The Notetaker hub: your meetings in one place
Last updated: November 4, 2026
Available on: Mac (macOS 13 or later), Windows
Open Notetaker in the Wispr Flow hub to find upcoming meetings, join a call, or return to your notes.
Connect your calendar
Until a calendar is connected, Upcoming lists no meetings and shows a Connect calendar button instead. If your provider is not supported yet, the card says Flow will let you know when it becomes available.
Click Connect calendar in the Notetaker hub.
Follow the prompts to approve access. Connecting from Settings or the Flow Bar instead finishes in Settings → Connectors.
Choosing Not now hides the prompt for good; you can still connect from the hub at any time. With only an Outlook calendar connected, prompts that need event access send you to Settings → Connectors to finish connecting. If your Google Calendar connection cannot add events, Flow prompts you to reconnect Google Calendar — your meetings keep syncing in the meantime.
If calendar events are missing
Click Sync to refresh connected Google and Outlook calendars. Outlook refreshes in the background — wait for the list to update before trying again.
If events are still missing, reconnect and approve the requested permissions, disconnect any other connected account before connecting its replacement, or ask your admin for access if your organization must approve the connection.
Warning: Disconnecting a calendar immediately clears upcoming meetings and stops reminders. Existing notes and recordings are kept.
Find an upcoming meeting
Upcoming shows the next seven days of meetings, up to 50, three at a time; Show more reveals the rest. Use the search button in the header to find a meeting or note.
Up Next: imminent or in-progress meetings; overlapping meetings stack together, marked Conflict, so you can choose which to join.
Declined meetings: still listed, but they produce no reminders.
Meeting details: click a row to open its preview in the side panel. This does not start recording — join and record from the row itself.
Join a call or start a recording
Notetaker records only after you complete onboarding, the same as dictation. Until then, every way of starting a recording — Join + Start, Start, the keyboard shortcut, the menu bar or Windows tray, the notepad Record button, automatic calendar joins, and resuming after a restart — shows Finish setup to use Notetaker and opens onboarding instead. Meetings you have already synced stay available read-only. If System Audio permission is still required, the notepad opens visible with that setup step.
Warning: Reinstalling Flow, signing in on a new device, and Reset account all clear your onboarding progress, so you will be asked to complete onboarding again before recording.
Find the meeting in Upcoming or Up Next.
Click Join + Start on the row within 10 minutes of the start time. It opens the meeting link and starts Notetaker; if Flow detects you are already on the call, the button reads Start. For only one of the two, open the button's dropdown and choose Join meeting or the start-recording option.
For an in-person event with attendees but no call link, use Start. Calendar blocks with neither attendees nor a call link have no join button. While you are recording, that meeting shows Open Note.
Note: Edits to an event, including a newly added meeting link, appear only after your calendar next syncs — a recurring meeting that is rarely edited may take a while.
Notepad windows during a meeting
Meetings in your browser (Google Meet, or a Zoom or ZoomGov web-client link): Flow resizes the browser window and docks the notepad beside it.
Zoom or Teams desktop app: your browser is left untouched and the notepad docks on its own.
Zoom on Mac: Flow waits up to 2 minutes for the Zoom call window to appear — past the "Open Zoom?" prompt, video preview and waiting room — then splits that window with the notepad.
Tile the windows yourself: open the ⋯ (More actions) menu in the meeting window and choose Organize windows. On Mac with Zoom, this also targets the Zoom call window.
Note: On Mac, splitting the screen with the notepad needs Accessibility permission. Choosing Join from browser on a launcher page while Zoom or Teams is installed does not split the screen, and native Teams windows are not split either — only the notepad docks.
Automatic and back-to-back meetings
Notepad already open: Flow saves unsaved edits and switches it to the new meeting's note; a recording already running keeps running in the background.
Skipped automatic starts: Flow skips only if you are working in the notepad at that moment or a recording is in progress — start that meeting yourself from its row when you are ready.
Another meeting's card: it stops itself when that meeting ends and is offered again with nothing recording; click Start on the card to tie a new recording to that meeting, or dismiss it to decline the automatic start for that meeting only.
Next browser call while recording: the new call is detected as soon as the previous recording finishes closing — whether Flow stopped it on the switch or you did — and its Meeting detected card arms the automatic start. Calendar reminders held back during the recording come back afterwards, unless that re-detected call arms the automatic start instead.
Turning Notetaker down: dismissing the card with X or Esc, or joining without Notetaker from the card, the hub row's Join meeting dropdown option, or a scheduled reminder keeps the card away for the rest of that call. You can still record at any time with Start on the row or the Flow Bar. A genuinely different call — a new meeting link or a back-to-back calendar event — still gets its own card, and the card returns for the original call once you have been off the meeting for about 15 seconds, have left the call, move to a different calendar event, after 4 hours, or after signing out.
A second call on the same event: it gets a fresh note only when Flow itself stopped the earlier recording more than 2 minutes before. Rejoining within 2 minutes continues the existing note, as does any start Flow matches to the same conference link. Stopping from Flow's own prompt, moving to a different call, or your laptop sleeping do not count as Flow ending the meeting — rejoining after any of these resumes the same note, as does resuming from a manual stop, a pause, Upcoming Start, the reminder pill, the menu bar or Windows tray, or a restart.
Return to a recording or past note
During a recording, click the sidebar's active-meeting card or the Flow Bar meeting pill to reopen the notepad; the Flow Bar also has a Stop Notetaker control. Closing the notepad does not stop an active recording, and reopening it brings back your notes and transcript.
