Notetaker settings, explained

One Settings page controls all of Notetaker: detection, recording start and stop, speaker labeling, and recorder behavior. Open it from the gear icon in the Notetaker hub header, from Notetaker in the Settings sidebar (labeled in your system language — for example, "Tomador de notas" in Spanish), or via Notification settings in the caret (▾) menu on a detected-meeting notification.

Meeting detection

• Notify before scheduled meetings start: get a reminder prompting you to join and record, or keep detection silent. During a recording, reminders are suppressed except for a genuinely different meeting.

• Keyboard shortcut: shows your current keybind (Opt + M to join a meeting or start the Notetaker) with a Change shortcut button.

A "Meeting detected" card appears when Flow spots a meeting you aren't recording. The first time, it reads "Transcribe this meeting with Wispr?" with Another time and Yes buttons, and explains that "Yes" turns on Private Cloud Sync — required for Notetaker to process and store your transcriptions. If Private Cloud Sync is already enabled (or your organization manages it), the card reads "Nothing extra joins the call! Notetaker captures what everyone says and summarizes after," and "Yes" starts the Notetaker without changing any setting. Another time dismisses the card without affecting active dictation.

The caret (▾) menu on a meeting notification includes Snooze for 2 min. The caret rotates when the action menu is open, and the tooltip reads "Upcoming meetings (N)," matching the number of meetings shown.

Close (✕) three detection cards in a row without joining, recording, or snoozing, and a one-time "Disable meeting notifications?" prompt offers Manage notifications (opens Settings → Notetaker) or Keep as is. It never changes settings itself, timed-out cards don't count, and it shows at most once per install.

When starting a meeting recording and system audio, microphone, or cloud sync still need to be enabled, a setup gate appears. Its footer displays a consent reminder in your system language — "Always ask for consent before transcribing. Read our privacy policy" — with a link to the privacy policy, in all setup gate states.

Weekly meeting note limits

Notetaker caps how many meeting notes you can create per week. The cap resets each Monday (UTC), and Basic users have a lower cap than paid subscribers.

• One note remaining: a warning notification reads "Only 1 meeting note left this week."

• Cap reached: new recordings are blocked, and a notification reads "You have no meeting notes left this week" with an Upgrade option (free/Basic plans only) and an Ok button. Any active live recording is stopped safely before the block takes effect.

• Hub banner: the Notetaker hub page shows how many notes are left, the reset date (for example, "Resets Monday, Aug 3rd"), and an Upgrade button on free plans.

Recording window

• Automatically detect any call: starts recording when Flow detects you've joined a call. Manual starts (hub button, tray, Flow Bar, Opt + M) always record immediately; a non-imminent calendar meeting opens as a passive draft. Automatic starts are blocked once you reach your weekly note limit.

• Stop Notetaker when a call ends (on by default): the master switch for automatic recording-end behavior. When off, recordings stop only when you stop them — except for the maximum-length cap.

• Maximum recording length: an absolute cap of 30 minutes, 1 hour, 2 hours, or 3 hours (default 2 hours) that applies even when auto-end is off. Raising it mid-recording extends the cap; lowering it below the elapsed time stops immediately. Previous 4- and 6-hour settings have been updated to 3 hours.

• Hide from screen shares and screenshots (off by default for new installs; existing preferences unchanged): excludes the Notepad and Flow Bar from screen shares and screenshots. A one-time "Notetaker screen share" notification appears the first time it takes effect, with an Update settings action.

• Show live transcript (on by default): turning it off hides only the live tab — audio is still captured, and the refined transcript and Summary still arrive.

• Open Notepad when starting Notetaker (on by default): turn it off to record auto-detected meetings in the background with only the Flow Bar pill visible.

• Split the screen when joining (off by default): docks your browser meeting left and Notetaker right; requires Accessibility access in macOS System Settings.

Auto-end check-ins

Recordings are never stopped silently — a notification appears first, and untitled notes show as "this meeting." Auto-end detection distinguishes a genuine call exit from temporary audio glitches such as switching to AirPods or a brief audio restart. If you move a meeting from one browser to another mid-call, recording continues and stops only when the browser actually hosting the call leaves the meeting. Recordings are never stopped automatically during the first 90 seconds of a session.

