How far ahead does the notetaker read my calendar?

TrackHeros does not read your calendar from the beginning of time to the end of the year. It reads a moving window. This answer is for freelancers and consultants who connect Google and Microsoft calendars and want to know which of their Google Meet and Microsoft Teams meetings the notetaker can see, and when. The account model is on every calendar in one notetaker.

What is inside the window?

Every event from yesterday to about two months ahead that carries a Google Meet or Microsoft Teams link, on each connected account's main calendar. That means the primary calendar of a Google account and the default calendar of a Microsoft account; other calendars in those accounts are not read. Events without a link are not listed at all; see meetings without a video link.

Those meetings are what you see on the read-only Calendar page, coloured and labelled by client in the all-clients view. See the unified calendar.

How quickly does a new invitation show up?

Without you doing anything. Each connected calendar is watched by push notification: a Google watch channel or a Microsoft Graph subscription. Both expire, so TrackHeros checks every hour and renews them before they do. When an invitation arrives, moves or is cancelled, the provider tells TrackHeros and the change is applied. A cancelled event cancels its bot.

Push notifications are not perfect, so every connected calendar is also read again in full every 15 minutes. A change that slipped past the push is picked up on that re-read.

What about meetings more than two months away?

They are not shown yet, and nothing needs doing about them. The window moves forward every day, so a meeting booked for five months from now appears as its date approaches, and from then on it is treated like any other: filed under its client, followed through reschedules, and joined about two minutes before the start if auto-join says so.

For a recurring meeting, the occurrences inside the window are listed and later ones arrive as the window reaches them. In practice, a meeting is in TrackHeros weeks before it starts.

What stops the calendar being read?

Two things, and both are visible.

Cause	What you see
The account needs reconnecting	A "Reconnect needed" tag on the client page, the note "Calendar sync is stopped until you reconnect." and a Reconnect button
You disconnected the account	The account is gone from Connected accounts; meetings already synced stay

When an account needs reconnecting, its sync stops until you reconnect it. There is no email alert, so the tag on the client page, or "Needs reconnecting" for your own calendar in Settings, is the place to look. Reconnecting is bound to the account you clicked: if the sign-in returns a different Google or Microsoft account, nothing changes. More on running several calendars at once in an AI notetaker for multiple calendars.