
This page lists known issues with Groupthink and any available workarounds. We update this page as issues are resolved.

## The Notetaker Is Waiting to Be Let In

**Issue:** The Groupthink notetaker usually joins right as your meeting begins. If your meeting has a waiting room, it waits outside until someone admits it, and it cannot record until then.

**Workaround:** Admit Groupthink from the waiting room. If it is still waiting about a minute in, we message the meeting and email the host so someone can let it in. Groupthink keeps waiting up to 25 minutes, or until your meeting was scheduled to end, whichever comes first, and it captures everything from the moment it is admitted. If it never gets in, you will get an email explaining why, and you can still add your notes by opening the recap and clicking **Log Interaction**. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted).

## Private Desktop Recording on macOS: silent or one-sided recording

**Issue:** A private desktop recording on macOS comes back silent, or captures your own voice but not the other participants.

**Workaround:** Groupthink needs two macOS permissions for a complete recording. Both live in **System Settings > Privacy & Security**.

1. Open **System Settings > Privacy & Security > Screen & System Audio Recording**. That pane has two groups. In the lower group, **System Audio Recording Only**, turn on **both** entries: **Groupthink** and **GroupthinkAudio**. This is what captures the other participants.

   Groupthink adds two entries here because a small helper does the audio capture and macOS lists it separately. They can appear at different times, so check back for the second one if you only see one today. If **GroupthinkAudio** is off, recordings come back silent even when **Groupthink** is on.

2. Open **System Settings > Privacy & Security > Microphone** and make sure **Groupthink** is turned on. This is what captures your own voice.
3. Stop the recording and start it again. Neither permission needs an app restart.

See [Troubleshooting Private Meeting Recording](/docs/troubleshooting_private_desktop_recording) for more detail.

> **Note:** You do not need to turn on the upper **Screen & System Audio Recording** toggle for audio. Turning it on does work, because it includes system audio, but it also gives Groupthink access to your screen, which audio capture does not need. Full screen access is only required for [Capturing On-Screen Content](/docs/on_screen_content_capture).

## Granting Full Disk Access Quits Groupthink

**Issue:** When you turn on Groupthink under **System Settings > Privacy & Security > Full Disk Access**, macOS immediately quits the app. This happens while setting up [Messages import on a Mac](/docs/messages_back_catalog).

**Workaround:** None needed. This is macOS applying the permission change, not a crash, and macOS gives no app a way to avoid it. Reopen Groupthink and go back to **Settings > Ingestion**. The **Messages on this Mac** card rechecks the permission on its own when you return, and confirms with "Full Disk Access granted" once it can read Messages. If it still shows the warning, use **Check again**. The card also has an **Open Privacy & Security** button that takes you straight to the right pane, and a **Restart Groupthink** button if macOS did not quit the app for you.

## Activity Capture Records Blank Window Titles

**Issue:** [Activity capture](/docs/desktop_activity_capture) is running and recording app names and durations, but every window title is empty.

**Workaround:** Window titles need a second macOS permission. Turn on Groupthink under **System Settings > Privacy & Security > Accessibility**. Titles start appearing within a few seconds, on the next sample. You do not need to restart the app. The **Activity on this Mac** card in **Settings > Capture** also detects this and offers an **Open Accessibility settings** button that takes you to the right pane. Automation and Accessibility sit next to each other in that list, so it is easy to grant one and think you granted both. Until Accessibility is on, your time is still counted per app, just without the window detail.

## Notetaker Didn't Capture the Meeting

**Issue:** The Groupthink bot failed to join, captured nothing, or you used a different notetaker for the call, so the recap is empty.

**Workaround:** You don't lose the meeting. Open its recap page, click **Log Interaction**, and paste in a transcript, summary, or notes from any source. Groupthink builds the recap from what you paste. See [Recover a Meeting Recap When the Notetaker Fails](/docs/recover_meeting_recap).

The most common single cause is that the notetaker reached the call but was never admitted from the waiting room. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted) for how to prevent it next time.

## Calendar Events Are Slow to Appear

**Issue:** Calendar changes normally reach Groupthink within seconds. If your calendar connection has expired, or you are making a large number of edits in a short window, new and changed events can be slower to appear.

**Workaround:** Click **Re-sync** at the top of your Groupthink calendar, or open **Settings > Meetings** and click **Sync Now**. If a red **Reconnect** prompt is showing, your calendar connection has expired and reconnecting is the fix. See [Reconnect your Google Calendar](/docs/reconnect_google_calendar).

## "Last interaction" shows an older date than the one at the top of the page

**Issue:** On a person's page, the header says something like "Last met yesterday" while the **Last interaction** card below it shows a much older date, sometimes a year ago.

**Why:** The two read different things. The header counts every meeting. The card below is built from the timeline, and the timeline only includes meetings Groupthink actually transcribed. So an in-person coffee, or a call the notetaker never joined, updates the header but leaves the card showing the last meeting we have a transcript for. Nothing has been lost, and the header is the accurate one.

**Status:** Fixed. If you use the Mac app, you will get this with the next app update, and the workaround below still applies until then.

**Workaround:** Open the person's page, click **Log interaction**, set the **Date** field to the day you actually met, add your notes, and click **Save notes**. Logged notes do count toward the Last interaction card, so it will show the correct recent date. One caveat: this adds a note, it does not make the untranscribed meeting itself appear in the timeline.

## "Nothing notable" doesn't always clear the meeting

**Issue:** You click **Nothing notable** on a debrief prompt. The box closes, but the amber **Needs debrief** chip stays on the meeting, and the meeting comes back to your debrief list after a refresh.

**Why:** This happens on the debrief box that opens from a calendar row, and on the one that opens after you tap **I went** on an ended event. The same button in the **Debriefs needed** section of your Today page does work, which is why the two can behave differently on the same screen.

**Status:** Fixed. If you use the Mac app, you will get this with the next app update, and the workaround below still applies until then.

**Workaround:** Instead of **Nothing notable**, type at least a few characters into **How'd it go?** and click **Save debrief**. A saved note clears the meeting from your debrief list everywhere, on every surface. If you would rather not write anything, use the **Debriefs needed** section on the Today page, where **Nothing notable** does clear it, for meetings that ended in the last 48 hours.

## Transcript Accuracy

**Issue:** Transcription accuracy may decrease with heavy accents, background noise, or overlapping speakers.

**Workaround:** Use a headset or a dedicated microphone. Without headphones, your laptop mic picks up the other participants through your speakers, and those words get transcribed twice, once clearly and once poorly. A headset removes that entirely. Groupthink transcribes English meetings; other languages are not supported yet.

---

_If you encounter an issue not listed here, contact us at support@groupthink.com._


Known Issues

MCP Server


Groupthink can answer "when are you free?" two ways: as plain text you paste into a reply, and as a link someone else opens to put time on your calendar.

Both read the same thing. Open times are computed across **every calendar you have connected**, so a dentist appointment on your personal calendar stops a client booking over it. You do not have to daisy-chain accounts or keep a second scheduling tool in step with the first.

Everything here lives in [User Settings &gt; Availability](https://app.groupthink.com/settings#availability). To get there in the app, click your name at the bottom of the left sidebar and choose **User settings**; Availability is under **Your data**, next to Calendar.

## Set When You Are Bookable

The first card is **When you're bookable**. Your calendars say when you are free. This says when you are willing to be booked. Every availability link offers times inside this window and nowhere else.

1. Go to [User Settings &gt; Availability](https://app.groupthink.com/settings#availability).
2. Set a **Start** and an **End** time.
3. Set your **Timezone**. Your working hours are read in this zone, and Groupthink also uses it when it renders times in your recaps and digests.
4. Under **Days**, click the day chips to choose which days you are bookable. You cannot turn off every day.
5. Click **Save**. A green **Saved** appears next to the button.

## Copy Your Next Open Times as Text

Sometimes the right answer to "when are you free?" is a couple of lines in a reply, not a link.

Click **Copy my next open times** on the same card. Groupthink puts the next week of free time on your clipboard as plain text, ready to paste. It reads like something a person would send:

```
Monday, Aug 17: 9:00–11:00am, 2:00–5:00pm
Tuesday, Aug 18: 10:00am–12:00pm
(times in PDT)
```

The button reads **Copied** for a moment when it works. If you have no open times at all in the next week, it still says **Copied** and puts the sentence _No open times in this window._ on your clipboard. Paste before you send.

This button uses one fixed set of rules and does not read any of your links. It looks for **30-minute** openings, no sooner than an hour from now, across the next **7 days**, and writes out at most five days with up to four ranges on each. Your working hours, days, and timezone apply the same way they do everywhere else. For a specific link's rules, use **Copy as text** on that link's row instead.

## Create a Booking Link

The second card is **Your links**. Each link is a named set of rules with its own web address that you can hand to anyone.

1. On the **Your links** card, click **New link**.
2. Give it a **Name**. This is what the person booking sees at the top of the page, so make it descriptive: "30-minute intro" rather than "link 2".
3. Adjust the rest of the settings (see the table below), then click **Create link**.

Your new link appears in the list with its web address underneath it.

### Link Settings

| Setting                   | What it does                                                                                                                                                                                                                                                                                                        |
| ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Name**                  | Required. The heading on the booking page.                                                                                                                                                                                                                                                                          |
| **Description**           | Optional. A sentence or two shown under the heading.                                                                                                                                                                                                                                                                |
| **Length**                | How long the meeting is. Options run from 15 minutes to 2 hours. Defaults to 30 minutes.                                                                                                                                                                                                                            |
| **Buffer**                | Time held clear either side of a booking. Defaults to **None**.                                                                                                                                                                                                                                                     |
| **Minimum notice**        | How soon from now the first slot can be. Defaults to **4 hours**.                                                                                                                                                                                                                                                   |
| **Booking window**        | How far out times are offered, in days ahead. Defaults to 14, up to 60.                                                                                                                                                                                                                                             |
| **Start times every**     | The spacing between offered start times. Leave blank to step by the meeting length.                                                                                                                                                                                                                                 |
| **Most per day**          | A cap on how many bookings this link accepts per day. Leave blank for no limit.                                                                                                                                                                                                                                     |
| **Book onto**             | Which of your calendars the meeting is created on. Leave it on **First available calendar** if you do not care. Open times are still computed across all of your calendars either way.                                                                                                                              |
| **Location**              | For meeting somewhere in person. Leave it blank for a video call. The text shows on the booking page and on the confirmation. Setting it does not switch **Attach a meeting link** off — turn that off yourself for a genuinely in-person meeting. See the limitation below about what reaches the calendar invite. |
| **Attach a meeting link** | On by default. Adds a Google Meet link to the invitation when **Book onto** is a Google calendar. See the limitation below for Outlook.                                                                                                                                                                             |
| **Accepting bookings**    | On by default. Turn it off and the link stops working for anyone who opens it.                                                                                                                                                                                                                                      |

Working hours, days, and timezone are not on this form. They are one setting for you, on the **When you're bookable** card, and every link honors them.

### The Web Address Never Changes

Groupthink generates each link's address for you. You cannot choose it, and editing the link later never changes it. Rename a link, change its length, pause it and turn it back on, and every copy already sitting in somebody's inbox keeps working.

## Share and Manage Your Links

Each link in the list shows its name, a summary of its rules, how many bookings it has taken, and its full web address. A summary line reads something like `30 min · 15 min buffer · 4 hr notice · 14 days out · 3 bookings`. A link with **Most per day** set carries a `max 2/day` piece as well.

Each row has five actions:

- **Copy link** puts the web address on your clipboard. Paste it into an email, a message, or an email signature.
- **Copy as text** reads that link's current open times and copies them as plain text, the same paste-able format as the card above but using this link's own rules.
- **Edit** opens the settings again.
- **Pause** stops the link working without deleting it. The row is marked **Paused** and the button becomes **Resume**. There is no confirmation step, so it is a safe thing to toggle.
- **Delete** removes it for good. Groupthink asks first, and warns you that meetings already booked through the link stay on your calendar.

If a link has no open times in its window right now, **Copy as text** copies the sentence _No open times in this window._ rather than an empty block, and the button still flashes **Copied**. Nothing on screen tells you the difference, so paste before you send. We are changing this.

## What Happens When Someone Books

The meeting is created on the calendar you chose under **Book onto**, titled with the link's name and the person's name (`30-minute intro — Dana Reyes`). You and they are both on the invite, and both of you are notified by the calendar provider. Whatever they typed under **What's this about?** is in the invite description, so read it there.

The person who booked also becomes a relationship in Groupthink, and the meeting sits on their record. That is the part a standalone scheduling tool cannot do: a booking is not a row in a separate app, it is the start of a relationship record that keeps building every time you talk.

For the whole picture of your side, see [After Someone Books](/docs/after_a_booking). For what the other person sees, see [Your Booking Page](/docs/booking_page).

## When Your Calendars Change

A link belongs to you rather than to one calendar, so it survives most of what you do to your connections.

- **The calendar under Book onto is disconnected.** The link keeps working. New bookings land on your first connected calendar instead. The link still points at the calendar that is gone, so **Book onto** shows nothing when you open **Edit** — pick a calendar again if you care which one bookings land on.
- **You disconnect every calendar.** The link still opens, but nobody can complete a booking through it. They see a message that the link is not connected to a calendar right now. Connect a calendar and it works again.
- **You connect another calendar.** Its events start blocking booking slots straight away, on every link you already have. Nothing to re-configure.

## Known Limitations

- **Cancelling and rescheduling** are not built into the booking page. The confirmation tells the person to reply to the calendar invite, which reaches you directly.
- **Moving or cancelling a booked meeting does not put the slot back on offer.** Groupthink holds the original time against your links even after you move the meeting or delete it from your calendar. The hold expires when the time passes. Until then, that start time is not offered again on any of your links.
- **The calendar invite is the confirmation.** Groupthink does not send a separate confirmation email to you or to the person who booked.
- **No meeting link on Outlook.** **Attach a meeting link** creates a Google Meet link, so it only does anything when the booking lands on a Google calendar. A booking on an Outlook calendar arrives with no video link, and the booking page has already told the person one is coming. If you book onto Outlook, set a **Location** instead, or point the link at a Google calendar.
- **Location does not reach a Google invite.** The **Location** text shows on the booking page and on the confirmation the person sees, but it is not written into the location field of an invite created on a Google calendar. Put the address in the link's **Description** as well so it travels with the invite. On an Outlook calendar the location does reach the invite.
- **A Location does not turn the video link off.** The two settings are independent. Leave **Attach a meeting link** on with a **Location** set and a booking on a Google calendar gets both, and the confirmation page shows the video link rather than your address. Turn **Attach a meeting link** off for an in-person link.
- **Live double-check on Outlook.** Groupthink re-checks your live calendar before it accepts a booking on Google. On Outlook it uses the calendar it has already synced, which can be a few minutes behind.

## Frequently Asked Questions

### Why does my link show so few open times?

Everything on your calendars blocks a slot — including events marked **Free**, holds
written by other scheduling tools, and multi-day events. If you are coming from a tool
like Reclaim or Clockwise, the holds it wrote still count as busy until you turn that
tool off, so a link can show far fewer days than your working hours suggest. Open the
calendars for that week and you will find something sitting on each missing day.

### Do I need a booking link to share my availability?

No. **Copy my next open times** works on its own and needs no link at all.

### Does it look at all of my calendars, or just one?

All of them. Open times are computed across every calendar you have connected, across accounts and across providers. The **Book onto** setting only decides which calendar the meeting is created on.

### Can I have more than one link?

Yes. Make one per kind of meeting: a 30-minute intro, a 60-minute working session, an in-person coffee with a **Location** set.

### Can I choose the web address?

No. Groupthink generates it, which is what keeps it stable when you edit the link later.

### What if two people book the same time?

Only one of them gets it. The second person sees a message that the time was just taken and a refreshed list of open times to pick from again.

### Does an invitation I declined still block a slot?

No. An event you declined is not a commitment, so it does not block the time. Everything else on your calendars does.

### What if I have no calendar connected?

Booking links need one. With no calendar connected there is nowhere to put the meeting, so a visitor who tries to book sees a message that the link is not connected to a calendar right now.

The times on offer go the other way, and it is worth knowing why: with no calendar to read, nothing blocks anything, so both the booking page and **Copy my next open times** hand out your entire working-hours window. Connect a calendar before you send a link to anyone.

### Does marking an event Free open that time up for booking?

No. Anything on your calendar blocks a booking slot, whether you marked it Free or not. Marking an event Free only affects [calendar sync](/docs/calendar_sync), where it stops a placeholder being written to your other calendar.

### Someone booked a bad time. Can I move it?

Move it on your calendar and reply to them, the same as any other meeting. Two things to know: the person cannot reschedule from the booking page, and moving the meeting does not free the original slot on your links. See Known Limitations above.

### Do I need to keep the working hours in sync with anything?

No. There is one working-hours setting and every link reads it.

## Related

- [Your booking page](/docs/booking_page) — what the person you send a link to sees
- [After someone books](/docs/after_a_booking) — the meeting, the notetaker, and the relationship record
- [Keep your calendars in sync](/docs/calendar_sync) — so a commitment on one calendar blocks a booking on another
- [Google Calendar](/docs/google_calendar) and [Outlook Calendar](/docs/outlook_calendar) — connecting more accounts
- [User settings](/docs/user_settings) — where the Availability tab lives

## Getting Help

Questions about availability links? Email [support@groupthink.com](mailto:support@groupthink.com).


Share Your Availability

Groupthink for Desktop is a native application for Mac and Windows. It unlocks private recording, where Groupthink captures a meeting straight from your computer audio without a visible bot joining the call, so your note-taking stays invisible to the other participants. It also gives you faster, distraction-free access to your notes, AI insights, and notifications. Private recording is available only through the desktop app.

If you mainly want the private recording feature, see [Privately Recording Meetings](/docs/private_desktop_recording) for how it works and what it captures. This page covers downloading, installing, and signing in to the app itself.

## Downloads

Groupthink is available for the following platforms:

- [Mac][download-mac]
- [Windows][download-windows]

All download links can also be found at <https://github.com/Groupthinkai/groupthink/releases/latest>

> **Note:** The sign-in handoff and the macOS permission prompts you see during setup come from your browser and operating system, so the exact wording can vary by version.