Finished meetings appear under Past notes, whether or not a calendar is connected, grouped under day headers — Today, Yesterday, and then the date. Open one to read the summary, transcript, or your notes; use View more for older entries and the back button to return to the list. Notes without a calendar event stay as their own rows.
Each past meeting row has a More options menu with Share, Copy link, and Delete; see Sharing meeting notes from Notetaker for access settings. A meeting you delete leaves the list right away, and a meeting deleted somewhere else disappears from this list too. Retry and Generate summary stay in the full Notetaker view.
Note: A meeting still being recorded on another one of your devices stays live everywhere — it is not listed as finished, and transcript corrections and speaker reassignment become available once the recording ends on that device.
If a note is still processing
Open the note to see upload, transcript, and summary progress. Every meeting reaches a finished state: it either completes or shows We couldn't process your meeting.
Uploads continue while your computer is locked or idle, and an interrupted upload recovers on its own without uploading anything twice. If Flow quits or restarts mid-recording, the recording is recovered and finished the next time you open Flow, including everything captured after a resume. Meetings left waiting from an earlier session, and recordings whose stop never registered, are closed out the same way — you do not need to resume, stop or generate the summary yourself.
A meeting that never finishes processing keeps its recording on your device for 30 days, longer than the usual local retention window, so there is time to recover or re-process it. Meetings that finished processing keep the usual shorter window, and audio you deleted yourself is not kept.
If Notetaker cloud sync is off, meetings stay on your device and are not queued for upload; turn sync on and Flow picks them up.
Use Retry if generation fails — it also wakes an upload already in progress. If Retry reports that servers are busy and Flow will retry at a given time, no action is needed.
Very short or silent meetings
A meeting with very little speech finishes without a summary and explains why: Transcript too short to meaningfully summarize, or No meaningful audio recorded when nothing was picked up. There is nothing to retry — the meeting is complete, and your transcript and notes stay available. If a meeting already has a summary, re-processing it with short or empty audio keeps that summary.
Low disk space
While you are recording, if your drive is close to full Flow shows a one-time Storage almost full alert with roughly how many minutes of recording you have left, even if other tips are muted.
If there is not enough free space to finish a meeting after you stop, the meeting row and its note card show Storage full. Delete or move some files, then click Retry on the row to finish processing the meeting.
Waiting for a connection
If your device is offline or has just woken from sleep, the meeting shows Waiting for a connection in the hub and in the floating recorder window and stays in the list until it uploads. The upload resumes and the meeting finishes on its own shortly after you are back online — no relaunch needed; Retry nudges it sooner.
If your network is blocking the upload
When Flow is online but cannot reach our servers — often a VPN, proxy, or work firewall — the meeting card and the Summary tab say Can't reach our servers to upload this meeting and suggest turning the VPN off or switching networks, and a notification tells you your network may be blocking the upload. Switch networks, then click Retry on the notice.
If the connection is too slow, the notice reads Your connection is too slow to upload this meeting and confirms your recording is saved. Flow keeps trying on its own, waiting longer between attempts, so you can leave it alone, or click Retry once you are on a faster network. Retry never creates a duplicate upload.
Resume a meeting that just ended
When a meeting just ends, Flow shows a Notetaker stopped notice with Resume. If the previous recording is still saving, Resume waits for it to finish, then continues the same meeting and keeps the earlier transcript and its speaker names. Clicking again joins the same resume rather than starting a second recording.
Resume works while the meeting has recording time left; otherwise start a new recording. If a different recording has started in the meantime, that recording keeps running.
If the meeting never produced a summary, stopping the resumed recording uploads the original plus everything you added and generates the summary. A resume that captured no new audio simply closes out: no duplicate summary and no update prompt.
If a summary already existed and you have not edited it, a resume that adds at least 20% more audio, or 5 new minutes, is uploaded automatically, and a complete transcript and summary replace the partial one once ready. The earlier summary stays visible in the meantime.
Warning: If you edited the existing summary, it is kept as it is until you choose the summary-update action. Updating replaces your edits to that summary and supersedes any update already running. Meetings summarized earlier also still need that click.
Limits and access
Organization-held Business and Enterprise plans do not block Notetaker recording based on plan alone, and a personal Business subscription outside an organization has full access. An organization-wide admin setting or an account-specific access restriction can still block Notetaker.
When recording is blocked for privacy or compliance reasons — a signed HIPAA BAA or a personal BAA — Notetaker stays in the hub sidebar, the menu bar or Windows tray, and the app menus; open it from the sidebar or by cycling pages with Alt + arrow keys. Starting a recording is refused before any audio is captured, and Flow explains why — either the HIPAA notice, which includes the steps to revoke your own BAA in Settings → Data & Privacy, or a Notetaker is unavailable message. Notetaker is hidden entirely from the sidebar only when your plan does not include it or your admin has turned it off for your account.
If your organization does not allow recording for a meeting, no recording starts — whether you used a calendar reminder, Record in a note, or resumed a meeting after opening Flow. Flow shows the blocked-recording explanation in the notepad, or a full-screen notice when no meeting window is open, once per meeting and dismissible.
Still need help?
Notetaker is missing: update Flow, check that your Mac meets the macOS requirement, and follow any access notice or contact your admin to have your organization enable it.
A note will not finish processing after Retry: contact support and include your platform, device, and what you tried.