Connect a calendar and use Notetaker reminders
Last updated: November 4, 2026
Available on: Mac (recording and call detection require macOS 13 or later), Windows
Connect Google Calendar, Outlook Calendar when offered, or both to see meetings in Flow and get reminders. From a reminder, choose whether to join the call, start Notetaker, or do both.
Connect your calendar
Open Settings → Connectors.
Click Connect on Google Calendar or Outlook Calendar. Connect calendar under the Notetaker section's Upcoming tab, and in the note window summary after your first meeting longer than five minutes, opens the same sign-in.
Complete browser sign-in and grant calendar permission.
Return to Flow. Connected events appear in the hub's Upcoming list, and the connected card shows the account email.
You can connect one account per provider; providers such as iCloud can't be connected. One connection or disconnection runs at a time, and the other provider's actions — including Reconnect and Try again — stay disabled until it finishes.
Note: Connectors is hidden when your plan or organization turns Notetaker off, or when no connector is available. Organizations allow each provider separately, and Outlook must also be offered for your account, so ask your admin about a missing provider; an existing Outlook connection stays visible so you can disconnect it. A blocked connected calendar keeps only Disconnect, and a blocked, disconnected card has Connect disabled. Re-enabling a blocked provider restores the connection without another sign-in — reopen Connectors or click back into Flow after an admin change. If your organization has Notetaker turned off but your admin granted you access individually, Notetaker and your calendar work normally.
Connection messages and recovery
If you see Couldn't load connectors. Check your connection., check your internet connection and reopen Connectors; Connect is disabled until Flow has a current connector list.
Message | Action |
Finish connecting | Retry sign-in and grant calendar access. |
Try again / Something went wrong | Return to Flow and choose Try again. |
Ask your admin | Contact your admin about approval or policy restrictions; no retry is offered. |
This account can’t be connected | This Microsoft account has no available Outlook mailbox; no retry is offered. |
Disconnect … first | Disconnect the named account before connecting a different Google or Microsoft one. |
Additional calendar connections aren’t available yet | Try again is offered, but retrying can't add a second account for that provider. |
Connection cancelled | Permissions weren't granted; open Flow to try again. |
For missing permissions, the browser can show One more step. In Flow, Finish connecting Google Calendar or Finish connecting Outlook Calendar offers Continue to reopen sign-in: choose Select all on Google's permission screen, or allow calendar access on Microsoft's. Dismissing the dialog stops it returning, so use the Finish connecting action on the connector row instead, then check the connected account and Upcoming again.
Use Reconnect in Settings → Connectors when access expires or becomes unusable; one such failure is enough, while temporary failures leave the connection active even if repeated. A connected card's … → Reconnect reauthorizes without disconnecting, unless your organization blocks it. Sign in with the same provider account.
Set your reminders
Open Settings → Notetaker; the page is hidden when your plan or organization turns Notetaker off. Reminder timing and call detection apply to the device you set them on.
Setting | Default | Options and behavior |
Notify before scheduled meetings start | Right before the meeting (15 seconds) | Choose Right before the meeting, 1 minute before, 2 minutes before, or Never. |
Automatically detect any call | On | Turn off to stop Flow detecting calls; scheduled reminders continue. |
Although the picker includes 2 minutes before, reminders never appear earlier than 60 seconds before the start, and first delivery stops at five minutes after it. Declined events receive no reminder; events without an RSVP still do. Meeting end and cancellation always remove reminders.
Dismiss: Click X, or press Esc for the front visible reminder.
Pause dismissal: Hover or keyboard-focus the reminder; meeting end still applies.
Snooze: Choose Snooze for 2 min in the caret menu; re-snoozing resets the timer. It returns with a fresh five-minute display period, even after the initial window, unless the meeting ended or was cancelled, Notetaker is engaged with it, or reminders are set to Never.
While you're recording: Reminders are held back and offered again when the recording stops — unless Flow detects that you've already joined the next call and arms its automatic start, in which case it shows a Meeting detected card for that call instead.
Join or record from a reminder
Note: Recording requires finished onboarding, Cloud Sync, microphone access, and system-audio setup on Mac; Windows has no system-audio permission step. Joining without recording skips recording setup and onboarding. When Cloud Sync is off for compliance reasons, any start — including the hub's join-only action — shows the Notetaker restriction message once per meeting and records nothing. You cannot override organization Cloud Sync restrictions; only Cloud Sync you disabled yourself can be turned back on. A signed personal or organization BAA does not block recording; if Notetaker still appears blocked, update Wispr Flow to the latest version.