• Your meeting app drops the call: an "End of meeting detected, so recording stopped" notice appears with a Resume option; if you don't resume, the recording finalizes. Lingering on a rejoin screen after leaving also ends the recording.

• 10 minutes of continuous silence: "Still there? Notetaker isn't hearing anything" with a 30-second countdown; Keep recording resets the clock. Silence is never counted during connection issues.

• Microphone not heard: "Notetaker isn't hearing audio from your mic." Notetaker retries, then continues on system audio only — a mid-meeting mic failure never ends the meeting.

• 10 minutes past the scheduled end: a one-time informational toast; ignoring it keeps recording.

• 1 hour of recording: a 30-second toast, once per session; ignoring it stops the recording. Controlled by Stop recording after 1 hour.

• Maximum length approaching: a warning 5 minutes before the cap (2 minutes for the 30-minute setting). At the 3-hour maximum the toast shows Dismiss and Stop; for lower limits it includes Extend to [next length], which raises the cap and keeps recording. Recording always stops at the 3-hour maximum.

• Switching macOS user accounts: the recording stops and finalizes immediately, no countdown; audio and transcript are saved.

• Weekly cap reached mid-action: any active live recording is stopped safely before the quota block takes effect.

After a stop, auto-summarization runs only when there is no existing summary and more than 5 minutes of audio. A recording that never connected is removed rather than left stuck in "uploading," though a meeting with typed notes is always kept. A connected recording under about 20 words shows the "Started by mistake?" card — "Only a few words were captured. Keep this meeting or discard it." — with options to Keep or discard.

While recording

• Auto-detect speaker names (on by default): labels speakers in the transcript by matching what each audio channel heard. Turn it off for meetings with protected health information. Saves immediately and applies to new recordings only.

• Stop recording after 1 hour (on by default): shows the hourly check-in on any recording, including ones not tied to a calendar event.

The Flow Bar's meeting button keeps a neutral style while recording — the green waveform pill shows status, and the stop control reads Stop Notetaker. Hovering shows a "Start a new meeting note?" or "Switch to [meeting name]?" tooltip; if another meeting is detected while you're recording, the switch prompt quotes the meeting name — for example, "Switch to "Team Sync"?". During an active meeting, hovering also shows a live word count next to the meeting title, updating as people speak; the count is hidden before any speech is captured and during reconnecting states.

When a recording stops and a summary is expected, the notepad switches to the Summary tab. While the summary generates, that tab shows a status pill reading "Generating Summary..." with rotating messages and a skeleton placeholder; with reduced motion enabled on your Mac, a single static message appears instead.

A consent reminder — "Always get consent when transcribing others. Learn more" — shows above the composer for 15 seconds of visible time at each recording start.

To change the microphone Notetaker uses, open the Flow Bar status menu or go to Settings → Notetaker before or between meetings.

Speakers and transcript

Speakers are labeled "Speaker 1," "Speaker 2" until a name is confirmed; the live transcript has no per-speaker labels — full attribution arrives with the refined transcript. For calendar-linked 1:1 meetings, both participants are named automatically, including on Slack huddles and on calls using laptop speakers. Meetings where two people share one microphone stay unlabeled to avoid wrong names.

Notetaker keeps one unified roster: a participant tile ("Samm") merges with its calendar attendee ("Samm Yates"), ambiguous matches stay unmerged, and unidentified participants are never guessed — they stay "Speaker 1," "Speaker 2," or "Unknown." You appear as your name plus "(You)."

In solo or undiarized meetings, the speaker captured from your microphone resolves to your profile name (for example, "Josh Benson") in both the floating notepad and the meeting detail panel in the hub. If your profile has no first or last name set, the label falls back to "Speaker N."

Hover an underlined mention for the Who is this? popover, or use the Assign speakers modal (rows pre-filled; Add a person for anyone missing). Assignments update transcript, summary, previews, search, and AI chat instantly, so you can ask questions using real names instead of "Speaker 2." Ad-hoc meetings can pick up names from self-introductions (rolling out gradually); manual names always take precedence.