### Mac Setup Instructions

1. Download the package for [macOS](https://groupthink.com/download/mac), or choose `Groupthink-arm64.dmg` from the [list of downloads][all-downloads] under the "Assets" section - this version is for Macs with Apple Silicon (M1 or better).
 - If your Mac is powered by an Intel processor, please download the [Mac Intel version][download-mac-intel], or choose `Groupthink-x64.dmg` from the [list of downloads][all-downloads].
2. Locate the package in your Finder and double-click to open
3. Drag the Groupthink icon into your applications folder
4. Open the Applications folder and launch the Groupthink application - if you see a prompt asking if you want to open the Groupthink app, click on "Open"
5. When you see a pop-up, enable desktop notifications
6. Sign in using your existing Groupthink account, or [sign up][groupthink-signin] to create one - you will be redirected to your default browser to complete the sign-in process
7. When you see the "Sign in to Groupthink desktop?" prompt in your browser, click on "Yes, sign in" - if you see a prompt asking if you want to open the Groupthink app, click on "Open Groupthink"
8. At this point, the Groupthink desktop app should open and you will be signed in
9. When you see a pop-up requesting **System Audio Recording** or **Microphone** access, click "Open System Settings" and turn on Groupthink for each. The audio toggles are in the lower **System Audio Recording Only** group of the **Screen &amp; System Audio Recording** pane, and there are **two**: **Groupthink** and **GroupthinkAudio**. Turn on both. These two permissions are what let Groupthink capture your meetings; Screen Recording is not required for audio.

### Windows Setup Instructions

1. [Download the package for Windows 10/11][download-windows] or choose `Groupthink-Setup.exe` from the [list of downloads][all-downloads] under the "Assets" section
2. Locate the installer on your computer and double-click to start installation
3. Follow the instructions in the installer
4. Follow the rest of the instructions to finish installation
5. Open the Start menu and click Groupthink
6. Sign in using your existing Groupthink account, or [sign up][groupthink-signin] to create one - you will be redirected to your default browser to complete the sign-in process
7. When you see the "Sign in to Groupthink desktop?" prompt in your browser, click on "Yes, sign in" - if you see a prompt asking if you want to open the Groupthink app, click on "Open Groupthink"
8. At this point, the Groupthink desktop app should open and you will be signed in

## Related

- [Privately Recording Meetings](/docs/private_desktop_recording): record a meeting from your computer audio without a visible bot, using the desktop app.
- [Capturing On-Screen Content](/docs/on_screen_content_capture): capture the text shown on a meeting window during a private recording, not just what is said (macOS).
- [Import Your Messages History on a Mac](/docs/messages_back_catalog): read the text conversations already on your Mac into your contacts' records, one conversation at a time, with your permission (macOS).
- [Activity Capture on Your Mac](/docs/desktop_activity_capture): record which app and window you have in front of you, and for how long, so you can see where your time went (macOS).

The last two are opt-in and off until you turn them on. Both live under **Settings > Capture** in the Mac app.

[download-mac]: https://groupthink.com/download/mac
[download-windows]: https://groupthink.com/download/windows
[download-mac-intel]: https://groupthink.com/download/mac-intel
[all-downloads]: https://github.com/Groupthinkai/groupthink/releases/latest
[groupthink-signin]: https://groupthink.com/signin

Groupthink Desktop App


Groupthink can record which app and window you have in front of you, and for how long. That is the whole mechanism. What it gives you is the one thing meetings and notes cannot: where your attention actually went, including how much of it went to each person you work with.

It is **off until you turn it on**, it runs only in the **Groupthink desktop app on macOS**, and while it runs there is a dot in your menu bar the entire time.

You will find it in the desktop app under **Settings > Capture > Activity on this Mac**. The web app shows the same card with a note that it runs on your Mac.

## What gets recorded, and what never does

The card says this before the switch, and it is the actual behavior of the code.

**What gets recorded:** the name of the frontmost app, the title of its window, and the start and end time. Checked every 5 seconds. No screenshots, no keystrokes, no page contents.

**What never gets recorded:** anything in your password manager, Groupthink itself, and anything you add to your exclusion lists. Those are dropped on your Mac before they are saved or sent anywhere.

**When you step away:** after 2 minutes without keyboard or mouse, the timer stops and window titles are not read at all.

**Only you can see this.** Turning it off deletes anything still waiting to upload.

A few consequences of that design worth stating outright:

- Groupthink does not see inside a window. It sees the name of the app and the text of the window's title bar, which is what macOS itself shows in the window switcher.
- A title bar can still carry real content. In a browser, the title often includes the name of the thing you have open. Gmail, for example, puts the subject line of the open email there. If you do not want that recorded, add the site to **Never record these sites** (with web addresses on) or the app to **Never record these apps**.
- Locking your screen or putting the Mac to sleep stops the clock right then.
- A window you flick past for a second or two is not recorded. Very short switches are treated as noise and dropped.
- Nothing is recorded before you turn the feature on. There is no timer and no reading of any kind until the switch is pressed.

## Turning it on

1. Open the Groupthink desktop app on your Mac.
2. Go to **Settings > Capture** and find **Activity on this Mac**.
3. Read the disclosure block. It sits above the switch on purpose.
4. Turn on **Capture my app activity**.

macOS then asks for permission, once. See the next section.

While the switch is off, the card says so plainly: "Off. Nothing is being read."

## The two macOS permissions

This feature needs two separate macOS permissions, and they behave very differently. The second one is the one that catches people out, so it gets its own warning in the app.

### 1. Automation (required)

The first time you turn capture on, macOS asks whether Groupthink can control **System Events**. That is how Groupthink asks the system which app is in front. Allow it.

If you deny it, or it gets turned off later, the card tells you macOS is blocking Groupthink from seeing which app is in front, and gives you an **Open Automation settings** button. Allow Groupthink to control **System Events** under **Privacy & Security > Automation**, then turn capture back on.

Without this permission, nothing is captured at all.

### 2. Accessibility (needed for window titles)

Window titles need a second permission, under **Privacy & Security > Accessibility**. Without it, macOS reports that the frontmost app has no windows, and there is no error anywhere.

So the failure is quiet. Capture keeps running, your app names and durations keep accruing, and every single window title is empty. That looks like the feature working.

Groupthink checks for this permission directly rather than guessing from the missing titles. When it is off, the card says that Groupthink can see which app you are in but not what the window is called, that this needs a second permission, and that your time is still counted per app in the meantime, just without the detail. There is an **Open Accessibility settings** button next to it.

Capture is deliberately not blocked on this one. App names and durations are most of the value, and refusing to run without titles would trade a partial measurement for none.

Automation and Accessibility are adjacent rows in the same macOS settings list, so it is easy to grant one and think you granted both. Each warning in Groupthink links to its own pane.

## Knowing when it is running

Capture is never silent about itself.

- **A dot in your menu bar** for as long as capture is running.
- **A menu item** in the Groupthink menu bar menu reading "Capturing app activity", with **Pause Activity Capture** underneath it.
- **A tooltip** on the menu bar item.
- **A Capturing chip** on the settings card, and a **Paused** chip when it is paused.

The menu bar and the settings card read from the same source, so there is no state where capture is running and the indicator is not showing.

## Pausing

Pause from the menu bar, or from **Pause capture** on the settings card.

Pausing closes the current stretch of time immediately, so nothing keeps accruing behind a paused indicator. It keeps your opt-in and keeps anything already queued. **Resume capture** starts it again.

Use pause for an hour you do not want measured. Use the off switch when you want the whole feature to stop.

## Seeing what is being captured right now

Under **Being captured right now**, the card shows the app, the window title, the web address if you turned that on, and what time the current stretch started. It refreshes while capture is running.

This is deliberately the live row rather than a summary of the policy. The question anyone actually has is what Groupthink has on them right now, and the only honest answer is the current row.

Below it, the card shows how many entries this session were recorded and how many were skipped by your rules, plus how many entries are waiting to upload and when the last upload went out. Entries are uploaded in batches, so a small number waiting is normal.

## Excluding apps and sites

Two lists on the card, one entry per line.

**Never record these apps.** Matched anywhere in the app's name, so `Bank` covers anything with "Bank" in the name.

**Never record these sites.** Matched on the address, covering subdomains too. This only applies while web addresses are being recorded.

Click **Save exclusions** after editing either list.

Password managers and Groupthink itself are always excluded and do not need listing. That covers 1Password, LastPass, Bitwarden, Dashlane, and Keychain Access.

Exclusions are applied on your Mac, at the moment an entry is closed out, before it is written to the local queue. An excluded app never reaches disk, let alone the network.

## Recording web addresses

Off by default, with its own switch: **Also record web addresses**.

When it is on, Groupthink asks your browser for the address of the front tab, so a browser stretch says which site you were on instead of just "Chrome". macOS asks for permission for each browser separately.

Two things it does not do. It never reads page contents. And it only records web addresses, so local files you have open in a browser and the browser's own internal pages are left out.

If a browser refuses the request, the entry is still recorded with the app and window title, just without the address.

## Turning it off, and what happens to your data

Turn off **Capture my app activity**.

Capture stops immediately, the menu bar indicator disappears, and **anything still waiting to upload is deleted**. Groupthink does not upload a queue it collected under an opt-in you just withdrew.

Activity already uploaded stays in your account. It is yours and it is private to you.

## Frequently Asked Questions

### Can my manager or my team see this?

No. Activity capture is private to you.

### Does it take screenshots?

No. No screenshots, no keystrokes, no page contents. The app name, the window title, and the time.

### Does it run when I am away from the keyboard?

The clock stops after 2 minutes without keyboard or mouse, and window titles are not read while you are idle. Locking the screen or sleeping the Mac stops it right away.

### Why is every window title blank?

The Accessibility permission is off. See the two permissions section above. Turn Groupthink on under **Privacy & Security > Accessibility**. Titles start appearing within a few seconds; if they do not, relaunch the app.

### Does it slow down my Mac?

It checks the frontmost window every 5 seconds and does nothing in between. There is no recording, no screen capture, and no continuous process watching your input.

### Is it available on Windows?

Not yet. Activity capture is macOS only for now.

### What if I want a record of my day without recording a specific app?

Add that app to **Never record these apps**. Time in it is dropped on your Mac and never sent.

## Related

- [Groupthink Desktop App](/docs/desktop): downloading, installing, and signing in.
- [Import Your Messages History on a Mac](/docs/messages_back_catalog): the other opt-in ingestion source in the Mac app.
- [Capturing On-Screen Content](/docs/on_screen_content_capture): reading the text of a window you pick during a private recording, which is a separate feature with a separate permission.

## Getting Help

Questions about activity capture, or a permission that will not stick? Email [support@groupthink.com](mailto:support@groupthink.com).


Activity Capture on Your Mac


> **Groupthink has three GitHub features, each with its own connection.** **[GitHub Issues](/docs/github_integration)** files meeting action items as GitHub issues (free, uses the Groupthink GitHub App). **[GitHub repo sync](/docs/github_repo_sync)** commits your meetings and captures to a repo you own as Markdown files (Pro, uses a personal access token). **[GitHub activity signal](/docs/github_relationship_signal)** reads your GitHub activity to keep relationships current. This page is about **GitHub activity signal**.

Groupthink knows who you meet with. For a lot of technical people that misses most of who they actually work with, because the evidence of that relationship is in GitHub instead of on a calendar.

Turn this on and Groupthink reads who you open, co-author, and review pull requests with, and files that collaboration as private, dated entries on the record of the person you worked with.

It is **off by default**, including for everyone who already had GitHub connected before this shipped. Connecting GitHub is consent to file issues. It is not consent to read your collaboration history into other people's records, so this gets its own switch.

## Where it lives

**User settings > Connections**, in the card titled **Use GitHub activity as relationship signal**. It is the first card in the tab.

If GitHub is not connected yet, the card shows a **Connect GitHub** button instead of a switch, and tells you to connect GitHub first. See [Github](/docs/github_integration) for how to connect it.

## What gets read

- Pull requests you and another person both worked on.
- Pull requests of yours that someone reviewed.
- Pull requests of theirs that you reviewed.

That is the whole list for now.

## What lands on a person's record

A dated entry naming the pull request and the person, with a link to it on GitHub. Something like:

> You and Dana Smith both worked on pull request acme/backend#42 "Add rate limiting to the ingest endpoint", merged Aug 5, 2026.

The entry is private to you, the same as every other entry on a relationship record. It also counts as an interaction, so someone you ship with every week stops looking like a cold contact and stops triggering reconnect nudges.

## What does not get read

Who and which pull request and when. That is it.

- Your code is not read into anyone's record. Neither is the diff.
- Review comments are not copied into the record.
- Issues, mentions, and assignments are not covered yet.
- Nothing is pushed back to GitHub. This direction is read only.

## Scope

This covers **every repository your GitHub connection can already see**. There is no per-repo picker yet.

If that is broader than you want, narrow it where the connection is defined: change which repositories the Groupthink GitHub App is installed on in GitHub, and this follows.

Groupthink checks recent activity, not your whole history. It looks at pull requests merged in the last several days on each run, so this fills in going forward rather than reconstructing years of past work.

## How people get matched

Groupthink matches collaborators to your contacts by email address, using the same addresses already on their record, including secondary ones.

If it cannot match someone, nothing is written. Groupthink does not guess and does not create a contact out of a GitHub account.

One known gap worth knowing about: reviewers are identified by their GitHub username, and Groupthink can only connect a username to an email address when that person also has commits on the same pull request. A reviewer who only reviewed may not be matched yet. We are working on it.

## Turning it on

1. Connect GitHub if you have not already. See [Github](/docs/github_integration).
2. Open **User settings > Connections**.
3. Find **Use GitHub activity as relationship signal** at the top of the tab.
4. Turn the switch on.

Groupthink checks GitHub once a day rather than the moment a pull request merges, so give the first entries a day to appear.

## Turning it off

Turn the same switch off.

That stops future entries. It does **not** delete entries already written. Those are part of your record, which follows the same rule as every other capture source in Groupthink. If you want a specific entry gone, remove it from the person's record.

## Frequently Asked Questions

### I already had GitHub connected. Did this start reading my history automatically?

No. Existing connections read as off. Nothing is read until you turn the switch on yourself.

### Does this affect routing action items to GitHub issues?

No. That is a separate feature on the same connection and it is unchanged. See [Github](/docs/github_integration).

### Can I limit it to one repository?

Not from Groupthink yet. Today the scope is whatever your GitHub connection can see. A per-repo picker is not built.

### Do the people I collaborate with see any of this?

No. Relationship records are private to you, and nothing is written back to GitHub.

### Will it create contacts for people I have never met?

No. Entries land on people already in your records, matched by email address. Someone Groupthink cannot match produces nothing at all.

### Will I get entries on my own record?

No. You are never written onto your own record.

### I deleted one of these entries and re-ran. Does it come back?

No. A deleted entry is not recreated on a later run.

## Related

- [Github](/docs/github_integration): connecting GitHub and routing action items to issues.
- [Relationship Intelligence](/docs/relationship_intelligence): where these entries show up.

## Getting Help

Questions about GitHub as a relationship signal? Email [support@groupthink.com](mailto:support@groupthink.com).


Use GitHub Activity as Relationship Signal

> **Groupthink has three GitHub features, each with its own connection.** **[GitHub Issues](/docs/github_integration)** files meeting action items as GitHub issues (free, uses the Groupthink GitHub App). **[GitHub repo sync](/docs/github_repo_sync)** commits your meetings and captures to a repo you own as Markdown files (Pro, uses a personal access token). **[GitHub activity signal](/docs/github_relationship_signal)** reads your GitHub activity to keep relationships current. This page is about **GitHub repo sync**.

**GitHub repo sync is a Pro feature, and it is included in your 30-day free trial.**

Groupthink commits your meetings and captures to a private GitHub repo you own, as Markdown. Every meeting recap and every voice note, quick capture, or question you ask lands in the repo as a commit. Your history stays yours, in plain files, and works with any tool that reads a folder: Claude Code, Obsidian, `grep`, or a text editor.

This page explains what repo sync does. For the step-by-step setup, see [Set up repo sync](#set-up-repo-sync) below.

This is a different GitHub connection from the one that files action items as GitHub issues. That one uses the Groupthink GitHub App and is free. See [GitHub Issues](/docs/github_integration). Repo sync uses a personal access token you create, scoped to one repo.

## Where it lives

**User settings** &gt; **Connections &amp; Integrations**, in the section titled **GitHub repo sync**. It sits below **Use GitHub activity as relationship signal** and **Action item sync**. Direct link: [app.groupthink.com/settings#connections](https://app.groupthink.com/settings#connections).

## What Groupthink writes to your repo

Everything is Markdown. Groupthink reads the file, adds to it, and commits. It never deletes a file.

| Path | What it holds |
| -------------------------------- | -------------------------------------------------------------------------------------------------------------------------- |
| `captures/YYYY/YYYY-MM-DD.md` | One file per day, in your timezone. Each capture is a block with the time, the source, who it was filed to, and your text. |
| `captures/README.md` | Explains the capture file layout and source labels. |
| `meetings/YYYY-MM-DD-{title}.md` | One file per meeting: summary, key intel, and what was decided. |
| `meetings/{person}-agenda.md` | Open threads with a person, newest at the top. |
| `actions.md` | Action items from every meeting, appended. |
| `intel/people-dossiers.md` | Dated entries under each person: relationship signals from meetings, plus a one-line entry for each capture filed to them. |
| `memory/MEMORY.md` | One or two high-signal lines per meeting. Claude Code reads this file on session start. |

The capture day files are byte-for-byte the same files you get from [Export my captures](/docs/export_your_data). A synced repo and an export of the same history match.

## When commits happen

- **Captures**: within about a minute of Groupthink finishing processing the capture. A typed capture is fast. A voice note is committed after transcription.
- **Meetings**: when the recap is ready after the meeting ends.
- **Backfill**: the first time the connection verifies, Groupthink writes your whole capture history into the repo, one commit per day that has captures. You can also trigger this by hand with **Backfill history now**.

Commit messages are tagged so you can tell them apart in the history:

- `[groupthink:backfill] Backfill 2026-08-20 captures`
- `[groupthink:capture:NI...] Add capture`
- `[groupthink:capture:NI...] Patch people dossiers`
- `[groupthink:AM...] Add meeting notes`

## Choosing what to sync

Once connected, the section shows two switches under **What to sync**: **Meetings** and **Captures**. Both are on by default. Turn one off and Groupthink stops committing that kind of content until you turn it back on. Switching a toggle does not remove anything already in the repo.

## Safe to run twice

Every block Groupthink writes ends with a hidden comment carrying its ID, like ``. Before writing, Groupthink checks for that marker. A capture already in the file is never written again, so **Backfill history now** is safe to click more than once. Days already in the repo are left alone and only missing captures are added.

If you edit the files by hand, keep those comments in place.

## Append-only

Groupthink writes each capture to the repo once, when it is processed, and does not rewrite it later. If you later file a capture to a different person, or edit its text in Groupthink, the block in the repo keeps what was true at commit time. The capture export always reflects the current state. The repo's `captures/README.md` says the same thing.

