Your own calendar next to your clients' calendars: what a notetaker should do with each

Most people who work with several clients have one more calendar than they have clients: their own. It holds client calls, but also the dentist, the school run and a call with a friend. This guide is for freelancers, consultants and fractional CTOs who want a notetaker on the client calls in their own Google or Microsoft calendar without it turning up to everything else, on Google Meet and Microsoft Teams. How client accounts are connected is on the multi-account page.

Should a notetaker join every meeting on your personal calendar?

No. A personal calendar mixes client calls with things no client should ever see in a transcript, and a notetaker that joins every event with a link will eventually record one of them. The right default for a personal calendar is to join nothing until you say so.

Think about what carries a video link in a normal month. A call with your accountant about your tax return. A video appointment with a GP. A job interview you have not mentioned to your biggest client. A catch-up with a friend who happens to send a Meet link. Every one of those looks, to software, exactly like a client call: a title, a time, a link. Every one of them would be a bad thing to find summarised in a client's workspace.

Why is a client's calendar different from your own?

Because a client's calendar answers "whose meeting is this?" on its own, and a personal calendar cannot. Everything on the account a client gave you belongs to that client, so joining everything there is a sensible default.

Your own calendar is the opposite. The account tells the notetaker who you are, not who the meeting is for. A call with Client A and a call with Client B look identical from the outside. Without your help, a notetaker can only guess, and a meeting filed under the wrong client is worse than one filed nowhere: its notes end up in the wrong engagement's history, next to people who should never read them.

What should a notetaker do with each calendar?

Join a client calendar's meetings by default and file them under that client; hold a personal calendar's meetings back until you say which client each one is for.

	A client's calendar	Your own calendar
Whose meetings	That client's, all of them	Yours: client calls and everything else
Bot by default	Joins	Does not join
Which client	Decided by the account	Decided by you, per meeting or per series
Where meetings wait	In that client's workspace	In a private space, until you file them

A few more things a notetaker should get right with a personal calendar, whichever one you use:

• Ask once per meeting, and let you answer once per series. A weekly client call should be one decision, not fifty-two.
• Keep unfiled meetings private. Until you file a meeting, it belongs to nobody but you.
• Refuse to move a meeting after the call. By then the notes and any recording belong to a client. Moving them part-way would split one meeting across two workspaces.
• Recognise a meeting that is already on a client's calendar, so the same call does not get two bots.

Do you need to connect your personal calendar at all?

Not always. If every client invites the address they gave you, connect only the client accounts and leave your own calendar out of it.

Your own calendar earns its place when a real share of client calls land there: clients who never issued you an account, discovery calls with prospects, meetings booked through your own scheduling page. If that is a handful a month, pasting the link for each one may be simpler. If it is most of your week, connect it, and use a notetaker that asks before it joins. It also helps to ask clients who have given you an account to invite that address rather than your own; their meetings then arrive already filed. Choosing what to grant on the permission screen is covered in does an AI notetaker need access to your calendar?

How does TrackHeros handle your own calendar?

It connects it, files nothing on its own, and joins nothing until you say which client a meeting is for.

1. Connect it. In Settings, under Your own calendar, choose Connect Google Calendar or Connect Outlook calendar. Personal Outlook.com and Hotmail accounts work, as do Microsoft 365 ones. Access is read-only, and only the account's primary (Google) or default (Microsoft) calendar is read.
2. Meetings arrive unfiled. Events that carry a Google Meet or Microsoft Teams link appear in a private space only you can see. Events without a link never appear at all.
3. The bot waits. No bot joins an unfiled meeting on its own. Its page asks "Which client is this for?"
4. File it. Choose the client and select File it. For a recurring meeting, tick "Remember this for the whole series, so the next one is filed automatically", and later occurrences are filed under that client as they arrive. TrackHeros reads about two months ahead, so the occurrences already inside that window are waiting unfiled; file those one at a time.
5. From then on it is that client's meeting. It moves into the client's workspace, the bot uses that client's name, and your usual auto-join setting applies.

File client calls before they start. Filing is meant for meetings that are still to come: the bot does not chase a call that started more than ten minutes ago, and once a bot has joined a meeting, TrackHeros refuses to move it to another client. A meeting left unfiled stays in your private space, visible only to you.

What does that look like in a normal week?

A few decisions, not one per meeting. Say your own calendar holds these:

• Monday, the weekly call with Client A, sent to your own address. File the first one under Client A and tick the series box. Mondays that arrive after that file themselves; the ones already waiting are filed one at a time.
• Tuesday, a GP appointment with a video link. It arrives unfiled. Leave it, and no bot joins.
• Wednesday, a discovery call with a prospect who is not a client yet. Add them as a client, then file the meeting under them before the call.
• Thursday, a call that is also on Client B's calendar. Nothing to do; Client B's copy already has the bot.
• Friday, the dentist, with no link at all. It never appears in TrackHeros.

What if the meeting is also on a client's calendar?

Then it is already covered. The client's copy has the bot, and the copy on your own calendar gets none on its own while it sits unfiled.

When a remembered series files an occurrence under a client whose calendar already holds the same meeting, TrackHeros matches it to that meeting instead of creating a second one, so there is still one bot. How that matching works, and why it never happens between two different clients, is in the guide to the same meeting on two calendars.

Who can see the meetings from your own calendar?

Only you, until you file them. Unfiled meetings sit in a private space of your own, outside every client's workspace. Filing a meeting moves it into that client's workspace, where it follows the same walls as everything else the client owns, described in client workspaces that never mix.

To stop, disconnect your calendar in Settings. The sync stops, and meetings you have already filed under a client stay where they are. For a Google calendar, TrackHeros revokes its access at Google. Microsoft does not let an app revoke its own access, so for an Outlook calendar, also remove TrackHeros from your Microsoft account's app permissions.