Action | Result |
Reminder's Join meeting with & start Notetaker | Opens the call and starts recording. |
Caret menu's Join meeting | Opens the call without recording or stopping an existing recording. |
Caret menu's Start Notetaker | Records without opening the meeting link. |
Caret menu's Start Notetaker automatically | Turns automatic recording on or off for detected calls. |
Hub's Join + Start, or Start / dropdown Start Notetaker | Joins and records, or records only. |
In the hub, Upcoming lists three meetings and Show more expands the list. Opening an event in progress or starting within 10 minutes starts recording, and the live recording's control opens its note.
Only supported HTTPS meeting links open. With a missing or rejected link, join-only opens nothing; Join + Start still opens Notetaker. Organization policy disabling the calendar integration blocks joining, unless you have been granted Notetaker access individually.
Note: Joining a call without Notetaker — from a reminder, the hub row, the dropdown or the Meeting detected card — turns that call down, as does dismissing the card with X or Esc, and Flow shows no further Meeting detected card for the rest of that call. Rejoining later, or a genuinely different meeting, shows the card again.
When an event has more than one meeting link
If an old link sits in the event location alongside the real one, Flow matches the call you're actually in and uses that link for joining, starting, reminders and recovery after an interruption, so a recording keeps running for the whole call.
If you're not yet in a call, Flow uses one primary link: the event location's link first, then the conference link Google or Outlook attached to the event, then a link in the description or body. Events pick up a second link the next time they sync, so rarely-edited recurring meetings can take a while.
If recording asks you to finish setup
Starting Notetaker before onboarding is complete brings the hub forward with Finish setup to use Notetaker. A reminder can start Flow behind your meeting app — bring it forward from the Dock or Flow Bar to finish setup.
Click Turn on for the required permission in the setup window.
Choose Restart Wispr Flow if the setup window asks you to restart.
Recording stays blocked until the required permissions are granted; Esc or Back closes Notetaker rather than bypassing setup. After a setup restart, Flow can resume the same detected meeting once within five minutes; losing the call signal or turning off detection cancels this recovery. Reinstalling Flow, signing in on a new device, Restart Onboarding and Reset Account all bring onboarding back, so finish it again before recording; existing synced meetings still open read-only.
Plan or account access, organization restrictions, blocked attendee domains and the weekly recording quota can also prevent recording. For audio problems, see Troubleshooting Notetaker recording and audio.
Refresh missing or changed events
Click the refresh icon in the hub's Upcoming header.
Check Upcoming for the updated event.
Sync requires an active, permitted connection and checks for due reminders. Outlook can finish updating in the background, and repeated clicks within 60 seconds don't request another refresh; one provider failing doesn't stop the other.
Upcoming receives events within the next seven days. Events without invitees, all-day events, and events longer than six hours don't appear; cancelled events can remain crossed out without reminders. If you reschedule, the original stays in Past notes and the new occurrence records separately, and later calendar edits don't rewrite finished meetings.
Disconnect your calendar
Warning: Disconnecting removes Flow's calendar events that aren't linked to saved meeting notes, including their participants and briefs. Linked events keep their scheduled time, participants and briefs with the saved notes, including on your device. Removal of Flow's stored calendar copy can be delayed, but further calendar access stops immediately.
Open Settings → Connectors.
Choose the calendar card's … → Disconnect.
Confirm Disconnect.
Upcoming events and reminders disappear immediately on this device. Other signed-in devices clear calendar data on their next successful sync; offline devices can still show old events until then.
Disconnecting in Flow doesn't always remove Flow's permission in Google, so check your Google account and remove Flow's access there if it wasn't revoked. Removing Flow's permission in Google or Microsoft, or letting access expire, also stops Flow reading that calendar and clears unlinked events on the next successful device sync; Flow asks you to reconnect, and the other calendar connection keeps working. Reconnecting starts a fresh sync from the provider rather than restoring removed calendar data.
Still need help?
If connecting still fails after you've confirmed permissions and admin access, email support@wisprflow.ai with your operating system, calendar provider, the exact message you see, and what you've tried.