## What happens if your subscription lapses

Syncing stops. No error, no email. The connection and your token stay in place, and **Disconnect** still works, so you can remove the token from Groupthink whenever you want. Resubscribe and syncing resumes from there. Anything that happened in between is not committed automatically; click **Backfill history now** to catch the repo up on captures.

Exporting your data stays free on every plan.

## Token permissions

Repo sync uses a fine-grained GitHub personal access token. Scope it to just the repo you are syncing to, with one permission:

- **Contents: Read and write**

GitHub adds **Metadata: Read-only** on its own. Nothing else is needed. Groupthink stores the token encrypted, never shows it back to you, and never writes it to logs.

## Set up repo sync

The full walkthrough, from an empty GitHub account to watching your first capture land as a commit. It assumes nothing exists yet. Every step is a checkbox. You need an active trial or a Pro subscription before step 3; if the section shows a **Pro** chip and an **Upgrade to Pro** button, your trial has ended, so upgrade first.

### 1. Create a private repo on GitHub

- [ ] Go to [github.com/new](https://github.com/new).
- [ ] **Owner**: your personal account. (An organization works too, but the org may need to approve the token in step 2.)
- [ ] **Repository name**: something plain, like `groupthink-notes`.
- [ ] **Visibility**: **Private**. The files will contain your notes about real people.
- [ ] Turn **Add README** on (it is a toggle, off by default). This matters. Groupthink verifies the connection by looking up the branch, and a repo with no commits has no branch yet. The README gives the repo its first commit and creates `main`.
- [ ] Leave `.gitignore` and license as **None**.
- [ ] Click **Create repository**.
- [ ] Note the full name as `owner/name`, for example `dmorrill/groupthink-notes`. You will paste this into Groupthink.

### 2. Create a fine-grained personal access token

Groupthink writes to the repo with a token you create. Scope it to that one repo only.

- [ ] Go to [github.com/settings/personal-access-tokens/new](https://github.com/settings/personal-access-tokens/new). (From GitHub: profile photo &gt; **Settings** &gt; **Developer settings** &gt; **Personal access tokens** &gt; **Fine-grained tokens** &gt; **Generate new token**.)
- [ ] GitHub shows **Confirm access** first. Approve it on GitHub Mobile, use your passkey, or click **Use your password**. This is GitHub's sudo mode; it asks once every few hours before anything security-related, and you land on the token form when it clears.
- [ ] **Token name**: `groupthink-repo-sync`.
- [ ] **Expiration**: pick the longest you are comfortable with. When the token expires, syncing stops and **Test connection** reports an invalid token. You paste a new one in Groupthink to resume.
- [ ] **Resource owner**: the account or organization that owns the repo from step 1.
- [ ] **Repository access**: **Only select repositories**, then pick the repo from step 1. Do not pick **All repositories**.
- [ ] **Permissions** &gt; **Repository permissions** &gt; **Contents**: set to **Read and write**.
- [ ] Confirm **Metadata** shows **Read-only**. GitHub adds it automatically. No other permission is needed.
- [ ] Click **Generate token**.
- [ ] Copy the token. It starts with `github_pat_`. GitHub shows it once. If you lose it, generate another.

### 3. Connect the repo in Groupthink

- [ ] In Groupthink, click your profile avatar and choose **User settings**, then open the **Connections &amp; Integrations** tab. Direct link: [app.groupthink.com/settings#connections](https://app.groupthink.com/settings#connections).
- [ ] Scroll past **Use GitHub activity as relationship signal** and **Action item sync** to the section titled **GitHub repo sync**.
- [ ] Confirm there is no **Pro** chip next to the heading and the fields are editable. If you see **Repo sync is part of Groupthink Pro** with an **Upgrade to Pro** button, upgrade and come back.
- [ ] **Personal access token**: paste the token from step 2. It is masked as you type and is never shown again after you save.
- [ ] **Repository**: the `owner/name` from step 1.
- [ ] **Branch**: `main`. (Leave it blank and Groupthink uses `main`. Type `master` only if your repo uses that.)
- [ ] Click **Connect**.
- [ ] You should see **Connection saved.** and then a green **Connected — owner/name@main** banner. The token field clears.
- [ ] Click **Test connection**. This is the step that verifies the token against GitHub. Success looks like a green message: **PAT verified. Groupthink will commit your meetings and captures to owner/name@main.**

Do not skip **Test connection**. Until the connection has verified once, Groupthink does not commit anything and a backfill request is refused.

### 4. Choose what to sync and backfill your history

After the connection verifies, the section grows a **What to sync** block and a status line.

- [ ] Under **What to sync**, confirm both **Meetings** and **Captures** are on. They are on by default.
- [ ] Look at the **Backfill history now** button. The first successful **Test connection** queues a backfill on its own, so you may already see a chip next to the button reading **Backfill queued** or **Backfilling your history…**. If the chip is not there, click **Backfill history now**.
- [ ] Wait. The chip moves from **Backfill queued** to **Backfilling your history…** to **History backfilled**. The page updates on its own; refresh if you want to hurry it.

What the backfill writes: `captures/README.md`, then one file per day that has captures, one commit per day. It does not write meeting files; meetings are committed going forward as recaps arrive. Plan on one to two seconds per day of history. A year of daily captures takes a few minutes. The job gives up after fourteen minutes and the chip reads **Last backfill failed**; click **Backfill history now** again and it picks up where it stopped, since days already written are skipped.

- [ ] The status line now reads **Last synced** with a time, instead of **Nothing synced yet**.

### 5. Look at the repo

- [ ] Click **Open repo on GitHub** in the status line, or open the repo yourself.
- [ ] You should see a `captures/` folder next to the README you created. Inside: `README.md` and a folder per year, with one `YYYY-MM-DD.md` file per day you captured something.
- [ ] Open a day file. Each capture is a heading with the time, the source, and who it was filed to, then your text. The hidden comment at the end of each block is expected; leave it in place.
- [ ] Open the commit history. You should see one commit per day file, named like `[groupthink:backfill] Backfill 2026-08-20 captures`, plus `[groupthink:backfill] Add capture history README`.

If you had no captures yet, the backfill writes only `captures/README.md`. That is correct.

### 6. Make a capture and watch it land

- [ ] In Groupthink, capture something: record a voice note, type a quick capture, or ask Groupthink a question about someone.
- [ ] Wait about a minute. A typed capture commits as soon as Groupthink finishes processing it. A voice note has to be transcribed first, so give it a little longer.
- [ ] Refresh the repo. Today's file under `captures/` has a new block, and the latest commit is `[groupthink:capture:NI...] Add capture`.
- [ ] If you filed the capture to a person, there is a second commit, `[groupthink:capture:NI...] Patch people dossiers`, and `intel/people-dossiers.md` has a one-line entry under that person.
- [ ] Back in settings, **Last synced** has moved forward.

Meetings work the same way. After your next meeting recap is ready, look for `meetings/YYYY-MM-DD-{title}.md`, plus commits that touch `actions.md`, `intel/people-dossiers.md`, and `memory/MEMORY.md`.

### 7. Optional: point Claude Code at it

- [ ] Clone the repo: `git clone git@github.com:owner/name.git`.
- [ ] Open a Claude Code session in that folder. `memory/MEMORY.md` is the file Claude Code reads on session start, and Groupthink writes one or two lines to it per meeting.
- [ ] Everything else is plain text. `grep -r "Adam" captures/` finds every capture that mentions Adam. Obsidian opens the folder as a vault with no setup.
- [ ] Pull before each session. Groupthink commits to GitHub, not to your clone.

### Troubleshooting

**Test connection says "Invalid Token" or "The PAT was rejected."**
The token expired, was revoked, or was pasted with a stray space. Generate a new one (step 2), paste it into the **Replace PAT** field, click **Save changes**, then **Test connection** again.

**Test connection says "Repo or Branch Not Found."**
Check three things. The **Repository** field is `owner/name`, not a URL. The **Branch** matches the repo's default branch (usually `main`). And the token's **Repository access** includes this repo. A token scoped to the wrong repo gets a 404, not a permissions error.

**Test connection says "GitHub returned HTTP 409."**
The repo has no commits, so there is no branch to find. Add a README on GitHub (step 1), then test again.

**The section shows a Pro chip and the fields are greyed out.**
Your workspace has neither an active trial nor a Pro subscription. Click **Upgrade to Pro**, finish checkout on Stripe, and the section unlocks when you return. If you are on a trial or already paying and still see the chip, refresh the page, then email support.

**I clicked Connect and nothing is syncing.**
Click **Test connection**. Connecting saves the token; testing verifies it. Nothing commits until the connection has verified once.

**Backfill history now does nothing, or shows an error about verifying the repo.**
Same fix: click **Test connection** first, then backfill.

**The chip says "Last backfill failed."**
Click **Backfill history now** again. Days already in the repo are skipped. If it fails twice, run **Test connection** to check the token, then email support with your repo name (not your token).

**The chip has said "Backfilling your history…" for a long time.**
A very long history can take several minutes. Past twenty minutes, Groupthink treats the run as stuck and lets you start another: click **Test connection** or **Backfill history now**.

**A capture I edited in Groupthink did not change in the repo.**
Expected. Repo sync is append-only: each capture is written once and not rewritten. The capture export always reflects the current state. See [Append-only](/docs/github_repo_sync#append-only).

**My trial ended, or my subscription lapsed, and commits stopped.**
That is the designed behavior. Upgrade or resubscribe and new captures sync again; click **Backfill history now** to fill in the gap. Whatever is already in the repo stays there — it is your repo, and Groupthink never deletes from it. You can also click **Disconnect** at any time to remove the token from Groupthink.

## Frequently asked questions

### Is repo sync included in the free trial?

Yes. The 30-day trial includes every feature, repo sync among them. Connect a repo during your trial and your whole history backfills the same way it would on Pro. When the trial ends without an upgrade, new captures stop syncing — but everything already committed stays in your repo, and you can still export your history at any time for free. See [Export your data](/docs/export_your_data).

### Does the repo have to be private?

No, but it should be. The files contain your notes about real people. Groupthink does not check the repo's visibility.

### Can I use an organization's repo?

Yes, if you can create a fine-grained token for it. Some organizations require an admin to approve fine-grained tokens before they work.

### Why has nothing synced yet?

The connection has to be verified first. After you click **Connect**, click **Test connection**. The status line under the connection reads **Nothing synced yet** until the first commit lands. See the [troubleshooting section](/docs/setup_github_repo_sync#troubleshooting) of the setup guide.

### I had a repo connected before repo sync became a Pro feature. Did I lose it?

No. Connections that were already verified kept working when the Pro gate shipped, whether or not the account pays.

## Related

- [Export Your Data](/docs/export_your_data)
- [Github](/docs/github_integration) (action items as GitHub issues)
- [MCP Server](/docs/mcp_server)
- [Managing Your Billing & Subscription](/docs/manage_billing)

## Getting help

Questions about repo sync? Email [support@groupthink.com](mailto:support@groupthink.com).

GitHub Repo Sync


If you use Messages on a Mac, the conversations already sitting there can become part of your contacts' records. Groupthink reads the Messages database on your own machine, you tick the conversations you want, and each one is filed onto the contact whose phone number or Apple ID it matches. It then shows up as a **Text** interaction on that person's timeline, alongside meetings and forwarded email.

This lives in the **Groupthink desktop app for Mac**, under **Settings > Capture > Messages on this Mac**. The web app shows the same card with a **Mac app only** label, because the reading happens on your machine.

## What is read, and what leaves your Mac

The card states this before you turn anything on, and it is worth repeating here:

- Your Messages database is read on this Mac only. Nothing is read until you turn this on. That includes the list of who you text, which is itself private information.
- Only the conversations you tick are sent to Groupthink. **Group chats are never read.**
- Uploaded conversations are stored and can be deleted from your notes at any time.
- Disconnecting stops all future reading and clears what this Mac remembers about the import.

Nothing runs on a schedule. There is no background sync and no timer. A conversation is read when you press the import button and at no other time.

## Before you start

- A Mac running the [Groupthink desktop app](/docs/desktop), signed in.
- Messages history on that Mac. If your texts live only on your iPhone, turn on Messages in iCloud and let them sync down first.

## Step 1: Turn on Messages import

Open **Settings > Capture** in the desktop app and find **Messages on this Mac**. It starts **Off**.

Click **Turn on Messages import**. This is the consent step. Nothing has been read up to this point.

## Step 2: Grant Full Disk Access

macOS blocks every app from reading the Messages database until you grant Full Disk Access. Two things about this surprise people, so here they are plainly.

**There is no in-app prompt.** macOS gives apps no way to ask for Full Disk Access. Groupthink can only send you to the right settings pane. The card gives you an **Open Privacy & Security** button that opens it directly.

**macOS quits Groupthink the moment you flip the switch.** That is macOS applying the change, not a crash. The card has a **Restart Groupthink** button for exactly this, and once you reopen the app you can come back to the card and click **Check again**.

The steps:

1. Click **Open Privacy & Security** on the card.
2. Under **Privacy & Security > Full Disk Access**, turn on Groupthink.
3. macOS quits Groupthink. Reopen it.
4. Go back to **Settings > Capture**. The card now reads **On**.

## Step 3: Choose conversations

Click **Choose conversations**. Groupthink lists the one-to-one conversations on this Mac, with a message count and when the last message arrived.

A few things about that list:

- Only one-to-one conversations appear. Group chats are never read, so they are never listed.
- Each conversation is shown by its handle, the phone number or Apple ID exactly as Messages stores it. Groupthink does not guess a name here, because matching a handle to a contact is decided after the import.
- Conversations you have imported before are marked **Imported**, or **New messages since import** if there is anything new.

Tick the conversations you want. You can pick up to **25 per import**. The import button tells you roughly how many notes that will produce before you press it.

## Step 4: Import

Click the import button. Groupthink reads each conversation you ticked, uploads it, and files it onto the matching contact.

When it finishes you get a plain summary: how many conversation notes were created, how many were already captured, and how many did not go through. Notes appear on each contact's timeline once Groupthink has read them.

If a conversation was long enough that Groupthink stopped partway, the summary says so. Run the import again and it picks up where it left off. Nothing is sent twice.

## Limits worth knowing

- **25 conversations per import.** Run it again for more.
- **One-to-one only.** A group chat has no single person to file it to, so it is never read.
- **Re-importing sends only what is new.** Groupthink remembers where each conversation left off, so a second run on the same conversation sends only the messages that arrived since. If nothing arrived, it reports that there is nothing new to import.
- **Messages still syncing down from iCloud may not appear yet.** Groupthink reads the database without disturbing it, which means a message that has not been written out yet is picked up on the next import instead.
- **Messages.app is left alone.** Groupthink opens the database read only. You can keep Messages running throughout.

## Turning it off

Click **Disconnect** on the card. That stops all future reading and clears what this Mac remembers about the import, including where each conversation left off.

Conversations you already imported stay in Groupthink, because they are your record now. You can delete any of them from your notes.

If you disconnect and later turn it back on, Groupthink starts from an empty imported state and will offer you the full list again.

## If the card says something else

| What it says                                                  | What it means                                                                                                        |
| ------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------- |
| **Needs permission**                                          | Full Disk Access has not been granted yet. See Step 2.                                                               |
| There is no Messages history on this Mac yet                  | The Messages database is not there. If you use Messages on your iPhone, turn on Messages in iCloud so it syncs down. |
| Reading the Messages history is macOS-only                    | Windows has no Messages database to read.                                                                            |
| This Mac is missing the system database tool Groupthink needs | Groupthink reads the database using a tool that ships with macOS. Contact support and we will take a look.           |
| Sign in to Groupthink on this Mac before importing            | The desktop app is not signed in. Sign in and try again.                                                             |

## Frequently Asked Questions

### Does Groupthink read my texts in the background?

No. There is no background sync, no timer, and no scheduled run. Reading only happens when you click import.

### Does Groupthink upload my whole Messages database?

No. The database is read on your Mac. Only the conversations you tick are sent, and only the messages inside them.

### What about group chats?

Never read. Not listed, not imported.

### How does Groupthink know which contact a conversation belongs to?

By the handle. A phone number matches the number on a contact's record, in any format. An Apple ID email matches any email address on the record, including a secondary one. If nothing matches, the conversation is stored without a contact rather than filed to the wrong person.

### Will importing an old conversation change when I last spoke to someone?

Yes. An imported conversation counts as an interaction and moves that contact's last interaction date to match the conversation.

### Can I do this on Windows?

No. This is macOS only, because the Messages database only exists there. On any platform you can still [paste a text conversation](/docs/capture_texts) into Capture.

## Related

- [Capture a Text Conversation](/docs/capture_texts): paste or forward a single thread, on web or desktop.
- [Groupthink Desktop App](/docs/desktop): downloading, installing, and signing in.
- [Relationship Intelligence](/docs/relationship_intelligence): where imported conversations show up.

## Getting Help

Stuck on the Full Disk Access step, or a conversation that imported empty? Email [support@groupthink.com](mailto:support@groupthink.com).


Import Your Messages History on a Mac


A project groups related meetings and notes so their context stays together. Use one project per engagement: a client you're closing, a deal, a search, a board seat. Groupthink reads what you file into a project to work out what the engagement is for, and everyone who shows up in what you've filed becomes part of the project automatically.

## Create a project

1. In the sidebar, find the **Projects** section and click the **+**.
2. Give it a name (for example, "Acme renewal") and pick a type: **Work**, **Personal**, or **Family**. The type tells Groupthink which side of your life the project belongs to.
3. Click **Create project**. You'll land on the new project's page.

You can also create a project inline anywhere you file: type a name into the project picker and choose **Create new project**.

## File meetings and notes into a project

**When you capture:** in the Capture box or Quick log, click **File to a project** and pick one, or create one on the spot. Anything you capture can be filed this way, including pasted notes, transcripts, PDFs, images, and voice memos. If you skip it, the capture stays unfiled and private to you. You can leave everything unfiled and Groupthink still works.

**From a meeting:** open a recorded meeting and click the **+ project** chip in the header to file that meeting into a project.

## What a project shows you

Open a project from the sidebar to see:

- **A summary** — Groupthink reads what you've filed and keeps a running summary of the engagement.
- **Its purpose** — Groupthink suggests one from the content, marked **AI-suggested**. Confirm it or rewrite it.
- **Everything filed there** — the project's meetings and notes in one feed.

People aren't something you add to a project. Everyone who appears in the meetings and notes you file is part of the project automatically. You'll find the list under **Settings → Capture → Projects → People who appear in this project**.

## Suggestions

Your Daily Brief suggests project groupings it noticed across your meetings. Accept the ones that are right and dismiss the rest. Nothing is grouped without your confirmation.

## Rename, refile, or remove

Go to **Settings → Capture** and scroll to **Projects** to manage any project: rename it, change its type, edit its purpose, attach or detach meetings, or delete the project. Detaching a meeting removes it from the project without deleting the meeting itself.


