Enabling Notetaker for your organization (Enterprise admins)

Last updated: September 16, 2026

Available on: Admin portal (web), with an admin role. Notetaker itself runs on Mac and Windows; there are no Notetaker admin controls in the iOS or Android apps.

Organization settings in the admin portal control Notetaker access, Scratchpad availability, and note sharing for your whole team. Each setting below shows what changes for members.

Enable or disable Notetaker org-wide

Open Organization settings in the admin portal.
Find the Notetaker setting.
Set it to Enabled for everyone or Disabled for everyone. It applies to every member; there is no per-member override.

State	What members can do
Enabled for everyone	Members on Mac and Windows can record meetings and get notes and summaries.
Disabled for everyone	No Notetaker recording. Dictation is unaffected.

Before September 30, 2026: enable Notetaker early

Until September 30, 2026, Notetaker stays off for Business and Enterprise organizations that have not turned it on. The Notetaker setting in Organization settings reads "Notetaker will be enabled for your organization on September 30, 2026, unless you disable it here before then." On that date it turns on for every organization unless an admin has chosen Disabled for everyone first.

To use it sooner, an admin chooses Enable Notetaker now next to the setting. The confirmation records your acceptance of the updated MSA and DPA, including that Notetaker data (not dictation data) is stored in the Wispr cloud. Members quit and reopen Wispr Flow to pick up the change.

Organizations that purchase the Growth plan get Notetaker enabled automatically at checkout. Once enabled, the Enabled for everyone / Disabled for everyone control below applies as usual.

The same screen holds three more Notetaker org controls:

Transcript retention — managed individually by default (each member picks Never delete / 1 / 7 / 30 / 90 / 180 / 365 days); an admin can lock one retention window org-wide, overriding members.
Recording consent — consent confirmation before recording starts (default on), auto-posting a consent notice into meeting chat (default on), and a custom consent message up to 450 characters.
Blocked domains — blocks Notetaker from starting on calendar meetings with specified invitee emails or domains, including subdomains. Blocking your own verified domain or a consumer provider like gmail.com requires an explicit confirmation. Contact Wispr support if this card does not appear for your organization.

What members see when Notetaker is disabled

In onboarding, these members skip the product-intent question ("dictation, Notetaker, or both?") and go straight to standard dictation setup.

Note: Account-level entitlements also govern access. An entitled account can use Notetaker regardless of org settings; a non-entitled account cannot access it even when the org setting is enabled. HIPAA/BAA and Zero Data Retention restrictions always block recording.

Enable or disable Scratchpad org-wide

The Scratchpad dropdown sits below the Notetaker access controls in Organization settings. Only admins can change it; non-admins can view the current policy.

State	What it means
Enabled for everyone	Available to all members. Default.
Disabled for everyone	Scratchpad is off for all members; saved notes remain on their devices.

Control note sharing for your organization

Two dropdowns under Note sharing in Organization settings control who can receive shared meeting notes and how much of each note they see. Only admins can change them.

Note: Sharing and share-link creation require Cloud Sync to be enabled for the member. If Cloud Sync is off — by member choice, enterprise policy, or a signed HIPAA BAA — sharing actions fail with "Cloud Sync must be enabled to use this feature."

Note sharing audience

Options run from most to least restrictive:

Option	What members can do
Disabled	No sharing at all.
Internal only	Share with anyone in the organization, including "Shared with team"; public links off.
Internal and external	Also invite specific people outside the organization by name; public links off.
Public links	All options, including "Anyone with link." Default for organizations with no prior setting.

Members pick one of three per-note visibility levels — Anyone with the link (default for new shares), Anyone at {domain}, or Invite only. Invites go out by email with per-recipient delivery status, up to 50 recipients per request; under a restricted audience setting, ineligible recipients are rejected individually instead of failing the batch.

What Disabled changes for members

In the Share modal, Copy link and the visibility selector are disabled and the recipient search input is removed. Copying a link from a meeting list row shows a "sharing disabled by your organization" notice, and the Notetaker default-visibility setting is hidden.

Choosing Disabled opens a confirmation dialog before saving. No existing shared links or notes are deleted; widening the setting later restores previously shared links automatically.

Whose policy applies to a shared note

The owner's organization policy governs, not the reader's. Someone viewing a note shared into a disabled org can still copy the link, and the owner's Shared note content setting decides whether the transcript is visible — even when the recipient is in a different organization.

Shared note content

This dropdown sits below the audience dropdown and is greyed out when Note sharing is Disabled.

Option	What recipients see
Notes and transcript	Email-invited recipients see the full summary and transcript. Default.
Notes only	Email-invited recipients see the summary; the transcript is withheld.

Recipients never get a locally stored copy of the transcript; it is fetched each time a shared note is opened and is not saved to their device. The "Link copied" confirmation tells the owner whether the copied link includes the transcript or notes only.

Note: The note owner always sees their own full transcript. Domain and anyone-with-link viewers never receive transcripts.

Before you enable it

Warning: Notetaker is not yet HIPAA-compliant. If your organization has a signed HIPAA BAA, enabling Notetaker org-wide opens a confirmation dialog: Revoke BAA revokes the BAA and enables Notetaker in one step; Cancel leaves both unchanged. While Notetaker is enabled, accepting a BAA is blocked.

Participants are not always notified. Notetaker captures audio on the member's device rather than joining as a visible bot, so there is no "joined the meeting" notice. Recording and consent laws vary by state and country — confirm with your legal team what your team must disclose.
Review your agreements. Your MSA and DPA govern your organization's use of Notetaker. Current documentation is in the Wispr Trust Center; the enterprise team answers questions at enterprise@wispr.ai.

Admin roles

Enterprise roles are Admin, Member, and IT Admin (admin-level access without consuming a paid seat). You cannot change your own role to Member — another admin must do it. Role changes are unavailable while the organization has no active billing subscription.

Some admin-portal cards — IP allowlist, App Deny List, granular data controls, audit log streaming, and last-used dates — appear only when Wispr support enables them for your organization. The IP allowlist and Zero Data Retention settings can be locked so that only Wispr can change them.

FAQs

Can we enable Notetaker for only part of the team, or turn it off later?

The setting is org-wide — enabled or disabled for every member. You can switch back to Disabled for everyone at any time.

Do Windows members get Notetaker?

Yes. Notetaker is available on Mac and Windows, so the org-wide setting applies to members on both. It has no effect for members on iOS or Android, which cannot record.

What happens to meeting audio and transcripts?

Wispr does not use customer content to train AI models without consent. Member-level retention and deletion controls live in Notetaker settings on the member's Mac or Windows PC.

Can I restrict sharing without disabling it entirely?

Yes. See Control note sharing for your organization for the audience and content options.

Why would a member have Notetaker access even though we disabled it org-wide?

Their account is individually entitled to Notetaker, which overrides the org-wide setting. Contact your Wispr account team about account-level entitlements.