One AI notetaker for every Google and Microsoft calendar you hold

TrackHeros is an AI meeting notetaker that connects every Google and Microsoft calendar you hold, detects the language of each meeting on its own, and keeps every client's notes in a sealed workspace of its own. This page covers the calendar side: how several Google and Microsoft accounts connect under one sign-up, how each is tied to one client, and what happens to the Google Meet and Microsoft Teams meetings on them. It is for freelancers, consultants and anyone else who holds a separate account for each client.

Can one notetaker read several Google and Microsoft calendars?

Yes. TrackHeros connects as many Google accounts and as many Microsoft accounts as you hold, together, under one sign-up. Microsoft means Microsoft 365 work or school accounts and personal Outlook.com or Hotmail accounts; there is no cap and no rule that you pick one provider.

Most notetakers connect one calendar per login, because they assume one person works for one company. The reasons are structural, and set out in why most notetakers allow one calendar per login. If you are comparing tools, the questions that separate a meeting assistant that supports multiple calendars from one that merely accepts a second login are in how to tell whether an AI notetaker really supports several calendars.

Do I need a separate sign-up for each account?

No. One TrackHeros sign-up holds every account. You connect each Google or Microsoft account from the page of the client it belongs to, and that is where it stays. The case for one notetaker account rather than one per client is in one notetaker account for all your clients.

A mixed set is normal: a Gmail address for one client, a Google Workspace account a client issued you for another, a Microsoft 365 account for a third. The step-by-step for each kind is in connecting Google Calendar and Outlook to one notetaker, one notetaker for several Google accounts, and the two guides to client-issued accounts on Google Workspace and Microsoft 365.

Which calendar on each account does it watch?

The main one. For a Google account that is the primary calendar; for a Microsoft account, the default calendar. Secondary, shared and subscribed calendars on the same account are not read.

What it does with that calendar:

• It reads from yesterday to about two months ahead.
• Only events carrying a Google Meet or Microsoft Teams link become meetings. The link is found in the conference data, the location field or the free text of the description, including forwarded Teams invitations and Microsoft Safe Links. Other events are not listed.
• Changes arrive by push — Google watch channels and Microsoft Graph subscriptions, renewed automatically before they expire — with a full re-read every 15 minutes as a backstop. A reschedule moves the bot; a cancellation cancels it.
• The permission is read-only: calendar.readonly on Google, Calendars.Read on Microsoft, plus the sign-in basics. Nothing reads your mail, files or contacts. A calendar you choose to receive appointments from a booking link is the exception: you grant that one account write access separately, and it is used only for those appointments. Why a notetaker asks for calendar access at all is covered in does an AI notetaker need calendar access?.

How does each meeting end up under the right client?

Because the account was bound to that client when you connected it. Each connected account belongs to exactly one client, enforced by a database constraint, and the same account cannot be attached to a second client: TrackHeros says it is already connected to another client and asks you to disconnect it there first.

That rule does the filing. If an account could serve two clients, every meeting arriving on it would need a second decision, and a wrong answer would put Client A's transcript inside Client B's workspace. Binding the account once, at connection time, means a meeting has an owner before the bot joins, before the transcript exists, before anything is stored. The walls themselves are described in client workspaces that never mix.

A meeting you send the bot by pasting its link without picking a client is filed under "No client": a real, private workspace with the same rules as any other, so "no client" is never a loophole. Nothing about language needs setting per account either; each meeting's language is worked out from the meeting itself, as described in automatic language detection.

What happens when a meeting is on two of my calendars?

It depends on whether the two calendars belong to the same client. Within one client, the meeting is recognised as one meeting and gets one bot, even when one copy is on a Google calendar and the other on a Microsoft one. Across two clients, each gets its own record and its own bot, by design.

Within a client, TrackHeros matches the two copies by their iCalendar id and start time, or by the same link at the same time. Across clients it never compares, because comparing would mean reading one client's calendar from inside another's workspace. If the same call really does sit on two clients' calendars, switch auto-join off for it in one of them. The longer explanation is in the same meeting on two calendars.

What does the unified calendar show?

One read-only Calendar page with the meetings from every connected account, each labelled and coloured by its client. Edits still happen in Google Calendar or Outlook, where the invitation lives. Whether the bot will join is on each meeting's own page. Details are on the unified calendar page.

What happens when I reconnect or disconnect an account?

Reconnecting is bound to the account you clicked, and disconnecting stops that one account's sync and nothing else. Neither deletes what was already recorded.

When an account needs reconnecting, its row on the client page and in Settings shows a "Reconnect needed" tag and a Reconnect button, and sync for that account stops until you use it. There is no email about it. The sign-in must return the same Google or Microsoft account: if you pick a different address in the account chooser, TrackHeros says so and changes nothing, rather than attaching another client's calendar to this workspace.

Disconnecting an account:

• Stops the sync for that account only. Other accounts are untouched.
• Leaves past meetings where they were filed.
• Does not cancel upcoming meetings already synced from it. Their bots stay scheduled and no longer follow reschedules, so switch auto-join off for any you no longer want.
• Revokes the access TrackHeros was given at Google. Microsoft offers no way for an app to revoke its own permission, so TrackHeros deletes its subscription and asks you to remove it from your Microsoft account's app permissions yourself.

There is no "move to another client". Disconnect the account from one client and connect it under the other; meetings already filed stay with the old client. Disconnecting is not deleting either: to remove recordings and notes, delete the client workspace. What deletion promises is on the privacy section of the homepage.

What about my own personal calendar?

You can connect it too, from Settings. Its meetings arrive unfiled in a private space only you can see, and the bot does not join one until you file it under a client.

Filing is per meeting, before the call, with an option to remember the choice for a recurring series so that occurrences arriving from then on are filed automatically. If the same meeting is already on that client's own connected calendar, that copy already has the bot, so leave the unfiled one alone. More in your personal calendar and your client calendars.