Projects

If you received an email from Groupthink with the subject **"Reconnect your calendar to continue using Groupthink"**, your calendar connection has stopped working. Groupthink can no longer see your meetings, so it will not join them or take notes until you reconnect. Reconnecting takes about a minute, and nothing is lost: your past notes and meetings are all still there.

## Why you got this email

Calendar connections stop working from time to time. The usual causes:

- You changed the password on your Google or Microsoft account.
- Groupthink's access was removed in your account's security settings, or by your company's IT admin.
- The permission you granted expired and needs to be granted again.

In every case the fix is the same: give Groupthink permission to see your calendar again.

## Reconnect from the email

1. Click the **Reconnect your calendar** button in the email. It takes you to that calendar connection's page in Groupthink. If you are asked to sign in first, sign in with the account you use for Groupthink.
2. On the connection page you will see a red warning saying the connection needs attention, with a red **Reconnect** button next to it. 
3. **Signing in to Groupthink is not the reconnect.** This is the step people miss. Click the red **Reconnect** button.
4. Google or Microsoft opens its sign-in screen. Choose the same account shown on the connection page (the email address is listed near the top of the page).
5. Approve access on the permission screen. On Google, if there is a checkbox next to the calendar permission, make sure it is ticked before you click **Continue**. Google sometimes leaves it unchecked. 
6. You are returned to Groupthink.

## Reconnect from Settings

If you no longer have the email, you can reach the same page from Settings:

1. Sign in at [app.groupthink.com](https://app.groupthink.com).
2. Click your name at the bottom of the left sidebar and choose **User settings**, then open the **Connections &amp; Integrations** tab. Direct link: [app.groupthink.com/settings#connections](https://app.groupthink.com/settings#connections).
3. Find your calendar in the list of connections. Each card shows the provider (Google Calendar or Outlook) and the email address it belongs to. Click the card to open the connection page.
4. Follow the steps above, starting from the red **Reconnect** button.

## What success looks like

After you approve access, Groupthink brings you to your calendar view with a green confirmation that your calendar has reconnected and is syncing.  Your meetings reappear as the calendar syncs, and Groupthink goes back to joining meetings and taking notes automatically. If you return to the connection page, the red warning is gone.

## If it did not work

- **The red warning is still there, or you landed back where you started.** The most common cause is the unticked calendar checkbox on Google's permission screen. Click **Reconnect** and try again, and make sure the box is ticked this time.
- **You approved access with a different account.** The reconnect must use the same account the connection belongs to. Check the email address shown on the connection page and pick that account on the sign-in screen.
- **Using a work account?** Some organizations block outside apps by default. Your IT admin may need to allow Groupthink for your account. Forward them this page, or contact us and we will help.
- **Still stuck?** Email [support@groupthink.com](mailto:support@groupthink.com) and we will sort it out with you.

## Related

- [Reconnect your Google Calendar](/docs/reconnect_google_calendar)
- [Calendar access is required](/docs/calendar_access_required)
- [Google Calendar](/docs/google_calendar)
- [Outlook Calendar](/docs/outlook_calendar)

The "Reconnect your calendar" email (and how to finish reconnecting)


If Groupthink stopped automatically joining your meetings, or your calendar shows as disconnected, you can reconnect it in about 30 seconds.

Calendar connections can drop on their own. The usual causes are an expired authorization, access that was revoked, or a password change on your Google account. When that happens, Groupthink can no longer read your calendar and will not join meetings until you reconnect. Reconnecting once gets your meetings syncing again, and you can reconnect the same way any time it happens.

You will know you are affected if you see a warning banner asking you to reconnect your Google Calendar, or if your Calendar settings show a **Google Calendar Connection Glitch** with a button to fix it.

> **Note:** When you reconnect, Google will show you a permission screen asking you to sign in and approve access. That is expected. It is the same screen you saw when you first connected.

## Where the reconnect prompt shows up

- **A warning banner** can appear on other pages in Groupthink. It says your Google Calendar connection needs to be reauthorized, with a **Go to Settings** button that takes you to your Calendar settings.
- **On your Calendar settings page** you will see a **Google Calendar Connection Glitch** message with a **Fix This Connection** button.

Both paths lead to the same place. The steps below start from your Calendar settings.

## How to reconnect on web

1. Go to your Calendar settings: [app.groupthink.com/settings#calendar](https://app.groupthink.com/settings#calendar)
2. You will see a **Google Calendar Connection Glitch** message. Click **Fix This Connection**.
3. On the connection page, click the red **Reconnect** button.
4. Google opens its sign-in screen. Choose the account you use with Groupthink and approve access.
5. You are returned to Groupthink and your calendar shows as connected again. Your meetings will start syncing automatically.

## How to reconnect on desktop

The Groupthink desktop app uses the same settings as the web app, so the steps are nearly identical. The one difference: the Google permission screen opens in your default web browser rather than inside the app.

1. Open the Groupthink desktop app and go to your Calendar settings (**Settings &gt; Calendar**).
2. You will see a **Google Calendar Connection Glitch** message. Click **Fix This Connection**.
3. On the connection page, click the red **Reconnect** button.
4. Your browser opens Google&apos;s sign-in screen. Choose the account you use with Groupthink and approve access.
5. Return to the Groupthink desktop app. Your calendar shows as connected again, and your meetings will start syncing automatically.

## Still not working?

- If reconnecting does not stick, or you do not see the option at all, email us at [support@groupthink.com](mailto:support@groupthink.com) and we will help you sort it out.
- **Using a Google Workspace account?** Some organizations block third-party apps by default. If you cannot complete the permission screen, your IT admin may need to allow the Groupthink app for your account. Forward them this page, or contact us and we will help.

## Related

- [Google Calendar](/docs/google_calendar)
- [Known Issues](/docs/known_issues)
- [The "Reconnect your calendar" email](/docs/reconnect_calendar_email)


Reconnect your Google Calendar (if your meetings stopped syncing)


User Settings is where you manage your account, your meetings, and the integrations that feed Groupthink. To open it, click your name at the bottom of the sidebar and choose **User settings**, or go straight there at [app.groupthink.com/settings](https://app.groupthink.com/settings).

Settings is organized into five tabs. The page opens on the Account tab by default, and every section has its own deep link (see [Deep Links](#deep-links) below).

## Tabs

### Account

Your profile, your plan, and the data Groupthink holds for you.

- **Profile** — your name, photo, and account details. Groupthink uses these as the notetaker's defaults when you leave the bot identity blank.
- **Billing** — view your current plan, see what is included, and manage your subscription and payment details.
- **Your data** — export your data or delete your account. The export card has two buttons: **Export my data** (everything) and **Export my captures** (only the prompts and voice notes you captured yourself). Both are free. See [Export Your Data](/docs/export_your_data).

Deep links: [#profile](https://app.groupthink.com/settings#profile) · [#billing](https://app.groupthink.com/settings#billing) · [#account](https://app.groupthink.com/settings#account)

### Meetings

How Groupthink shows up in and around your meetings.

- **Calendar** — connect or manage your Google or Outlook calendars, choose which calendars Groupthink watches, and pick how it attends your meetings under **How should Groupthink attend your meetings?** This section also holds **Keep your calendars in sync**, where you pair two of your calendars so a commitment on one holds the time on the other. See [Google Calendar](/docs/google_calendar) and [Keep your calendars in sync](/docs/calendar_sync).
- **Availability** — set the hours and days you are willing to be booked, copy your next open times as paste-able text, and create booking links. Open times are computed across every calendar you have connected. See [Share your availability](/docs/availability).
- **Bot identity** — how the Groupthink notetaker appears when it joins a meeting on your behalf. Set a display name and avatar, or leave the fields blank to use your profile defaults.

Deep links: [#calendar](https://app.groupthink.com/settings#calendar) · [#availability](https://app.groupthink.com/settings#availability) · [#bot](https://app.groupthink.com/settings#bot)

### Capture

How intel gets into Groupthink and how it is organized.

- **Ingestion** — bring in meetings from tools you already use. Paste notes from a Granola export, an Otter transcript, a Zoom AI recap, or any raw text, or forward recaps to your personal forwarding email address. See [Forward notes by email](/docs/forward_notes_by_email).
- **Projects** — group meetings and intel into projects to keep your work, personal, and family context separate. See [Projects](/docs/projects).

Deep links: [#ingestion](https://app.groupthink.com/settings#ingestion) · [#projects](https://app.groupthink.com/settings#projects)

### Notifications

Control which Groupthink updates reach you and where they arrive — email and desktop, per notification type.

Deep link: [#notifications](https://app.groupthink.com/settings#notifications)

### Connections

Everything wired to Groupthink — the tools it reads from and writes back to.

- **GitHub activity as relationship signal** — see [GitHub relationship signal](/docs/github_relationship_signal).
- **Action item sync** — route action items directly to GitHub Issues or Linear, configured per connection.
- **GitHub repo sync** (Pro) — commits your meetings and captures to a private GitHub repo as Markdown. See [GitHub repo sync](/docs/github_repo_sync).
- **Connected accounts** — every account and service connected to this workspace, including the Google and Outlook accounts behind your calendars.
- **Developer** — a collapsed section holding **Webhooks** (send an HTTP POST to a URL you choose when events occur), **AI Provider Key** (use your own Anthropic API key for meeting summaries), and **MCP Access** (personal access tokens for external clients such as Claude Desktop, Claude Code, or Cursor). See [MCP server](/docs/mcp_server).

Deep links: [#connections](https://app.groupthink.com/settings#connections) · [#webhooks](https://app.groupthink.com/settings#webhooks) · [#api-keys](https://app.groupthink.com/settings#api-keys) · [#api-tokens](https://app.groupthink.com/settings#api-tokens)

## Deep Links

You can open any tab directly by adding its hash to the settings URL:

- `https://app.groupthink.com/settings#account`
- `https://app.groupthink.com/settings#meetings`
- `https://app.groupthink.com/settings#capture`
- `https://app.groupthink.com/settings#notifications`
- `https://app.groupthink.com/settings#connections`

Links to the sections listed above also work — including every link that predates the five-tab layout (`#profile`, `#billing`, `#calendar`, `#availability`, `#bot`, `#ingestion`, `#projects`, `#webhooks`, `#api-keys`, `#api-tokens`). An old link opens the tab that now contains that section, so nothing you have shared or bookmarked breaks.

## Getting Help

Questions about your settings? Email [support@groupthink.com](mailto:support@groupthink.com).


User Settings


A booking through one of your [availability links](/docs/availability) creates a real meeting on your real calendar, and everything downstream of a meeting follows from there. This page covers your side of that. For what the person booking sees, see [Your booking page](/docs/booking_page).

## What Lands on Your Calendar

The meeting is created on the calendar the link names under **Book onto**, or on your first connected calendar if that one is no longer connected.

| Part of the invite | What it says                                                                                         |
| ------------------ | ---------------------------------------------------------------------------------------------------- |
| Title              | The link's name and the person's name: `30-minute intro — Dana Reyes`                                |
| Attendees          | You and the person who booked                                                                        |
| Description        | A line naming who booked and their email, then their note, then the link's description if it has one |
| Meeting link       | A Google Meet link when **Attach a meeting link** is on and the booking landed on a Google calendar  |

Both of you get the invite from the calendar provider. Groupthink sends nothing on top of it, so that invite is the only thing the person who booked receives.

Their answer to **What's this about?** is in the invite description. It is the one piece of context they had a chance to give you, so it is worth reading before the call rather than after.

## Does the Notetaker Join?

A booked meeting is an ordinary meeting on your calendar, so it follows the same rule as everything else: your attendance setting decides. Set that under [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar), under **How should Groupthink attend your meetings?**. There are three choices, and a booking is treated exactly like a meeting you scheduled yourself:

- **Automatically Join All Meetings** — the notetaker joins your bookings.
- **Privately Take Notes** — Groupthink captures the call on your Mac instead of sending a bot. Needs the desktop app.
- **Let Me Choose Each Time** — nothing joins on its own. Add Groupthink to the booking from your dashboard when you want it there.

There is no separate setting for bookings, and no way to make bookings behave differently from the rest of your calendar.

Two cases where nothing joins, whatever you picked:

- **There is no video call to join.** If you turned **Attach a meeting link** off, the invite has no link in it. Note that setting a **Location** does not turn it off — for a genuinely in-person link, switch **Attach a meeting link** off yourself.
- **The booking landed on an Outlook calendar.** **Attach a meeting link** creates a Google Meet link and does nothing on Outlook, so the invite goes out with no video link even though it was turned on. Point the link at a Google calendar under **Book onto**, or set a **Location** and treat it as in-person.

Once the notetaker is in, the meeting behaves like any other: [notes, transcript, and a recap](/docs/automatic_notes).

## How It Shows Up in Your Relationships

The person who booked becomes a relationship in Groupthink as soon as the meeting is created, and the meeting sits on their record like any other. You do not have to add them.

Two things to expect:

- **The record starts empty.** Groupthink does not invent anything about someone from a booking form. You have their name, their email, and their note. Everything else fills in when you actually meet, from the meeting itself and from anything you [log](/docs/quick_log) about them afterward.
- **The clock does not start yet.** A booking is not an interaction. The date of your last interaction with them only moves once the meeting has happened.

If you want context before the call, [meeting prep](/docs/meeting_prep_cards) works on a booked meeting the same way it works on one you scheduled yourself.

## Seeing Who Has Booked

Each link's row in [User Settings &gt; Availability](https://app.groupthink.com/settings#availability) shows a running count at the end of its summary line: `30 min · 4 hr notice · 14 days out · 3 bookings`. The count is confirmed bookings taken through that link, for as long as the link exists.

There is no list of bookings in settings yet. Your calendar is the list, and the invite title tells you which link each one came through.

## Changing or Cancelling a Booked Meeting

The booking page does not offer cancelling or rescheduling, so both happen the ordinary way.

**On your side.** Move it, cancel it, or send a note on the calendar invite like any other meeting. They are an attendee, so they are notified by your calendar provider.

**On their side.** The confirmation page tells them to reply to the calendar invite, which reaches you directly. That is deliberate: an emailed reply reaches a person, and a self-serve cancel button reaches nobody.

**One thing to know:** moving or cancelling a booked meeting does not put that time back on offer. Groupthink keeps holding the original start time against your booking links so the same slot cannot be taken twice, and that hold stays until the time passes. If you cleared your Tuesday 2pm and want somebody to be able to book Tuesday 2pm, they cannot until Tuesday 2pm has gone by.

## When a Link Is Paused or Deleted

Neither one touches a meeting that is already booked.

- **Pause** stops the link working for anyone who opens it from now on. Bookings already taken through it stay on your calendar, and the count on the row stays where it was.
- **Delete** does the same and removes the link from your list. Groupthink says so before it does it. The meetings survive; only the ability to book new ones goes away.

## Frequently Asked Questions

### Someone booked and never showed up. What happens?

Nothing automatic. Cancel or delete the meeting on your calendar if you want it gone. The slot stays held until the time passes, as above.

### Can I stop one person booking again?

There is no way to block an address. Pause the link if you want a break from all of it, or delete the link and create a new one. The new link gets a new web address, so the copy that person is holding stops working.

### Does a booked meeting count toward my plan?

It is an ordinary meeting, so the same rules apply. Having the notetaker join any meeting needs an active trial or paid plan. See [Manage billing](/docs/manage_billing).

### Why did the meeting land on the wrong calendar?

Either the link was left on **First available calendar**, or the calendar it named was disconnected and Groupthink fell back. Open the link under [User Settings &gt; Availability](https://app.groupthink.com/settings#availability), click **Edit**, and set **Book onto** explicitly.

## Related

- [Share your availability](/docs/availability) — creating and managing booking links
- [Your booking page](/docs/booking_page) — what the person booking sees
- [Keep your calendars in sync](/docs/calendar_sync) — so the times you offer are the truth
- [User settings](/docs/user_settings) — the Calendar tab, where the attendance setting lives

## Getting Help

Questions about a booking? Email [support@groupthink.com](mailto:support@groupthink.com).


After Someone Books


When you send someone one of your [availability links](/docs/availability), this is the page they open. They do not need a Groupthink account, and they never see one. This page explains what they experience, so you know what you are sending.

The address looks like `https://agendas.groupthink.com/book/k3n8x2p9qw4m7t1v`. Copy it from **Copy link** on the link's row in [User Settings &gt; Availability](https://app.groupthink.com/settings#availability).

## What They See

**Who they are booking with.** Your avatar and name sit at the top under **Book time with**, followed by the link's name and description, how long the meeting is, and where it happens. If you set a **Location** on the link, that text is shown. If you did not but left **Attach a meeting link** on, the page reads _Video call &mdash; link sent with the invite_. With no Location and no meeting link, the page says nothing about where, so set one or the other.

**Times in their own timezone.** Groupthink detects the visitor's timezone and shows every time in it. A **Times shown in** control at the top lets them change it if the guess is wrong. This is why "2pm your time" stops turning into "2pm my time" in somebody's inbox.

**Pick a day, then a time.** Under **Choose a time** sits **Pick a day**, a row of days each showing how many times are open on it. Choosing one brings up **Pick a time on Tuesday** underneath, with that day's open times as buttons. On a phone, which is where most of these get opened, the days scroll sideways and the times are full-width.

**Their details.** Once they pick a time, they enter **Your name**, an **Email** (labeled _The calendar invite goes here_), and an optional note in **What's this about?**. The note is copied into the calendar invite, so you read it there. A **Change** button next to the chosen slot takes them back to the picker. Then they click **Confirm booking**.

## The Confirmation

The page reads **You're booked** and tells them the invite is on its way to the address they entered. It shows the meeting name, the date and time in their timezone, and:

- **Join the video call**, when the booked event came back with one. A booking that landed on an Outlook calendar has no meeting link even with **Attach a meeting link** on, so this button is absent. See the limitations in [Share your availability](/docs/availability).
- The location text, when there is no video link. If your link has both a **Location** and **Attach a meeting link** on, the video link wins here — even though the picker screen before it showed the location. Turn **Attach a meeting link** off on an in-person link and the two agree.
- **Add it to your own calendar**, with a **Google Calendar** button and an **Apple / Outlook (.ics)** download. These are there because calendar invites get filtered, and a booking nobody can find is the failure this page exists to prevent.
- A line telling them to reply to the calendar invite if they need to change or cancel, which reaches you directly.

A quiet line at the bottom of the page mentions Groupthink and offers **Get your own link**. It stays quiet on purpose. This is your page, and a loud advertisement on it reflects on you.