When all speakers are fully named, the summary and meeting notes render every person who spoke as a clickable name chip; only participants who did not speak may appear as plain text. The summary shown in the notes panel matches the Summary tab exactly. A speaker ordinal without a confirmed name still appears as a chip and updates once the speaker is identified. Genuinely ambiguous speakers — for example, the same speaker number arriving from both your microphone and system audio — are shown as plain "Speaker N" text to avoid attributing a quote to the wrong person.

• Transcript retention: controls how long transcript data is stored. The Local data storage setting under Settings → Data & Privacy applies to dictation only, not Notetaker.

• Sleep markers: if your device sleeps mid-meeting, the transcript gets a localized marker such as "Your device slept for 1 hr 11 min"; sleeps under 5 seconds are ignored.

• Reporting a line: flag any transcript line that looks wrong with the inline report this line option.

Privacy, Connectors, and MCP

• Default setting for newly created notes: controls who can access a note you share via link. Visible only if note sharing is enabled for your account.

• Meeting row colors: hub rows take their accent from the Google Calendar event color; meetings without one show a light blue (Peacock) bar.

• Guided tour: launch a walkthrough of Notetaker at any time from Settings → Notetaker, the hub header, or the Notetaker welcome banner. It highlights the Brief tab (pre-meeting context), the Summary tab, and other key areas. The Start tutorial button disables on click so the tour launches only once.

• Connectors (Settings → Connectors): connect Google Calendar, Gmail, Slack, and Notion. A progress bar ("N/4 connected") appears whenever you open the page with connections missing. This page still displays "Wispr Flow" in its copy. Disconnecting Google Calendar removes your upcoming events immediately on that device and stops their meeting reminders; other signed-in devices clear calendar data on their next sync (within about 5 minutes). Notes and recordings already linked to a calendar event keep their event details (title, attendees, speaker attribution), and reconnecting triggers a fresh full sync.

• MCP (Settings → MCP): sync Notetaker with your AI tools so they can search your notes, answer questions, and take actions from your calls. The page displays a connect URL and includes Connect to ChatGPT and Connect to Claude buttons. A promotional modal in the hub introduces this with the header "Bring your notes into your AI tools" and the message "Connect the Wispr MCP so your AI tools can search your notes, answer questions and take actions from your calls." The Wispr MCP exposes only your Notetaker meeting notes and briefs, not your dictations.

• Keyboard: with the Settings modal open, Option + ↑ / ↓ steps through the settings pages without wrapping and pauses while you type; hub shortcuts are suppressed while the modal is open.

Common issues

FAQs

Limitations and notes

• Notetaker is macOS only and rolling out gradually — as are some auto-end behaviors.

• Weekly meeting note limits vary by plan, reset every Monday, and are displayed with the reset date in the Notetaker hub banner.

• The one-click system audio permission prompt (no app restart) requires macOS 14.4 or later; macOS 14.3 and earlier use the Screen Recording permission and require restarting Wispr Flow after granting it. Manual entry points prompt only when you click "Turn on."

• Automatic speaker naming works for calendar-linked 1:1 meetings with headphones or laptop speakers, and on Slack huddles. For larger meetings, names are read from the meeting window: Google Meet in Chrome, Chrome Dev, and Chromium (not Safari), and Zoom, which requires Accessibility permission in System Settings → Privacy & Security → Accessibility.

• Speaker assignment works only on meetings you own; manual assignments are never overwritten by automatic detection.

• The Notetaker pill on the Flow Bar cannot be hidden with a preference; it is only excluded from screen shares and screenshots when Hide from screen shares and screenshots is on.

• Meeting reminders appear only in the Flow Bar and require Notetaker to be enabled on your account.

• A mic that is connected but silent (a wireless receiver out of range, say) is not detected as a problem, and there is no notification when a meeting falls back to system audio only.

• The microphone option in a note's ⋯ menu appears only while that meeting is actively recording. It disappears when recording stops, is not shown in the hub's meeting list, and does not appear on shared notes.

• Signing out clears calendar state, so a different user signing in on the same machine gets a clean sync.