gradually.

Connect your calendar and Notetaker knows your schedule: upcoming events in the Meetings tab of the hub, a Flow Bar reminder before each call, one-click join and record, and every recording filed under the right event. Flow also detects calls you join on your own.

Connecting your calendar

Connect your calendar in any of these ways:

During onboarding: on the Connect Calendar screen, select Google Calendar to sign in, or indicate that you use iCloud, Outlook, another calendar, or none. Selecting iCloud shows "iCloud coming soon!". You can skip and connect later.
From the hub: click the centered Connect calendar button in the hub's empty state.
From Settings: open Settings → Connectors and click Connect on the Google Calendar card.
From the notepad: while meeting notes generate after a recording ends, a dismissible callout in the notepad footer offers connecting your calendar (for speaker names) or other apps (for pre-meeting briefs). Tap it to open the connection flow.

What you'll see when connecting Google Calendar

A browser window opens for you to sign in and authorize access, and a confirmation page appears about a second later:

"You're all set": confirms "Google Calendar is connected." The app returns to Wispr Flow automatically, or click Open Wispr Flow.
"One more step": shows "Calendar access wasn't granted." Click Open Wispr Flow and connect again, granting calendar permission.
"Connection cancelled" or "Something went wrong": shown when you cancel or an error occurs. The cancelled, error, and incomplete-permission pages display a support contact (support@wisprflow.ai).

Once connected, the Google Calendar card shows a green check, a Reconnect link, and the description "Accurate reminders and pre-meeting briefs"; a progress bar tracks your four main connectors. Upcoming meetings shows a loading skeleton during the first sync. Sync tracks attendees and recurring series, powering reminders and pre-reads. The introductory screen clears after your first real meeting or once you connect a calendar.

Note: If access is revoked, a "Calendar disconnected" banner appears with a Reconnect action; cached events stay visible.

How it works in Flow

Meeting reminders

When and where: a lane attached to the Flow Bar (alongside it during a recording so the indicator stays visible), from about 70 seconds before a meeting through 5 minutes after it begins. A new reminder auto-expands for two seconds, then condenses; hovering pauses auto-dismiss while a ring depletes around the pill.
Which meetings: accepted, tentative, unanswered, or organized; declined meetings are excluded until you re-accept (next calendar sync).
Stacking: start-time order, up to 4 visible with an overflow badge; dismissing a reminder closes only that card, and Dismiss all clears everything.
The card: a platform badge for Google Meet, Zoom, Teams, or Slack (generic video icon otherwise), long names scrolling on hover (respecting reduced motion), and a pre-read preview line when available. A late-arriving pre-read updates the card in place without resetting its countdown. The first pre-meeting nudge reads "Transcribe this meeting with Wispr Notetaker".
Actions: Join + Start, Snooze (labeled Snooze for 2 min), and the X. Snooze re-checks before re-ringing, dropping cancelled, ended, or already-recording meetings; a rescheduled meeting re-rings if its new start is still in the future, and cancelling removes the card and any pending snooze immediately.
Defaults: already in the call, the reminder, Flow Bar button, and Option+M default to Just Start Notetaker; while another meeting records the prompt reads Switch, showing a confirmation that quotes the meeting name (e.g. Switch to "Team Sync"?).
Other behavior: the lane hides during other Flow notifications and dictation; reminders also fire on launch, wake, calendar reconnect, or sign-in while a meeting is imminent; recording one meeting doesn't suppress reminders for others.

Your meetings around Flow

Upcoming meetings list: rows with a conference link show a black Join + Start when the meeting is in progress or starting within 10 minutes, outline style further out or when declined/tentative. In-person meetings, events without a link, and meetings you're already in show Record instead. A status chip ("in 5 min", "Starting now") appears when the panel is wide enough; the final minute shows "Ending soon". Clicking a row opens the note without recording — further-out meetings open as a passive draft. Focus blocks, lunch, and out-of-office entries appear muted with a split accent bar and no button.
Flow Bar drawer: clicking the Flow Bar while a meeting records opens a current-meetings drawer with Switch rows and a "Start new note" option; if nothing is recording, it starts a headless note. The caret (▾) beside the join button appears only on calendar rows with a conference link, rotates when the action menu is open, and the tooltip shows "Upcoming meetings (N)" reflecting the number of rows in the drawer (up to 3). Declined meetings are hidden. Split-menu items read Join meeting (with the sublabel "& start Notetaker") and Start Notetaker. While recording, the Flow Bar stop control reads Stop Notetaker. Expanded meeting briefs display with bullet formatting and inline links; the drawer stays a fixed width and does not scroll horizontally.
Menu bar: the icon title and tray header show the same meeting: a countdown ("Design sync • in 30 min") or time remaining ("Standup • 25m left"), with a count ("2 meetings • in 30 min") only for identical start times. Ended meetings, meetings beyond the next 8 hours, tomorrow or later, and declined ones never appear. A meeting starting within 10 minutes takes priority over one in progress; earliest-started wins among several. Recent-note timestamps in the tray reflect the meeting's actual start time (not when notes were last edited) and always include a clock time — for example, "9:15 AM", "Yesterday, 4:00 PM", or "Jan 12, 12:00 AM". The meeting currently being recorded is not shown in the recent-notes list.