## What Happens on Your Side

The meeting appears on the calendar you chose under **Book onto**, titled with the link's name and the person's name, with both of you invited and a Google Meet link attached when the link asked for one and the calendar is a Google one. It is a normal meeting in Groupthink, not a shadow entry: the person becomes a relationship, the meeting sits on their record, and whatever you learn on the call builds from there. [After Someone Books](/docs/after_a_booking) walks through all of it.

## When Something Goes Wrong

The page handles the awkward cases rather than showing a stack trace.

| What happened                                              | What they see                                                                                                                                                                                              |
| ---------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Your calendar is full for the whole booking window         | **No open times right now**, how many days out it looked, and a **Check again** button.                                                                                                                    |
| Someone took the slot in the seconds before they submitted | A message that the time was just taken, and a freshly reloaded list of open times.                                                                                                                         |
| The link is paused, deleted, or the address is wrong       | **This booking link isn't available**, with a suggestion to check the link or ask you for a new one.                                                                                                       |
| The link is fine but the times would not load              | **We couldn't load open times**, making clear it is our problem and not the link, and a **Try again** button.                                                                                              |
| Too many requests from their connection at once            | A note to wait a moment, and either reload or try again depending on where they were.                                                                                                                      |
| Their connection dropped                                   | A note that Groupthink could not be reached, and to check their connection.                                                                                                                                |
| Groupthink could not re-read your live calendar            | _We couldn't confirm this time is still free. Please try again in a moment._ The booking is refused rather than written against a calendar we could not check, and they are sent back to a refreshed list. |
| You have no connected calendar any more                    | A note that the link is not connected to a calendar right now, back on the time picker.                                                                                                                    |

A paused link and a made-up address show the same message on purpose. Telling somebody which of their guesses was close is not information we want to hand out.

The open times refresh on their own about once a minute while they are still picking a time, and stop refreshing as soon as they choose one, so the list cannot shuffle underneath them while they are filling in their details.

## Privacy and Abuse

The only thing about your calendar that reaches this page is which times are open. Never a meeting title, never an attendee, never an event. Your booking rules stay private too: buffers, minimum notice, daily caps, and which calendar the meeting lands on are never sent to the page.

The page carries a `noindex` instruction, so booking links do not turn up in search results. The address is a random 16-character string rather than your name or the link's title, which is what makes guessing one impractical. Requests are rate limited, and the form carries a hidden field that a person never sees and a naive bot fills in, which is enough to turn most automated submissions away without putting a puzzle in front of a real visitor.

## Frequently Asked Questions

### Does the person booking need a Groupthink account?

No. The page works signed out, and it never asks them to sign in.

### Can they see my other meetings?

No. They see open times and nothing else about your calendar.

### Can they cancel or reschedule from this page?

Not yet. The confirmation tells them to reply to the calendar invite, which reaches you directly.

### Will the link keep working if I rename it?

Yes. The web address is generated once and never changes when you edit the link. Only pausing or deleting the link stops it working.

### Does a booking show up in my relationships?

Yes. The person who booked becomes a relationship, and the meeting is on their record like any other. See [After Someone Books](/docs/after_a_booking).

### Can two people book the same time?

No. Groupthink re-reads your live calendar before it accepts a booking, and reserves the slot in a way that lets only one request win a tie. The person who lost sees that the time was just taken and picks again from a refreshed list.

### Will the page show up in Google?

No. It carries a `noindex` instruction and its address is random, so the only people who see it are the people you sent it to.

## Related

- [Share your availability](/docs/availability) — creating and managing the links this page renders
- [After Someone Books](/docs/after_a_booking) — what lands on your side
- [Keep your calendars in sync](/docs/calendar_sync) — making sure the open times are the truth

## Getting Help

Questions about the booking page? Email [support@groupthink.com](mailto:support@groupthink.com).


Your Booking Page


If you keep more than one calendar, the people who can only see one of them get the wrong answer about when you are free. A coworker looking at your work calendar cannot see the dentist appointment on your personal one, so they book over it.

Pair two of your connected calendars and Groupthink fixes that. When something lands on one calendar, Groupthink writes a private **Busy** placeholder on the other. The time is held on both, and nobody sees what the commitment actually is.

## Before You Start

You need at least two calendars connected to Groupthink. They can be from different accounts and different providers. See [Google Calendar](/docs/google_calendar) or [Outlook Calendar](/docs/outlook_calendar) for how to connect more than one account.

The **Keep your calendars in sync** card only appears once you have two calendars connected. With one connected it shows a short prompt to connect a second and nothing else. With none connected it does not appear at all.

## Pair Two Calendars

1. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).
2. Find the **Keep your calendars in sync** card, below your calendar list.
3. Click **Pair two calendars**.
4. Pick your first calendar under **Calendar**, and the other one under **Paired with**. Only your own connected calendars are listed, and each is shown by its name and the account it belongs to, so two calendars both called "Calendar" stay easy to tell apart. The one you picked first is not selectable in the second menu.
5. Choose a **Direction** (see below).
6. Click **Pair calendars**.

Groupthink starts writing placeholders on the next sync. You do not have to wait on the page.

### Choosing a Direction

The **Direction** menu has three options. The first is **Both ways**: each calendar gets placeholders for the other one's commitments. The other two are the one-way options, and they are labeled with your real calendar names and an arrow, such as _Work (you@company.com) &rarr; Personal (you@gmail.com)_. The arrow points at the calendar that receives the placeholders.

Both ways is the usual choice for a work calendar and a personal calendar. Pick a one-way direction when you want your personal commitments reflected at work but not the other way around.

You can change the direction on an existing pair at any time. Groupthink clears every placeholder that pair had written and rebuilds them under the new direction, so the calendars land in the right state rather than in a half-corrected one. The rebuild runs in the background and takes a moment.

## What Crosses Over, and What Does Not

Only the block of time crosses over. The placeholder carries **no title, no attendees, no location, and no meeting link**. Anyone looking at the other calendar sees that you are busy and nothing more. On an Outlook calendar the placeholder also carries a short line of text saying it was synced by Groupthink, which is how Outlook lets us tag our own events. Nothing from the original meeting is in it.

A placeholder is marked private on the calendar it is written to, and its reminders are turned off, so it never pings you about a meeting you are already reminded of on the other calendar.

Groupthink also skips events that do not block your time:

- Events you marked **Free** in your calendar.
- Invitations you **declined**.
- All-day events, and anything else that runs 24 hours or longer.
- Placeholders written by another calendar sync tool.

Placeholders are written for upcoming events out to about two months ahead.

### Time Another Tool Already Holds Is Left Alone

If you are switching from Reclaim or a similar tool, both will be running for a while, and the other one is already copying the same meetings between the same two calendars. Groupthink checks the target calendar before it writes: when a block from another tool already covers that exact start and end, Groupthink writes nothing.

So on a calendar your old tool still covers, the honest result is very few new placeholders. The time is held either way. Cancel the other tool and its copies disappear, and the next sync fills the gaps with ours. There is no migration step and no setting.

### Why a New Pair Can Look Slow to Start

Groupthink only mirrors an event once it has read whether that event is marked Busy or Free. It reads that when an event is created or changed, so events that have not been touched since you set the pair up may not have it yet.

Groupthink fills the gap in automatically on a later sync, and the placeholders appear on their own. If a brand new pair looks like it has done nothing yet, this is usually why. Give it a day before assuming something is wrong.

The other common reason for a low count is that another tool is already holding the same time — see above. Both are the sync working, not failing.

### The Placeholders Do Not Come Back Into Groupthink

Groupthink tags every placeholder it writes and skips its own tags when it reads your calendars. A **Busy** block never turns into a meeting in Groupthink, never creates a contact, and never gets a notetaker sent to it.

### Renaming the Placeholder

Each pair has a **Placeholder title** field with the helper text _What the other calendar shows._ Change it to anything you prefer, then click away from the field or press Enter. There is no Save button. The change applies to that pair's existing placeholders as well as its new ones: Groupthink removes the old blocks and rewrites them under the new title. An empty title is not accepted, and the field snaps back to what it was.

## Managing a Pair

Each pair shows both calendar names, how many busy blocks it has written, and a **Last synced** line.

- **On / Off toggle.** Switching a pair off deletes the placeholders Groupthink wrote for it. They do not linger as unexplained blocks. Switch it back on and Groupthink rewrites them.
- **Sync now.** Queues the pair to run right away instead of waiting for the next cycle. There is no confirmation message. The sync runs in the background and you will see its work on your calendar, not on this card.
- **Remove.** Deletes the pair entirely. Groupthink asks first: _The placeholders Groupthink wrote will be removed from both calendars. Real events are untouched._

**Do not trust the Last synced line yet.** It reads **Last synced never** on working pairs, including ones that have written hundreds of blocks. Only the hourly sweep stamps that timestamp, and clicking **Sync now** does not. This is a display bug we are fixing; the block count next to it is accurate, and so is your calendar. Judge the pair by whether the placeholders are there.

## Keeping Up With Changes

Groupthink treats the source calendar as the truth and brings the other one back in line with it.

- Move an event and its placeholder moves with it.
- Delete an event, cancel it, decline it, or flip it to **Free**, and its placeholder disappears.
- Disconnect a calendar and Groupthink removes its placeholders before the connection goes.

Groupthink also runs a sweep every hour, so if an update is ever missed, it corrects itself rather than leaving a block on your calendar for a meeting that already moved. That is why a change you make on your calendar sometimes shows up on the other one within seconds and sometimes takes until the next sweep.

### Disconnecting a Calendar Also Removes the Pair

Disconnecting a calendar takes any pair that calendar belonged to with it. The placeholders come off both calendars first, then the pair itself is gone from the list. Reconnecting that calendar later does not bring the pair back.

Nothing is lost except the pairing. Pair the two calendars again and Groupthink rewrites the blocks from scratch.

## Known Limitations

- **All-day events are skipped.** Nothing is written for an all-day event, or for anything else running 24 hours or longer. Mirroring one would put a solid wall of unavailability on the other calendar, which is worse than leaving it out. There is nothing to configure.
- **A duplicate can slip through while another tool is still running.** The check described above takes a snapshot of the other tool's blocks at the start of a run. If that tool is rewriting an event at the same moment — a recurring series re-expanding is the usual case — the snapshot can miss it and Groupthink writes a second block on top. Nothing withdraws it afterwards. If you see doubled-up **Busy** blocks, switch the pair off: that deletes every placeholder Groupthink wrote, and your real events are untouched.
- **One pair per couple of calendars.** Trying to pair two calendars that are already paired gives you _These calendars are already paired._ Edit the existing pair instead. This is what stops two rules writing over each other.
- **Placeholders stop about two months out.** Nothing is written for an event further ahead than that. It fills in as the event comes into range.
- **The Last synced line is wrong.** See above — it says "never" on pairs that are working.

## Frequently Asked Questions

### Can I pair more than two calendars?

You pair calendars two at a time. Create as many pairs as you need.

### Will people see what my other meetings are?

No. The placeholder is a block of time with a masked title. Titles, descriptions, attendees, locations, and meeting links are never copied.

### What happens to the placeholders if I stop using this?

Turning a pair off, removing it, or disconnecting one of its calendars all delete the placeholders Groupthink wrote. Your real events are never touched.

### Do the Busy blocks count as meetings in Groupthink?

No. Groupthink recognizes its own placeholders and skips them, so they never appear as meetings or create contacts.

### Does this work with Outlook?

Yes. Pairs work across any calendars you have connected, including a Google calendar paired with an Outlook one.

### Does a Busy block stop someone booking that time through my availability link?

Yes. A placeholder is a real event on the calendar it was written to, and every event on every connected calendar blocks a booking slot. So pairing your calendars also protects your [booking links](/docs/availability) from a commitment they would otherwise not see.

### What happens if I reconnect a calendar I disconnected?

The calendar comes back; the pair does not. Pair it again and the placeholders are rewritten. See above.

## Related

- [Share your availability](/docs/availability) — booking links, which read the same free/busy this feature protects
- [Google Calendar](/docs/google_calendar) and [Outlook Calendar](/docs/outlook_calendar) — connecting a second account
- [User settings](/docs/user_settings) — where the Calendar tab lives

## Getting Help

Questions about calendar sync? Email [support@groupthink.com](mailto:support@groupthink.com).


Keep Your Calendars in Sync


## Overview

Connect Groupthink to Slack and your meeting summaries show up where your team already works. When a meeting recap is ready, Groupthink can post the summary to a Slack channel or send it to people as a direct message, each with a button that links straight to the full recap and recording.

Connecting Slack happens in two parts. First someone adds Groupthink to your Slack workspace from the Connections & Integrations tab. After that, you choose which meeting events post to Slack and where they go.

## Heads up: Slack notifications are a paid feature

Slack notifications require an active paid subscription. On the free plan the Slack controls are visible but disabled, and you will see a prompt to upgrade. To turn them on, open **User settings** &gt; **Billing** and start a paid plan. Once your workspace is on a paid plan, the Slack controls become active.

## Getting Started

### Step 1: Add Groupthink to your Slack workspace

You will need permission to install new apps in your Slack workspace. If you do not have it, your Slack workspace administrator can complete this step.

1. Click your profile avatar in the top right of Groupthink to open the user menu, then click **User settings**.
2. Open the **Connections & Integrations** tab.
3. Click **Add Connection** and choose **Slack** from the list.
4. On the Slack connection screen, click **Connect to Slack**. You will be redirected to Slack to authorize access.
5. Sign in to Slack if you are not already signed in, select the workspace you want to connect, and approve the requested permissions.
6. After you approve, Slack returns you to the Connections & Integrations tab, where the new Slack connection now appears.

### Step 2: Tell Groupthink which Slack connection to use

If your organization has more than one Slack connection, point Groupthink at the one it should use for notifications.

1. Open the user menu and click **Organization settings**. (Organization settings is available on team plans.)
2. Open the **Notifications** tab.
3. In the **Organization Slack Connection** card, pick the connection from the dropdown.
4. Click **Save**.

## Choosing what posts to Slack and where

Groupthink posts to Slack from two places: organization notifications that the whole team shares, and the notification settings on an individual agenda. Both route through your organization&apos;s Slack connection.

### Organization notifications (channels and shared DMs)

These post to Slack for every meeting with shared notes, and they are configured in **Organization settings** &gt; **Notifications**.

Each notification has a Slack control that is a dropdown, not an on or off toggle. Set it to one of:

- **Off**, so this notification does not post to Slack.
- **DM All Attendees**, so Groupthink direct messages each attendee.
- **A channel name**, so Groupthink posts to that Slack channel.

The list of channels comes from the channels the Groupthink app can see in your connected workspace.

### Agenda notifications

An individual agenda has its own Notifications settings with the same Slack control, so you can route one recurring meeting to a different channel from the workspace default.

### Not personal notifications

Your personal notifications in **User settings** &gt; **Notifications** have no Slack column. Personal Slack delivery was never wired up, because Groupthink can only reach Slack through your organization&apos;s connection. Set Slack routing on the organization or the agenda instead. See [Manage Notification Settings](/docs/manage_notifications).

## What a Slack post looks like

When a meeting recap is ready, the Slack message includes the meeting name, a subtitle with the date and host, a **See Full Recap &amp; Recording** button that links to the meeting in Groupthink, and the meeting summary text. Direct messages from Groupthink arrive under **Apps** in your Slack sidebar.

## Frequently Asked Questions

### Why are the Slack controls greyed out?

Slack notifications require an active paid subscription. On the free plan the controls are disabled and you will see a prompt to upgrade. Open **User settings** &gt; **Billing** to start a paid plan, and the Slack controls become active.

### Where do I connect Slack?

In **User settings** &gt; **Connections & Integrations**. Click **Add Connection**, choose **Slack**, then click **Connect to Slack** and authorize access. The button to connect is not on the Notifications tab.

### What is the difference between a channel notification and a DM?

A channel notification posts to a shared Slack channel for everyone in it. A DM sends the notification privately to a person from the Groupthink app. Organization and agenda notifications can do either: set the Slack control to a channel name to post to that channel, or to **DM All Attendees** to message each attendee.

### I am connected, but a notification is not posting. What should I check?

Confirm your workspace is on a paid plan, confirm the Slack connection still appears under **Connections & Integrations**, and confirm the notification you expect is set to a channel or DM rather than **Off** in Organization settings &gt; Notifications, or on the agenda itself.

## Getting Help

Questions about connecting Slack? Email [support@groupthink.com](mailto:support@groupthink.com)


Slack


You can permanently delete your Groupthink account from the Account tab of your User Settings. Deleting your account removes your user, disconnects your integrations and calendars, and detaches you from your meetings and organizations. This cannot be undone.

> **Heads up:** There is no separate confirmation step where you type a word or re-enter your password. Once you confirm in the dialog, the account is deleted right away and cannot be recovered.

## Overview

Deleting your account is a two-step action: you open the Account tab, then confirm in a dialog. When you confirm, Groupthink removes your account and signs you out, then sends you back to the home page.

If you want to remove an organization rather than your personal account, see [Delete an Organization](/docs/delete_organization) instead.

## How to Delete Your Account

1. Click your profile avatar in the top right and choose **User settings**
2. Open the **Account** tab
3. Scroll to the **Danger Zone** at the bottom
4. Click **Permanently Delete Account...**
5. In the **Delete account?** dialog, click **Delete account for &lt;your email&gt;** to confirm, or **Cancel** to back out

The confirm button is disabled while the deletion runs. When it finishes, you are signed out and redirected to the home page.

## What Gets Removed

When you delete your account, Groupthink:

- Deletes your user account
- Detaches you from all of your agendas (meetings)
- Removes your connections to external integrations
- Removes your calendar connections
- Detaches you from all of your organizations

## What Stays

Meetings and notes that involve other people are detached from your account, not erased. Because those belong to the other participants too, that shared content stays available to them after your account is gone.

## Frequently Asked Questions

### Can I undo this?

No. The confirmation dialog warns that the action cannot be undone, and there is no recovery flow. Only delete your account if you are sure.

### Do I have to type anything to confirm?

No. There is no password prompt and no word to type. You confirm by clicking the delete button in the dialog, which is labeled with your account email.

### Will my past meetings disappear for everyone?

No. Your account is detached from your meetings, but meetings and notes shared with other people remain available to those participants.

### How do I delete an organization instead of my account?

That is a separate flow. See [Delete an Organization](/docs/delete_organization).

## Getting Help

Questions before you delete your account? Email [support@groupthink.com](mailto:support@groupthink.com).


Delete Your Groupthink Account


Connecting your Google Calendar lets Groupthink see your meetings, attach pre-meeting context, and join calls automatically based on the attendance setting you choose. Without a calendar connection, Groupthink cannot auto-join scheduled meetings or build agendas from your events. This is the place where you also decide how Groupthink shows up in your meetings, so it is the setting that the rest of the integration docs point back to.

> **Heads up:** Having Groupthink join a meeting requires an active trial or paid plan. Once your trial ends, the notetaker will not join until you upgrade.

## Connecting Your Calendar

1. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) in Groupthink.
2. On the **Connect to Google Calendar** card, click **Connect**.
3. Google will ask your permission to allow Groupthink to access your Google Calendar. Approve the request to finish connecting.

You can revoke this permission at any time, either from Groupthink or from your Google account settings.

## Connecting More Than One Account

You can connect several Google accounts to the same workspace — for example your work account and your personal account — so Groupthink sees everyone you meet with across all of them.

1. After connecting your first account, go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).
2. Click **Connect another Google account**.
3. Sign in to the additional account and approve access.

The new account's calendars appear under their own heading in the **Your Calendars** list, so each account's calendars stay grouped together.

Once you have two calendars connected, you can pair them so a commitment on one holds the time on the other. See [Keep your calendars in sync](/docs/calendar_sync).

A connected calendar also feeds your booking links: open times are computed across every calendar you have connected, so a second account starts protecting your bookable time the moment it is connected. See [Share your availability](/docs/availability).

## Choosing Which Calendars Feed Groupthink

The **Your Calendars** section lists the calendars from every account you have connected, grouped by the account each one belongs to. Each calendar has a checkbox.

- Leave a calendar checked to let Groupthink watch its events.
- Deselect any calendar you do not want Groupthink to watch, such as birthdays, holidays, or other non-essential calendars.

This keeps Groupthink focused on the meetings that matter and skips placeholder events.

### Telling Your Calendars Apart with Colors

When you connect calendars from more than one account, Groupthink shows each calendar's color — the same color you have set in Google Calendar — as a small dot. You will see it next to the calendar in the **Your Calendars** list, and next to events on your Upcoming list and dashboard, so you can tell at a glance which account an event came from.

There is nothing to set up: the colors are inherited automatically from Google Calendar. A calendar with no color set — or one whose connection needs [reconnecting](/docs/reconnect_google_calendar) — simply shows no dot.

### Turning Auto-join On or Off per Calendar

Each calendar in the list has its own **Auto-join** toggle. This lets you keep the notetaker on for one calendar while turning it off for another — for example, on for work and off for a personal calendar — without changing the overall attendance setting below. Turning a calendar's toggle off stops Groupthink from automatically joining that calendar's meetings.

## Choosing How Groupthink Attends Meetings

After connecting your calendar, Groupthink will not join anything until you pick an attendance setting. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) and find the heading **How should Groupthink attend your meetings?** It is a single choice that applies to all of your future meetings.

| Option                              | What it does                                                                                                                                                                                       |
| ----------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes**            | Groupthink records, transcribes, and takes notes privately through the desktop app. No bot joins the call and other participants do not see Groupthink. Notes and transcripts stay private to you. |
| **Automatically Join All Meetings** | The Groupthink notetaker joins your meetings as a visible participant, takes notes, and shares recaps with all attendees.                                                                          |
| **Let Me Choose Each Time**         | Nothing joins automatically. You add Groupthink to specific calls yourself when you want notes.                                                                                                    |

Each mode controls when and how Groupthink shows up across all of your calendar events, so you do not need to manage meetings one by one unless you choose **Let Me Choose Each Time**.

> **Privately Take Notes needs the desktop app.** Private recording happens locally, so it is only available in Groupthink for Desktop. If you are on the web, Groupthink will prompt you to download the desktop app when you pick this option.

> **Note for invited users:** If you signed up through a shared meeting link, auto-join is turned off by default. Your calendar is connected, but the notetaker will not join anything until you pick a default. You can change this any time in [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).

### Changing Your Attendance Setting

1. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).
2. Find the **How should Groupthink attend your meetings?** section.
3. Select the option you want.
4. Your choice saves automatically and applies to all future meetings.

## Syncing Your Calendar

Groupthink syncs as your calendar updates, so you should rarely need to do this by hand. If you want to pull in new events right away, open [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar), find the **Sync Events Now** section, and click **Sync Now**.

## Disconnecting Your Calendar

You can disconnect your calendar at any time. Disconnecting stops Groupthink from accessing your calendar and from joining future meetings. It does not delete any past meetings, notes, or agendas.

1. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).
2. Scroll to the **Danger Zone** at the very bottom of the tab, below the connect buttons and the calendar sync pairs.
3. Click **Disconnect Calendar...**
4. In the **Disconnect calendar?** dialog, click **Disconnect Calendar** to confirm, or **Cancel** to back out.

The Danger Zone only appears when a calendar is actually connected. If you do not see it, there is nothing to disconnect.

If you want to delete all of your data from Groupthink, email [support@groupthink.com](mailto:support@groupthink.com).

## Reconnecting Your Calendar

If your calendar shows as disconnected, or Groupthink stops syncing or joining your meetings, you can reconnect in about 30 seconds. See [Reconnect your Google Calendar](/docs/reconnect_google_calendar) for step-by-step instructions on both web and desktop.

## Frequently Asked Questions

### Do I need a calendar connection to use Groupthink?

You need one for Groupthink to auto-join scheduled meetings and build agendas from your events. You can still add the notetaker to a specific call by pasting its link, and **Privately Take Notes** records through the desktop app, but the automatic calendar-based features depend on a connection.

### Why did Groupthink not join my meeting?

A few things have to line up: your calendar needs to be connected, your attendance setting has to allow Groupthink to join, the event needs a video link, and your workspace needs an active trial or paid plan.

### Can I pick which calendars Groupthink watches?

Yes. In the **Your Calendars** section, deselect any calendar you do not want Groupthink to watch.

### Can I connect more than one Google account?

Yes. Click **Connect another Google account** in [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) and sign in to the additional account. Its calendars appear grouped under that account, and each calendar gets a color dot — inherited from Google Calendar — so you can tell at a glance which account an event came from.

### Will disconnecting delete my notes?

No. Disconnecting only stops future access. Your past meetings, notes, and agendas stay in Groupthink.

## Getting Help

Questions about the Google Calendar integration? Email [support@groupthink.com](mailto:support@groupthink.com).


Google Calendar


What the iPhone app can and can't do right now, and the limits worth knowing before they surprise you. We update this page as things change.

## Recording phone calls isn't possible

**Limitation:** Groupthink can't record phone or FaceTime calls — not the other person, and not your own side.

**Why:** iOS gives the microphone exclusively to the call, so any recording started during one captures silence. This is an iOS restriction that applies to every app, not something Groupthink can turn on.

**What to do:** Put the call on speaker and record the room, or capture the key points afterward with **Log interaction**. Groupthink warns you if you start a recording while you're already on a call. See [Recording conversations](/docs/ios_recording).

## Summaries need a recent iPhone

**Limitation:** The on-device summary above a transcript needs Apple Intelligence, which means an iPhone 15 Pro or newer **with Apple Intelligence turned on** in iOS Settings. A supported phone with it switched off gets no summary. The app itself needs iOS 26.

**What to do:** Without it you still get the full transcript. Only the summary is unavailable, and the app tells you which of the two applies.

## Overview and People need sign-in

**Limitation:** The Overview and People tabs read your relationships from Groupthink's servers, so they need an account. Sign in with Apple, Google, or Microsoft.

**What to do:** Recording, notes, links, and the Share sheet all work on the device with no account. Sign in when you want your relationships and daily read on the phone. See [Sync and signing in](/docs/ios_sync_sign_in).

## Extra calendar accounts are coming soon

**Limitation:** Adding a second Google calendar or an Outlook calendar to your Overview is marked "Coming soon" and isn't active.

**What to do:** The Overview reflects the calendar on this device for now.

## Not on iPhone yet

Some things in Groupthink on the web haven't reached the iPhone app. Today these live on the web:

- Projects
- Email-in and forwarding notes by email
- Automatic ingestion from meeting bots and other tools

You can still paste a recap, transcript, or link into the phone by hand with **Write or paste** on the Capture tab. It's the automatic feed that hasn't reached the phone.

**Action items are on the phone.** The action-item inbox, Activity, and Availability all open from the toolbar on the Overview tab.

We're bringing more of the web experience to the phone over time.

---

_Hit something not listed here? Email support@groupthink.com._


iPhone App: Known Issues and Limitations


Groupthink can notify you through Email, Desktop, and Mobile. You decide which notifications reach you and on which channel from the **Notify when...** table in your settings. Each notification is a row, each channel is a column, and every cell is a switch, so you can turn one notification on for Email and leave another off everywhere.

> **Heads up:** Your personal notifications never go to Slack. Slack delivery is configured on your workspace and per-agenda notification settings, not here. See **Slack Is a Workspace Channel** below.

## Where Your Notification Settings Live

There are two separate sets of notification controls.

- **Personal notifications** go only to you. Find them in [User Settings &gt; Notifications](https://app.groupthink.com/settings#notifications).
- **Organization notifications** are shared by your team and post to Slack channels or direct messages for meetings with shared notes. Find them in **Organization settings &gt; Notifications**. Organization settings is available on team plans.

This page covers your personal notifications. For the organization side, including channel and DM routing, see [Slack](/docs/connect_slack).

## How the Notifications Table Works

Your personal notifications are laid out as a table headed **Notify when...**. Each row is one notification, with its name and a short description of when it fires. Each remaining column is a delivery channel.

| Channel     | Where it shows up                                                   |
| ----------- | ------------------------------------------------------------------- |
| **Email**   | An email to the address on your account                             |
| **Desktop** | A real-time alert in the Groupthink web app and desktop app         |
| **Mobile**  | A push notification on your phone through the Groupthink mobile app |

Every cell is a switch. Flip it on to receive that notification on that channel, off to stop it. Changes save the moment you flip the switch, so there is no separate save button.

**Columns are earned, not fixed.** A channel only gets a column when at least one notification in your table can actually be delivered on it. Most notifications are email only, so Email is always the busiest column. Desktop covers a small number of rows, and Mobile may not appear at all. If you do not see a column you expected, that means no notification available to you offers that channel.

Not every notification supports every channel either, so some rows have a switch in one column and nothing in the others. For example, Event Imminent is Desktop only, and Waiting to be Admitted is Email only.

### Slack Is a Workspace Channel

There is no Slack column on your personal Notifications tab. Personal Slack delivery was never wired up: Groupthink can only reach you in Slack through a workspace connection, so a personal Slack switch had nothing to send through.

Slack notifications are configured in two other places:

- **Organization settings &gt; Notifications** for workspace-wide notifications
- The notification settings on an individual agenda

Both require your organization to have connected Groupthink to Slack, and Slack notifications are a paid feature. If your workspace is on the free plan, the Slack cell there shows a red badge and the tooltip &quot;Want to enable this? Upgrade to a paid plan for Slack notifications!&quot;, and clicking it takes you to [billing](https://app.groupthink.com/settings#billing). If your workspace is on a paid plan but has not connected Slack yet, the cell shows an amber badge and links you to the Slack connection screen. See [Slack](/docs/connect_slack) for how to connect.

## Available Notifications

These are the notifications you can manage from the personal Notifications tab. The exact set you see varies with your plan, your platform, and how your account is set up, and Groupthink adds new ones over time.

**Recaps and summaries**

- **New Meeting Summary Available** - when a meeting summary is ready, for every meeting you can access, even ones you did not attend
- **Daily Recap** - a daily roundup of notes and action items, delivered as the [Daily Brief](/docs/daily_brief) email
- **Weekly Recap** - a weekly roundup of notes and action items

**Meetings and capture**

- **Meeting Starting Reminders** - sent 10 minutes before a meeting starts
- **Event Imminent** - a desktop alert when one of your calendar events is about to start
- **Pre-meeting Prep Prompt** - asks what you already know about who you are meeting; your reply becomes part of their profile
- **Post-meeting Capture Nudge** - a nudge right after a meeting to drop your notes or forward a summary
- **Meeting Not Recorded** - your meeting was not recorded, with why and what to do next
- **Private Recording Failed** - a private recording failed and no transcription was produced
- **Failed to Join Meeting** - Groupthink tried to join a Zoom, Meet, or Teams call and was not let in
- **Waiting to be Admitted** - sent during your meeting when the Groupthink notetaker is stuck in your waiting room, so you can let it in while there is still a meeting to record. Admit it the way you would admit any other guest. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted)
- **Repeated Join Failures** - sent once when several of your meetings failed to join for the same reason, with the specific fix
- **Added to Meeting** - you were added to a new meeting

**Relationships**

- **New People to Add** - people you have met or discussed who are not in your contacts yet
- **Relationship Check-in Reminders** - a weekly nudge about people you track who you have not connected with in a while
- **Dossier Graduation** - a one-time note when a relationship dossier becomes mature enough for Groupthink to maintain automatically
- **Weekly Re-engagement** - a weekly nudge when you have not touched your relationships, with a few worth revisiting

**Account and setup**

- **Connection Verification Failed** - an integration connection needs your attention to reconnect
- **Forwarding Confirmation Received** - relays your mail provider one-time forwarding-confirmation code when you set up auto-forwarding
- **Onboarding Tips** - getting-started tips during your first few weeks
- **Product Updates** - occasional notes about new features
- **Payment Failed** - a subscription payment was declined, with a link to update your card
- **Trial Reminders** - before and after your free trial ends, with how to upgrade
- **Trial Ended — Prep Briefs Paused** - sent once after your trial ends, letting you know you can upgrade to keep AI-generated meeting prep briefs

A few more rows can appear depending on your workspace.

## Turning a Notification Off

To stop a specific notification on a specific channel, open [User Settings &gt; Notifications](https://app.groupthink.com/settings#notifications), find the row for that notification, and switch that channel off. To stop a notification entirely, switch off every channel in its row.

## Also on This Tab

- **Calendar-aware push** sits above the table and is marked **Coming soon**. Your choices there are saved, but nothing is delivered from it yet.
- **Desktop Notification Preferences** appears only in the Groupthink desktop app, not in a browser. It controls sound, the dock badge, and dock bouncing for alerts the desktop app shows, and includes a **Display Test Notification** button. These are display settings for your machine and are separate from the **Notify when...** table, which decides which notifications get sent at all.

## Frequently Asked Questions

### What is the difference between Desktop and Mobile?

Desktop alerts appear in real time inside the Groupthink web app and desktop app while you are working. Mobile sends a push notification to your phone through the Groupthink mobile app.

### Why is there no Slack option in my personal notifications?

Because personal Slack delivery was never available. Groupthink reaches Slack through your organization&apos;s Slack connection, so Slack routing is set on workspace and agenda notifications instead. See [Slack](/docs/connect_slack).

### How do I stop the Daily Brief email?

The Daily Brief is delivered by the Daily Recap notification. Open [User Settings &gt; Notifications](https://app.groupthink.com/settings#notifications), find the Daily Recap row, and switch off its Email channel. More detail is in [Daily Brief Email](/docs/daily_brief).

### What is the difference between these settings and the ones in Organization settings?

The settings here are personal and reach only you. Organization notifications are shared by your team and decide what posts to Slack channels or as direct messages to attendees. Those live in Organization settings &gt; Notifications and are covered in [Slack](/docs/connect_slack).

### Do my changes save automatically?

Yes. Each time you flip a switch it saves right away. There is no separate save button on the table.

### A notification I used to see is gone. What happened?

Groupthink retired the notifications that belonged to the older team-collaboration product, including New Chat Message, Meeting Officially Begun, and Invited to Upcoming Meetings. They no longer appear in the table and no longer send.

**Waiting to be Admitted** was briefly hidden by mistake and is back. It was never retired: it tells you when the notetaker is stuck in your own waiting room, and it kept sending the whole time the row was hidden.

## Getting Help

Questions about your notification settings? Email [support@groupthink.com](mailto:support@groupthink.com).


Manage Notification Settings

Connecting your Microsoft Outlook calendar lets Groupthink see your scheduled meetings, read the conferencing details on each event, and join on time to take notes. A calendar connection is what powers automatic joining and pre-meeting context. Without one, you can still capture meetings with Private Desktop Recording and by adding the notetaker by hand, but Groupthink cannot join your scheduled meetings on its own.

> **Heads up:** Connecting your calendar is free. Having the Groupthink notetaker join a meeting requires an active trial or paid plan. If your trial has ended, upgrade from your settings to keep capturing meetings.

## Connecting Microsoft Outlook

You can connect during onboarding or any time afterward from your settings.

**During onboarding**

When you first set up Groupthink, the setup flow asks you to connect a calendar. On the **Connect to Microsoft Outlook** card, click **Connect** and approve the access request.

**From settings**

1. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar)
2. On the **Connect to Microsoft Outlook** card, click **Connect**
3. Microsoft will ask for your permission to let Groupthink access your Outlook Calendar. Approve the request. You can revoke this permission at any time.
4. Back in Groupthink, choose which calendars you want it to watch (see below)

## Connecting More Than One Account

You can connect several accounts to the same workspace, and they do not all have to be Outlook. A work Outlook account, a second Outlook account, and a personal Google account can all feed Groupthink together, so it sees everyone you meet with across all of them.

1. After connecting your first account, go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).
2. Click **Connect another Outlook account** (a **Connect another Google account** button sits alongside it).
3. Sign in to the additional account and approve access.

The new account's calendars appear under their own heading in the **Your Calendars** list, so each account's calendars stay grouped together.

Once you have two calendars connected, you can pair them so a commitment on one holds the time on the other. See [Keep your calendars in sync](/docs/calendar_sync).

A connected calendar also feeds your booking links: open times are computed across every calendar you have connected, so a second account starts protecting your bookable time the moment it is connected. See [Share your availability](/docs/availability).

## Choosing Which Calendars to Watch

The **Your Calendars** section lists the calendars from every account you have connected, grouped by the account each one belongs to. Each calendar has a checkbox.

- Check the calendars you want Groupthink to watch
- Deselect any you do not want it to watch, such as birthdays or holidays

### Turning Auto-join On or Off per Calendar

Each calendar in the list has its own **Auto-join** toggle. This lets you keep the notetaker on for one calendar while turning it off for another, for example on for work and off for a personal calendar, without changing the overall attendance setting below. Turning a calendar's toggle off stops Groupthink from automatically joining that calendar's meetings.

## How Groupthink Attends Your Meetings

Groupthink will not join anything until you pick an attendance setting. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) and find the **How should Groupthink attend your meetings?** section. It is a single choice that applies to all of your future meetings.

| Option | What it does |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes** | Groupthink records privately through the desktop app. No bot joins the call and other participants do not see Groupthink. |
| **Automatically Join All Meetings** | The Groupthink notetaker joins your meetings as a visible participant and shares notes and recaps with attendees. |
| **Let Me Choose Each Time** | Nothing joins automatically. You add the notetaker to specific calls yourself when you want notes. |

If you signed up the standard way, Groupthink starts out attending the meetings you organize and the ones you attend, so the notetaker is ready without extra setup. If you joined through a shared meeting link instead, auto-join starts turned off, and you can switch it on at any time from [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).