Joining with split-screen

Click Join + Start and Flow opens the call in your browser on the left (roughly 70% of the screen) with the recorder docked on the right — in Chrome, Safari, Arc, Dia, Firefox, and others. A full-screen browser exits full screen first, and narrow displays shrink the browser so the recorder fits. Split-screen needs Accessibility access; without it, the Split the screen when joining setting shows a message and reverts to off.

Automatic meeting detection

Detection card: joining a meeting on your own shows a notification with the platform and title — the calendar event's title when recognized, otherwise "Meeting detected." Fresh browser tabs are read briefly first so the card appears already matched. Cards auto-dismiss with a countdown bar (hover pauses); a caret (▾) menu offers Snooze for 2 min and Notification settings.
Suppression: the card never appears for the meeting you're already recording; it returns only for a clearly different meeting (different conferencing service, or a different meeting code). Ambiguous cases stay suppressed, and during onboarding the card and adoption nudge are hidden while detection keeps running in the background. The screen-share education nudge is also hidden during the guided tour, and a tour demo meeting does not consume the nudge — it will still appear on your first real meeting afterward.
Leaving and rejoining: Flow detects your exit and stops the recording automatically. Recordings are protected from auto-stop during the first 90 seconds, so brief audio hiccups at the start of a call (such as switching to AirPods) won't end them early. If you move the call to a different browser mid-meeting, recording continues and auto-stop triggers only when the browser hosting the call leaves. If Flow isn't certain you've left, it waits to confirm before stopping. An auto-ended recording shows a notice reading "End of meeting detected, so recording stopped" with a Resume option if you rejoined. Lingering on a rejoin screen after leaving ends the recording in about 10 seconds, even if you keep talking.
Uncertain matches: one likely event shows its title and the recording saves under it; otherwise a "Looks like [Meeting]" suggestion chip lets you confirm.
First-meeting nudge: the first time Flow detects a meeting, a card asks "Transcribe this meeting with Wispr?" with Another time and Yes. Another time dismisses the card without affecting current dictation. Yes starts the Notetaker and, if Private Cloud Sync is off, turns it on — the card discloses this first ("By selecting 'Yes' you agree to turn on Private Cloud Sync, which allows us to process and store your transcriptions. Wispr Notetaker requires this."). With Private Cloud Sync already on, or settings managed by your organization, the card reads "Nothing extra joins the call. Notetaker captures what everyone says and summarizes after." and Yes opens the Notetaker without changing settings.
Dismiss streak: closing three "Meeting detected" cards in a row with the X shows a one-time "Disable meeting notifications?" prompt: Manage notifications (opens Settings → Notetaker) or Keep as is. Flow never changes settings automatically; timed-out cards don't count, and joining, recording, or snoozing resets the streak.
System audio prompt: opening the notepad for a real meeting triggers the macOS system audio prompt automatically on macOS 14.4 and later if you haven't decided yet. Denying shows an "Enable in System Settings" link; ignoring resets the row to a clickable "Turn on" button after about 30 seconds. Manual opens (New note, tray, app menu, dock) keep the click-to-prompt flow.
Audio notifications: if Notetaker can't hear your microphone, you'll see "Notetaker isn't hearing audio from your mic", followed by "Still there? Notetaker isn't hearing anything" if the issue persists.

How recordings match calendar events

Matching sources: joining from a Wispr surface matches the event you chose directly; browser-based Zoom and Google Meet match by the meeting link or code even if you join late; the native Zoom app matches the event happening at that time, inheriting its title, attendees, and pre-read.
No confident match: the meeting stays unattributed rather than guessing — rename it from the meeting view. After a meeting ends its linked details are frozen, so later calendar edits don't change past notes; a deleted or unsynced event falls back to link matching.
Speaker names: calendar attendees seed the Assign Speakers selector, so candidates come from your invite without a duplicate self entry. First-name-only participants match only when exactly one attendee clearly fits, manual names are never overwritten, and ad-hoc meetings pick up speaker names from the transcript (rolling out gradually) — details in the transcript article.

Notetaker settings

Notify before scheduled meetings start: shows a reminder card before each calendar meeting.
Automatically detect any call: watches for calls you join outside your calendar and shows a detection card so you can start Notetaker with one tap.
Stop Notetaker when a call ends: ends your recording when Flow detects you've left the call.
Hide Notepad and Flow Bar from screen capture: keeps both out of any screen share or recording.
Open Notepad when starting Notetaker: opens the Notepad as soon as a recording begins.
Split the screen when joining: arranges your browser and the Notetaker side by side when you click Join + Start. Requires Accessibility access.