### Changing Your Setting

1. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar)
2. Find the **How should Groupthink attend your meetings?** section
3. Select your preferred option
4. Your choice applies to all future meetings

## Disconnecting Your Calendar

You can disconnect your Outlook calendar at any time. This stops Groupthink from reading your calendar and joining your meetings. It does not delete any past meetings, notes, or agendas.

1. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar)
2. Scroll to the **Danger Zone** at the very bottom of the tab, below the connect buttons and the calendar sync pairs
3. Click the **Disconnect Calendar...** button
4. In the **Disconnect calendar?** dialog, click **Disconnect Calendar** to confirm

The Danger Zone only appears when a calendar is actually connected. If you do not see it, there is nothing to disconnect.

After disconnecting, Groupthink will stop joining your meetings, and you will not be able to add Groupthink to other calendar events until you reconnect. If you want to delete all of your data from Groupthink, email [support@groupthink.com](mailto:support@groupthink.com).

## Getting Help

Questions about connecting your Outlook calendar? Email [support@groupthink.com](mailto:support@groupthink.com).
</content>
</invoke>

Outlook Calendar


This guide helps you resolve common issues with Groupthink's Private Desktop Recording feature.

## Before You Troubleshoot

Most private recording problems come down to one of a few requirements not being met. Check these first, in order.

### You need the Groupthink desktop app

Private recording only works inside the Groupthink desktop app. The web app cannot record privately. If you set your attendance preference to private but never open the desktop app, nothing will record.

- If you do not have the desktop app yet, install it from the [Groupthink Desktop App Setup Instructions](/docs/desktop).
- If you already have it installed, open it and sign in. Your meetings will use private recording automatically once the app is running.

### You need to be signed in to the desktop app

Open the desktop app and confirm you are signed in to your Groupthink account. If you are not, sign in (you will be sent to your browser to complete the process, then returned to the app). See [Groupthink Desktop App](/docs/desktop) for the full sign-in walkthrough.

### You need an active plan with meeting quota left

Starting a private recording uses a meeting from your plan. If your free meeting quota is used up, or your trial has ended, Groupthink will not start a new recording and will prompt you to upgrade instead. Upgrading to a paid plan restores private recording.

### You need a supported computer

Private recording is available on Windows and on Macs running a supported version of macOS. If the private option is greyed out or unavailable, your device or operating system version may not be supported.

> **Note:** The supported macOS version is determined by the desktop app at runtime, so a Mac on an older OS may not be able to record privately even with the app installed.

## Common Issues

### The Recording Will Not Start

If clicking to start a private notetaker does nothing or shows a prompt instead of recording:

1. If you see a prompt to download the desktop app, you are not in the desktop app (or it cannot record on this device). Open the Groupthink desktop app and try again.
2. If you see a message about your meeting quota or upgrading, you have hit a plan limit. See the plan requirement above.
3. If neither prompt appears and nothing happens, restart the desktop app and try again.

### No Audio Captured During Recording

Private recording captures your microphone and your computer's system audio. A silent or one-sided recording is almost always a system permission that has not been granted. These permissions live in your operating system, not in Groupthink, so the exact menus can differ by OS version.

**On a Mac:**

Groupthink needs two permissions for a complete recording: **Microphone** (your own voice) and **System Audio Recording Only** (the other participants' audio playing through your computer). Both live in **System Settings &gt; Privacy &amp; Security**.

1. Open **System Settings &gt; Privacy &amp; Security &gt; Microphone** and make sure **Groupthink** is turned on.
2. Open **System Settings &gt; Privacy &amp; Security &gt; Screen &amp; System Audio Recording**. That pane has two groups. In the lower group, **System Audio Recording Only**, turn on **both** **Groupthink** and **GroupthinkAudio**. The second one is a helper that does the actual audio capture, and macOS lists it as its own entry. If it is off, recordings come back silent even with **Groupthink** on. If you started recording before granting this, Groupthink shows an in-app banner that walks you straight to the right setting — turn it on, then stop and start the recording again. No app restart is needed for this permission to take effect.
3. macOS sometimes resets these permissions after an app update. If a recording suddenly comes back empty, re-check both settings.

> **Note:** You no longer need the **Screen Recording** permission to capture audio. Screen Recording is used only by the separate [Capturing On-Screen Content](/docs/on_screen_content_capture) feature. If an older guide told you to enable Screen Recording to fix silent recordings, that step is no longer required — check the **System Audio Recording Only** group inside **Screen &amp; System Audio Recording** instead.

**On Windows:**

1. Make sure Groupthink is allowed to use your microphone in your Windows microphone privacy settings.
2. Confirm your audio devices are connected and selected as the active input.
3. If sound problems continue, work through Microsoft's guide: [Fix Sound or Audio Problems in Windows](https://support.microsoft.com/en-us/windows/fix-sound-or-audio-problems-in-windows-73025246-b61c-40fb-671a-2535c7cd56c8).

If audio is still missing after checking permissions, restart the Groupthink app, and if needed restart your computer, then try recording again.

### Audio Quality Drops While Recording

If sound quality drops while Groupthink is recording on a Mac:

1. In your Mac's **Sound Settings**, under the **Input** tab, select your built-in microphone (usually named something like **Mac Microphone**).
2. Restart the Groupthink app and try recording again.
3. If the problem persists, restart your Mac and try again.

## Getting Help

Still stuck? Email [support@groupthink.com](mailto:support@groupthink.com).

## Related

- [Privately Recording Meetings](/docs/private_desktop_recording): how private desktop recording works and how to start one.
- [Groupthink Desktop App](/docs/desktop): install and sign in to the desktop app.
- [Capturing On-Screen Content](/docs/on_screen_content_capture): how Groupthink reads on-screen text during a private recording (macOS).


Troubleshooting Private Meeting Recording


## Overview

Groupthink connects to Zapier through outbound webhooks. You create a Catch Hook in Zapier, paste its URL into Groupthink, and choose which Groupthink events should fire it. From there, Zapier can route your meeting data to thousands of apps, including Salesforce, Hubspot, Asana, Notion, Google Docs, and Google Drive. You can even use it to text yourself when a meeting ends.

This is not a paid add-on. Webhooks are available to all Groupthink accounts.

## Getting Started

Setting up the connection takes two steps. First you create the Catch Hook in Zapier, then you point a Groupthink webhook at it.

### Step 1: Create a Catch Hook in Zapier

1. In your Zapier account, create a new Zap.
2. For the trigger, select **Webhooks by Zapier**.
3. Choose the **Catch Hook** event.
4. Zapier generates a unique webhook URL. Copy it. You will paste it into Groupthink in the next step.

### Step 2: Create the webhook in Groupthink

1. Click your profile avatar in the top right of Groupthink to open the user menu, then click **User settings**.
2. Open the **Webhooks** tab.
3. Click **Create a webhook** in the middle of the panel. If you already have webhooks set up, the button is **New webhook** in the top right of the panel instead.
4. In the **Name** field, give the webhook a label so you can recognize it later. This field is required.
5. Paste the Catch Hook URL from Zapier into the **Webhook URL** field.
6. Under **Select the events that will trigger this webhook.**, check the events you want to send to Zapier.
7. Click **Save Webhook**.

Each time one of the selected events happens, Groupthink sends an HTTP POST request to your Catch Hook URL, and your Zap runs.

## Choosing Events

When you create a webhook, you pick which Groupthink events trigger it. You can select one event or several. The available events are:

| Event                        | When it fires                                                                                                                  |
| ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Meeting Started**          | When a meeting starts. Includes the Meeting resource.                                                                          |
| **Meeting Officially Begun** | When the official start time of the meeting has been reached and the meeting should be in progress.                            |
| **Meeting Ended**            | Immediately after a meeting ends, so a summary may not be available yet. Includes Meeting, Notes, and Transcription resources. |
| **Recap Available**          | When the meeting recap and summary have been created. Includes Meeting, Notes, and Transcription resources.                    |
| **Event Starting**           | When a calendar event is starting. Includes the Agenda resource.                                                               |

If you want the full meeting summary and notes, choose **Recap Available**. The recap is not always ready the instant a meeting ends, so **Meeting Ended** may arrive before the summary is generated.

## Managing Webhooks

Each saved webhook appears in the **Webhooks** tab with a toggle to enable or disable it, its name, and its destination URL. You can turn a webhook off without deleting it, or remove it entirely with **Delete...** and confirming **Yes, remove webhook**. There is no way to edit a saved webhook: to change its name, URL, or event selection, delete it and create a replacement.

### Debugging with Logs

Every webhook has its own delivery history. Click **Logs** on a webhook to expand its recent deliveries. Each entry shows the response status code, the request method and URL, the timestamp, and the full request and response bodies. This is the fastest way to confirm Groupthink is reaching Zapier and to see exactly what was sent if a Zap is not behaving as expected.

A green status code means the delivery succeeded. A red status code means the destination returned an error. The same button reads **Hide Logs** while the list is open. Click it to collapse the view.

## Frequently Asked Questions

### Is the Zapier integration a paid feature?

No. Webhooks are available on all Groupthink accounts. There is no separate charge to connect Groupthink to Zapier.

### Which events can I send to Zapier?

You can trigger a webhook on **Meeting Started**, **Meeting Officially Begun**, **Meeting Ended**, **Recap Available**, and **Event Starting**. You choose which events fire each webhook when you create it. The selection is fixed once the webhook is saved: to change it, delete the webhook and create a new one with the events you want.

### How do I debug a webhook that is not working?

Open the **Webhooks** tab, find the webhook, and click **Logs**. The log list shows each delivery with its response status code and the full request and response payloads. A red status code points to a problem on the receiving end, and the response body usually explains why.

### Can I send Groupthink data to tools other than Zapier?

Yes. The webhook sends a standard HTTP POST request to whatever URL you provide, so any service that can receive a webhook works. Zapier is a convenient hub because it connects to thousands of apps, but you can also point a Groupthink webhook directly at your own endpoint or another automation platform.

## Getting Help

Questions about the Zapier integration or webhooks? Email [support@groupthink.com](mailto:support@groupthink.com)


Zapier


You can export a copy of your Groupthink data at any time, on any plan, including the free plan. Groupthink prepares an archive and emails you a download link.

There are two exports, both in the same place:

| Export                 | Button                 | What you get                                                                                |
| ---------------------- | ---------------------- | ------------------------------------------------------------------------------------------- |
| **Export your data**   | **Export my data**     | Everything: your people, what Groupthink learned about them, your notes, and your meetings. |
| **Just your captures** | **Export my captures** | Only the things you said or typed to Groupthink directly, as Markdown by day plus JSONL.    |

Both are free. Neither changes or deletes anything in your account.

## Where to find them

1. Click your profile avatar and choose **User settings**, then open the **Account** tab. Or go straight to [app.groupthink.com/settings#account](https://app.groupthink.com/settings#account).
2. Find the **Export your data** card. The **Export my data** button is at the top. Below the divider, under **Just your captures**, is the **Export my captures** button.
3. Click the one you want. The card shows a message that your export is being assembled. You can leave the page; it runs in the background.
4. When it is ready, you get an email with a **Download** button. Click it to download the archive. The email subject is "Your Groupthink data export is ready" or "Your Groupthink capture history is ready".

You can run both exports at the same time. Each one shows its own status on the card.

## How long the download link lasts

The link in the email works for **48 hours** and can be used **once**. After you download the file, or after 48 hours, the link stops working and opens a page that points you back to settings. Start another export if you need a fresh link.

Do not forward the email. The link opens your data.

## What is in the full export

The **Export my data** archive contains:

- **`export.json`**: a structured copy of your account data.
- **`relationships.csv`**: your relationships, in a spreadsheet format you can open in Excel, Numbers, or Google Sheets.

## What is in the captures export

The **Export my captures** archive is built to be read by a person and parsed by a tool:

- **`README.md`**: explains the layout and the source labels.
- **`captures/YYYY/YYYY-MM-DD.md`**: one Markdown file per day, in your own timezone. Each capture is a heading with the time, the source, and who it was filed to, followed by the exact text you captured.
- **`captures.jsonl`**: the same captures, one JSON object per line, for tools. Each line has `id`, `captured_at`, `source`, `source_raw`, `to_entity`, `about_entities`, `text`, and `role`.

A day file looks like this:

```markdown
# 2026-08-20 — Thursday, August 20, 2026

_Times are America/Los_Angeles._

### 14:05 — voice → Adam Chen

Adam is worried about Q3 pipeline. Follow up Friday.

### 16:30 — ask → Adam Chen

**You asked:**

What does Adam care about right now?

**Groupthink answered:**

Adam cares about landing Q3.
```

Each block ends with a hidden HTML comment carrying the capture ID. You will not see it when the file is rendered. It is how [GitHub repo sync](/docs/github_repo_sync) knows not to write the same capture twice.

### What counts as a capture

A capture is something you said or typed to Groupthink yourself:

| Source label | What it is                                                                                  |
| ------------ | ------------------------------------------------------------------------------------------- |
| `voice`      | A voice note you recorded, transcribed                                                      |
| `router`     | A quick capture typed into the capture box and routed to a person                           |
| `quick_log`  | A [Quick Log](/docs/quick_log) line about a person                                          |
| `note`       | A note you typed or pasted on a person's page, in the capture inbox, or from the iPhone app |
| `text`       | A [text conversation](/docs/capture_texts) you pasted or forwarded in                       |
| `ask`        | A question you asked Groupthink about someone, with the answer Groupthink gave              |

A question you asked the AI includes both sides, labelled. A voice note whose transcript never arrived is still listed, with a placeholder instead of text.

### What is not in the captures export

Content that came in from sources you connected or forwarded: email, Slack, Google Drive, screen content, GitHub activity, and uploaded meeting decks. Your conversations with the Groupthink advisor are also left out. All of that is in the full **Export my data** archive.

## Notes

- Exporting does not change or delete anything in your account. It is a read-only copy.
- If the card says your last export did not finish, click the button again. If it keeps failing, email support.
- Want your captures and meetings kept up to date in a repo you own, without exporting by hand? See [GitHub repo sync](/docs/github_repo_sync) (Pro).
- If you instead want to remove your account entirely, see [Delete Your Groupthink Account](/docs/delete_account).

## Related

- [GitHub repo sync](/docs/github_repo_sync)
- [Set up repo sync](/docs/github_repo_sync#set-up-repo-sync)
- [Delete Your Groupthink Account](/docs/delete_account)
- [Managing Your Billing & Subscription](/docs/manage_billing)


Export Your Data


> **Groupthink has three GitHub features, each with its own connection.** **[GitHub Issues](/docs/github_integration)** files meeting action items as GitHub issues (free, uses the Groupthink GitHub App). **[GitHub repo sync](/docs/github_repo_sync)** commits your meetings and captures to a repo you own as Markdown files (Pro, uses a personal access token). **[GitHub activity signal](/docs/github_relationship_signal)** reads your GitHub activity to keep relationships current. This page is about **GitHub Issues**.

## Overview

Connect Groupthink to GitHub and you can turn meeting action items into real GitHub issues without leaving the app. After a meeting, Groupthink pulls out the action items. When you route one to the GitHub issue destination, Groupthink files an issue in the repository you picked, with the action item text as the title and a link back to the meeting it came from.

Connecting GitHub happens in two parts. First you add the GitHub connection from the Connections & Integrations tab and install the Groupthink GitHub App. After that, you set which repository new issues should go to.

This page is about filing action items as GitHub issues. If you want Groupthink to commit your meetings and captures to a repo you own as Markdown files, that is a separate Pro feature with its own connection. See [GitHub repo sync](/docs/github_repo_sync).

This page covers the outbound direction, where Groupthink files issues in GitHub for you. There is also an inbound direction on the same connection: Groupthink can read who you build with on GitHub and file that collaboration onto their relationship records. It is off by default and has its own switch. See [Use GitHub Activity as Relationship Signal](/docs/github_relationship_signal).

## How it works

Every confirmed action item starts out unrouted. You decide where each one goes using the **Route** control on the action item, which you will find in a meeting recap and in your action items view. The destinations include **GitHub issue**, **Linear**, **Watch**, **Private**, and **Drop**.

Softly phrased commitments arrive as **Suggested** cards rather than confirmed items, and a suggestion has no Route control until you accept it. Accept it first and it joins the list above with the full set of controls. See [Action Items](/docs/action_items) for the difference between the two.

When you choose **GitHub issue**, Groupthink creates an issue in your configured repository in the background. The action item then shows a link you can click to open the issue in GitHub. The same Route control sends items to Linear if you connect Linear instead.

## Heads up: GitHub App installation is required

The GitHub connection uses a GitHub App, not just a personal login. To complete the connection you need to install the Groupthink GitHub App on the GitHub organization whose repositories you want to use, and grant it access to those repositories. Installing a GitHub App on an organization generally requires that you are an owner of that organization, or that an owner approves the installation.

This is not a separate paid add-on. Routing action items to GitHub is not gated behind a subscription.

## Getting Started

### Step 1: Connect GitHub

1. Click your profile avatar in the top right of Groupthink to open the user menu, then click **User settings**.
2. Open the **Connections & Integrations** tab.
3. In the **Action item sync** section, find the **GitHub Issues** row and click **Connect**.
4. On the GitHub connection screen, click **Connect to GitHub**. You will be redirected to GitHub.
5. Sign in to GitHub if you are not already signed in, then authorize Groupthink and install the GitHub App on the organization you want, choosing which repositories it can access.
6. After you approve, GitHub returns you to the Connections & Integrations tab, where the GitHub connection now shows as **Connected**.

### Step 2: Choose the repository for new issues

Issues are filed in the repository you configure on the connection. Until you set one, routing an action item to GitHub will not produce an issue.

1. In **User settings** &gt; **Connections & Integrations**, find the GitHub connection in the **Action item sync** section and click **Manage**.
2. In the **Issue sync repository** field, enter the repository in `owner/repo` form, for example `acme/backend`.
3. Save the connection.

## Routing an action item to GitHub

1. Open a meeting recap, or open your action items view, and find the action item you want to send to GitHub.
2. Click **Route** on that action item.
3. Choose **GitHub issue** from the menu.

Groupthink creates the issue in your configured repository. Once it is created, the action item shows a launch link next to its **GitHub issue** label that opens the issue in GitHub. If you change your mind, you can clear the routing on the action item to send it back to needs-triage.

## What the GitHub issue looks like

The issue Groupthink creates uses the action item text as its title. The body notes that it came from a Groupthink meeting and, when the information is available, includes the action item owner, surrounding context, a link back to the source meeting in Groupthink, and a due date. You can edit the issue, add assignees and labels, and work it like any other GitHub issue.