Disconnecting your calendar

Disconnect Google Calendar from Settings → Connectors. Wispr Flow immediately removes all local calendar data from that device — upcoming events disappear from the hub, the tray, and the notepad, and meeting reminders stop firing. Any other device you're signed into clears its local calendar data within about 5 minutes. Notes and recordings already linked to a calendar event keep their event details (title, notes, and speaker attribution). Reconnecting repopulates your upcoming events with a fresh full sync. Signing out also clears calendar data, so a different user signing in on the same machine starts with a clean slate.

FAQs

Why didn't I get a reminder when I opened Flow in the middle of a meeting?

Reminder cards appear only for meetings starting within about 70 seconds or that began within the past 5 minutes. If the meeting is further along, automatic meeting detection still picks up that you're on a call.

What are the small icons I see next to links in reminder cards?

They're site icons (favicons) showing where a link goes. Well-known services like Notion, Slack, and GitHub show their brand logo. If an icon can't load, it's omitted and the link still works.

Will opening a meeting from my calendar automatically start a recording?

Not for meetings further out — clicking a row or opening a note for a non-imminent meeting opens a passive draft. Recording starts only when you click Join + Start or use a deliberate entry point like the New recording button, Option+M, the tray, or the Flow Bar.

I'm already in a call — why does the reminder default to "Just Start Notetaker" instead of "Join + Start"?

When Flow detects you're already in a Zoom, Meet, or other video call, it switches the default so you don't accidentally leave and rejoin. You can still choose Join meeting from the dropdown.

Why does the menu bar show "N meetings" instead of my next meeting's name?

A count appears only when two or more meetings start at the exact same time. Overlapping meetings with different start times show the single most relevant meeting instead, and meetings tomorrow or later don't appear in the count.

I declined a meeting — why does it still appear in my Notetaker Upcoming page?

Declined meetings stay in the Upcoming page with a Declined label so you have a complete view of your calendar, but they're excluded from Flow Bar reminders, the shortcut drawer, switch prompt, meeting shortcuts, and the menu bar and tray meeting rows. Re-accepting brings them back after the next calendar sync.

I started a meeting during onboarding — why didn't I get a "Meeting detected" prompt afterward?

The card and adoption nudge are suppressed during onboarding, though detection keeps running in the background so the meeting is tracked and auto-stops correctly. After onboarding, open Notetaker directly to record a meeting still in progress. Scheduled calendar reminders from a synced calendar may still appear during onboarding.

My recording stopped when I switched to AirPods mid-call — will that still happen?

No. Flow distinguishes truly leaving a meeting from temporary audio interruptions like switching audio devices, so brief disruptions no longer trigger an early stop. See "Leaving and rejoining" above for how browser switches and the Resume option work.

I see a "connect calendar" callout in my notepad after a recording — what is it?

It appears while your meeting summary generates. Connecting your calendar lets Notetaker identify speakers by name; connecting other apps enables pre-meeting briefs. Tap the callout to connect, or dismiss it with the X — it won't reappear once dismissed.

I saw a meeting-detected nudge on the Flow Bar and then a Notetaker introduction in the hub — is that normal?

Yes, they're separate and seeing both is expected. The hub modal appears the first time you focus the hub window, once only, if you weren't introduced to Notetaker during onboarding. It won't show while you're on the Notetaker page, during a guided tour, or while the hub is in the background.

Will tapping "Yes" on the first-meeting nudge change my Private Cloud Sync setting?

Only if Private Cloud Sync isn't already enabled. If it isn't, Yes turns it on and starts the Notetaker — the card tells you this before you confirm. If it's already on (or your organization manages that setting), Yes simply opens the Notetaker with no changes.

I selected iCloud during onboarding — why can't I connect it?

iCloud calendar integration is coming soon. In the meantime, connect Google Calendar from Settings → Connectors.

The browser showed "One more step — Calendar access wasn't granted." What do I do?

You completed Google sign-in but didn't grant calendar permission. Click Open Wispr Flow on that page, then go to Settings → Connectors and click Connect on the Google Calendar card again. On the Google authorization screen, check the box that allows Wispr Flow to access your calendar.

Limitations and notes

Mac only, rolling out gradually. Calendar connection currently supports Google Calendar; iCloud calendar support is coming soon.
Without Notetaker enabled, calendar sync is skipped and no reminders appear.
Declined meetings never appear in reminders, the drawer, switch prompts, shortcuts, or menu bar and tray rows (see FAQs for the Upcoming page).
Snooze state on reminder cards is not preserved across app restarts.
Pre-read continuity context is included only when your calendar confirms an earlier instance of the same recurring series.
Pre-reads with a body but no generated title use the body text as their preview label everywhere.
At very narrow window widths, meeting rows may look cramped — widen the Wispr Flow window.
Calendar-triggered joins defer silently while a previous recording finishes; clicking Record instead shows a brief try-again message.