## Frequently Asked Questions

### Is the GitHub integration a paid feature?

No. Unlike Slack notifications, routing action items to GitHub is not behind a subscription. You do need to connect GitHub and install the Groupthink GitHub App first.

### I routed an item to GitHub but no issue appeared. What should I check?

Two settings are required. First, confirm GitHub shows as **Connected** under **User settings** &gt; **Connections & Integrations**. Second, click **Manage** on that connection and confirm the **Issue sync repository** field is set to a real `owner/repo` value that the GitHub App can access. The issue is created in the background, so it can take a moment to appear. If the connection or repository is missing, the issue is not created.

### Where do I set which repository issues go to?

On the GitHub connection itself. Open **User settings** &gt; **Connections & Integrations**, click **Manage** on the GitHub connection, and set the **Issue sync repository** field to `owner/repo`. This is not set per meeting; all GitHub-routed action items go to that repository.

### Can I send action items to Linear instead?

Yes. The same **Route** control offers a **Linear** destination. Connect Linear from the **Connections & Integrations** tab the same way you connect GitHub, then configure the target Linear team on that connection.

### Why does the GitHub connection ask to install an app?

Groupthink files issues through a GitHub App so it only has access to the repositories you grant. Installing the app on your GitHub organization is what gives Groupthink permission to create issues there. Installing on an organization usually requires owner permission or owner approval.

## Getting Help

Questions about connecting GitHub or syncing action items to issues? Email [support@groupthink.com](mailto:support@groupthink.com)


GitHub Issues


The **Settings** tab is where you manage permissions, sync, sign-in, and get help. Here's what each section does.

## On-device access

The three iOS permissions Groupthink uses, each with its current status:

- **Microphone** — record in-person conversations from the Interactions tab.
- **Calendar** — show today's meetings in your Daily Overview.
- **Contacts** — seed the people you keep from your phone's contacts.

A green check means it's on; a red mark means it's off. Tap a row that's off to jump to the app's page in iOS Settings and turn it on. More on this in [Privacy and on-device permissions](/docs/ios_privacy_permissions).

## Sync

Shows whether an **iCloud** account is signed into this phone, and what that means for you. When iCloud is available, your captures and people back up to your private iCloud database and sync across your own devices — Groupthink can't read it. When it isn't, the app still works offline. See [Sync and signing in](/docs/ios_sync_sign_in).

## Account

Sign in to connect your Groupthink account and bring your relationships onto the phone:

- **Sign in with Google** — unlocks the Overview and People tabs and lets captures file to people's timelines.
- **Sign in with Microsoft** — the same, using your Outlook account.

When you're signed in, this section shows your account, two export options, and a **Sign out** button.

### Exporting your data

Your record is yours and leaves with you. Both exports are free on every account:

- **Export your data** — a zip of everything Groupthink holds for you: relationships, meetings, notes, and the intelligence built on them.
- **Export my captures** — just the prompts and voice notes you've captured, as one Markdown file per day plus a `captures.jsonl`. Readable by you, parseable by any tool.

Tap either row, then **Email me the export**. We assemble the file on the server and email a download link to the address you're signed in with, usually within a few minutes. The link is single-use and expires, so open it on the device you want the file on. If you ask again while one is still being prepared, you get the same export rather than a second one.

Automatic sync of your history to a git repo isn't set up from the phone — do that from **Settings** in the web or desktop app.

## Calendar connections

Options to add more calendar accounts into your Overview (a second Google calendar, or Outlook). These are marked **Coming soon** and aren't active yet — today the Overview uses the calendar on this device.

## Labs

Experimental features you can opt into:

- **Heart rate during recordings** — reads your heart rate from Apple Health for the length of a recording so you can see how a conversation landed. Off by default; asks for Health access the first time you turn it on.

Labs features may change or go away as we iterate.

## Help

- **Report a problem** — opens an email to our team with your app version already filled in.
- **Privacy policy** — opens the full policy in Safari.

## About

Shows the app **version** and **build number** — useful to include when you report a problem.

_Need a hand? Email support@groupthink.com._


Settings on iPhone


Groupthink billing lives in the **Billing** tab of your user settings. From there you can see your current plan, start a Pro subscription, update your payment method, view invoices, and cancel. Payments are handled by Stripe, so the payment and invoice screens are hosted on Stripe rather than inside Groupthink.

Open it directly at [User Settings &gt; Billing](https://app.groupthink.com/settings#billing), or click your profile picture in the bottom left of the app, choose **User settings**, and open the **Billing** tab.

## Plans

The Billing tab shows two plans:

| Plan     | What you get                                                                                                                                                                       |
| -------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Free** | AI notes, recordings, unlimited meeting length, and a limited number of free meetings. No credit card required.                                                                    |
| **Pro**  | Unlimited meetings with recording, transcription, and notes, plus unlimited recording storage, AI chat, and [GitHub repo sync](/docs/github_repo_sync). Billed monthly via Stripe. |

[Exporting your data](/docs/export_your_data) is free on both plans.

The Pro plan card in the Billing tab shows the current monthly price. The same price appears on the Stripe checkout page before you confirm, so you always see the exact amount before paying.

New workspaces start with a **30-day trial**. While your trial is active you have full access. The Billing tab shows a trial card with the days remaining and the date your trial ends.

### What happens when your trial ends

If you have not upgraded by the time your 30-day trial ends, your workspace returns to limited access. Until you upgrade to Pro you will not be able to add the notetaker to new meetings or open your past meeting recaps. Your past meetings are not erased. Upgrading to Pro restores access to them.

When access is paused, Groupthink shows an upgrade prompt that matches your situation, for example an expired trial, a canceled subscription, or a payment that did not go through.

## Upgrading to Pro

1. Open [User Settings &gt; Billing](https://app.groupthink.com/settings#billing).
2. On the **Pro** plan card, click **Start Upgrade**. (During your trial, you can also click **Upgrade Now** on the trial card.)
3. Groupthink sends you to a Stripe checkout page.
4. Enter your payment details on Stripe and confirm. After payment, you return to Groupthink as a Pro subscriber.

You can also reach this flow from any upgrade prompt in the app, such as the **Upgrade Now** button on the trial banner or the meeting quota indicator.

## Managing your subscription

Once you are on Pro, the Billing tab shows a **Manage Billing** button.

1. Open [User Settings &gt; Billing](https://app.groupthink.com/settings#billing).
2. Click **Manage Billing**. This opens the Stripe billing portal in a new tab.

The billing portal is hosted by Stripe. From there you can:

- Update or replace your payment method
- View and download past invoices
- Manage or cancel your subscription

Because the portal is Stripe&apos;s own set of screens, the exact buttons and layout there are controlled by Stripe and may differ from the rest of Groupthink.

### Updating your payment method

Open the Billing tab, click **Manage Billing**, and update your payment method from the Stripe billing portal. Stripe saves the new card for your future payments.

## Canceling your subscription

1. Open [User Settings &gt; Billing](https://app.groupthink.com/settings#billing).
2. Click **Manage Billing** to open the Stripe billing portal.
3. Cancel your subscription from the portal and follow the prompts to confirm.

After you cancel, you keep Pro access until the end of your current billing period. When that period ends, your workspace returns to the Free plan and loses the Pro-only features. The 30-day trial is a one-time offer and does not start again after a cancellation.

## Frequently asked questions

### Do I need a credit card to start?

No. The Free plan and the trial do not require a credit card. You only enter payment details when you upgrade to Pro.

### Can I still see my past meetings after my trial ends?

Not until you upgrade. Once your trial ends without a Pro subscription, past recaps are locked behind an upgrade prompt. Upgrading to Pro restores access to them.

### How do I update my card?

Open the Billing tab, click **Manage Billing**, and update your payment method in the Stripe billing portal.

### Is my payment information secure?

Yes. Payments are processed by Stripe. Your card details are entered and stored with Stripe, not inside Groupthink.

### What payment methods are accepted?

The accepted payment methods are shown on the Stripe checkout and billing portal screens when you pay.

## Getting help

Questions about billing or your subscription? Email [support@groupthink.com](mailto:support@groupthink.com) with your account email and a short description of the issue.


Managing Your Billing & Subscription


Groupthink joins your Google Meet calls as a notetaker, captures the conversation, and turns it into notes, transcripts, and recaps automatically. The notetaker is a participant that joins through the Meet link, so anyone on the call can see it is there. You can have Groupthink join automatically based on your calendar, or add it to a specific call yourself.

> **Heads up:** Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. Without one, the notetaker will not join.

## Overview

There are two ways to get the notetaker into a Google Meet call:

- **Automatically**, based on your calendar and your attendance setting
- **Manually**, by pasting a Meet link when you want notes for a specific call

Both paths add the same notetaker. The difference is just whether you set it up once on your calendar or add it call by call.

## Getting Started

Before the notetaker can join a scheduled meeting, [connect your Google Calendar](/docs/google_calendar). This lets Groupthink see your meetings and the Google Meet conferencing details attached to them.

Once your calendar is connected, choose how you want Groupthink to attend your meetings (see below). The notetaker will not join anything until you pick an attendance setting.

## Auto-join Settings

Your attendance setting lives in [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar), under the heading **How should Groupthink attend your meetings?** It is a single choice that applies to all of your future meetings:

| Option                              | What it does                                                                                                              |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes**            | Groupthink records privately through the desktop app. No bot joins the call and other participants do not see Groupthink. |
| **Automatically Join All Meetings** | The Groupthink notetaker joins your meetings as a visible participant and shares notes with attendees.                    |
| **Let Me Choose Each Time**         | Nothing joins automatically. You add the notetaker to specific calls yourself when you want notes.                        |

For the full walkthrough, including how to fine-tune which meetings Groupthink attends, see [Google Calendar](/docs/google_calendar).

If your Google Meet uses host admission, admit the Groupthink notetaker from the lobby when it requests to join, the same way you would admit any other guest. Nothing is captured until somebody lets it in, so if the notetaker is left waiting the meeting produces no notes at all. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted).

## Adding the Bot Manually

You can add the notetaker to any Google Meet call, including impromptu calls that are not on your calendar.

1. Open the agenda for the meeting and click **Start Notetaker**
2. Choose **Public with Bot**
3. In the **Start the Notetaker** window, paste your link into the **Meeting URL** field (the placeholder reads **Paste your Google Meet, Zoom, or Teams link here**)
4. Click **Start Notetaker**

Groupthink will join the call as a participant and begin taking notes. The same flow works for Zoom and Microsoft Teams links, so you can paste any Meet, Zoom, or Teams URL.

When the notetaker joins, its video tile shows a static identity slide with its display name and a **Taking notes** line. It does not display a running feed of the conversation or your notes on the call.

## Frequently Asked Questions

### Why did the notetaker not join?

A few things have to be in place: the meeting needs a Google Meet link, your attendance setting has to allow the notetaker to join, and your workspace needs an active trial or paid plan.

If the notetaker did reach the call but sat outside it, that is a different problem with a different fix. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted).

### Does this work with Zoom and Teams too?

Yes. You can paste any Google Meet, Zoom, or Microsoft Teams link when you add the notetaker manually.

### Is the notetaker visible to other people on the call?

It depends on your setting. With **Automatically Join All Meetings** or when you add it manually with **Public with Bot**, the notetaker is a visible participant. With **Privately Take Notes**, nothing joins the call and your recording stays private to you.

### Can I add the notetaker to a call that is not on my calendar?

Yes. Click **Start Notetaker**, choose **Public with Bot**, and paste the meeting link. The call does not need to be on your calendar.

### What does the notetaker show on its video tile?

A static identity slide with its display name and a **Taking notes** line. It does not show a live slide of the conversation or your notes.

## Getting Help

Questions about the Google Meet integration? Email [support@groupthink.com](mailto:support@groupthink.com).


Google Meet


Groupthink works with your Microsoft Teams calls so every discussion is captured and turned into notes, transcripts, and recaps. When a meeting link points to **teams.microsoft.com** or **teams.live.com**, Groupthink recognizes it as a Teams call and sends its notetaker to join.

- Capture notes and a full transcript without typing during the call
- Let the notetaker join your scheduled Teams meetings automatically
- Skip the manual post-meeting write-up

There are two ways to get the notetaker into a Teams call: let it join automatically based on your calendar settings, or add it by hand to a meeting that is already happening.

> **Note:** Adding the Groupthink notetaker to a meeting requires an active trial or paid plan.

## Getting Started

First, connect the calendar that holds your Teams meetings:

- [Connect your Microsoft Outlook calendar](/docs/outlook_calendar)
- [Connect your Google Calendar](/docs/google_calendar)

Connecting a calendar lets Groupthink see your scheduled meetings, read the Teams conferencing details on each event, and join on time. Make sure the calendar event includes a Microsoft Teams link so the notetaker knows where to go.

## Auto-join Settings

How the notetaker handles your meetings is controlled by a single setting. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) and find the **How should Groupthink attend your meetings?** section. You will see three options:

- **Privately Take Notes** - Groupthink records invisibly using the desktop app. Notes and transcripts stay private to you, and other participants do not see Groupthink.
- **Automatically Join All Meetings** - Groupthink's notetaker joins as a visible participant, and notes and recaps are shared with everyone on the call.
- **Let Me Choose Each Time** - Nothing joins automatically. You add Groupthink to a specific meeting whenever you want notes.

Pick the option that fits how you work, then save. Your choice applies to all future meetings, and you can change it any time. The same setting lives in the [Outlook Calendar](/docs/outlook_calendar) and [Google Calendar](/docs/google_calendar) docs if you want more detail.

If you signed up the standard way, Groupthink starts out attending the meetings you organize and the ones you attend, so the notetaker is ready without extra setup. If you joined through a shared meeting link instead, auto-join starts turned off, and you can switch it on at any time from [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar).

When the notetaker joins a Teams call, it shows a static identity slide with its display name and a **Taking notes** line. It is a simple name card so people know notes are being captured, not a live feed of the conversation.

## Adding the Bot Manually

You do not need auto-join to capture a Teams call. To add the notetaker to a meeting that is already running:

1. Open the agenda you want to use and click **Start Notetaker**
2. Choose **Public with Bot** from the dropdown
3. Paste your Teams link into the **Meeting URL** field
4. Click **Start Notetaker**
5. Admit Groupthink when it asks to join the Teams call so it can start taking notes

Groupthink detects the **teams.microsoft.com** or **teams.live.com** link automatically and sends the notetaker to that call.

## Frequently Asked Questions

### Does this work with both Teams for work and Teams for personal use?

Yes. Groupthink recognizes both **teams.microsoft.com** and **teams.live.com** links, so it works with Teams calls from a work or school account and from a personal Microsoft account.

### Do I have to let the bot in?

Yes. The notetaker requests to join like any other participant, and someone in the meeting needs to admit it before it can capture notes. If nobody admits it, the call is not captured at all. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted).

### Why did the notetaker not join my scheduled meeting?

Check that your calendar is connected, that your attendance setting allows the notetaker to join that meeting, and that the calendar event actually contains a Teams link. Without a conferencing link on the event, Groupthink has nowhere to send the notetaker.

### Do I need a paid plan?

Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. If your trial has ended, upgrade from your settings to keep capturing meetings.

### What does the bot show on screen during the call?

A static identity slide with its display name and a **Taking notes** line. It does not display the running notes or transcript to the room.

### Can I capture a Teams call without a visible bot?

Yes. Choose **Privately Take Notes** to record invisibly with the desktop app instead of sending the notetaker into the call.

## Getting Help

Questions about the Microsoft Teams integration? Email [support@groupthink.com](mailto:support@groupthink.com).


Microsoft Teams


**If nobody lets the Groupthink notetaker into your call, the meeting is not captured at all.
There is no transcript, no notes, and no recap. Nothing partial is saved.**

This is the most common reason a meeting comes back empty. The notetaker did reach your call.
It asked to be let in, waited outside, and was never admitted, so it never heard anything.

## What happens

When your call uses a waiting room, a lobby, or host admission, the Groupthink notetaker
arrives and asks to join like any other guest. It appears in the participant list as
**Groupthink**.

Someone already in the meeting has to admit it. Until that happens the notetaker hears
nothing at all, so there is nothing to transcribe and nothing to summarize. Groupthink does
not produce a partial recap from the part of the meeting it missed, because it did not
capture any of it.

The notetaker does not wait forever. It waits at least 10 minutes, and up to 25, and it
stops once your meeting was scheduled to end. After that it gives up and the meeting is
marked as one Groupthink could not capture. In most cases we then email you to say the
notetaker could not get in.

## If you are the meeting organizer

Watch for the admission prompt at the start of the call and let **Groupthink** in. On most
platforms this appears as a notification asking you to admit a waiting participant.

The prompt is easy to miss when the meeting is already underway and people are talking, so
it is worth checking the waiting room once after the first minute or two, before anything
you want captured has been said.

## If you are not the organizer

You may not be able to admit the notetaker yourself. Whether a non-host can let a guest in
depends on the conferencing platform and on how that specific meeting was set up, so it is
not something Groupthink can change from our side.

If you cannot admit it, you have two options:

1. **Ask the meeting owner to admit Groupthink.** Whoever is hosting can let it in, and once
   it is in, everything from that point forward is captured normally.
2. **Record privately through the desktop app instead.** The **Private with App** option
   records the call through the Groupthink desktop app on your own machine. Nothing joins
   the call, so there is no waiting room to get past and nobody needs to admit anything. See
   [Private Desktop Recording](/docs/troubleshooting_private_desktop_recording) and
   [Starting a Meeting](/docs/starting_meetings).

Option 2 is the reliable fix if you regularly sit in meetings you do not host.

## What the meeting looks like in Groupthink

The meeting is still there, but its recap page has no summary and no transcript on it.

Right now that empty page does not always name the reason. Depending on the meeting, it may
tell you there is no audio and that nothing more will appear, or it may read as though
processing has not finished. Either way, once the notetaker was never admitted, no notes
are coming. If a meeting has been over for more than about 15 minutes and the page is still
empty, treat it as a failed capture rather than waiting longer.

> We know this is confusing and we are working on making the reason explicit on the page
> instead of leaving you to infer it.

## Recovering the meeting you already lost

The conversation itself is not lost to your relationship history. If you have notes or a
transcript from any other source, you can log them against the meeting and Groupthink will
read them. See
[Recover Your Notes When the Notetaker Misses a Meeting](/docs/recover_meeting_recap).

## Frequently Asked Questions

### What name does the notetaker use in the waiting room?

It appears as **Groupthink** in the participant list.

### Will I get a partial recap of the part it did attend?

No. If the notetaker was never admitted it captured nothing, so there is no partial
transcript and no partial summary. If it was admitted late, you get everything from the
moment it was let in onward, but nothing said before that.

### How long will the notetaker wait?

At least 10 minutes and at most 25, and it stops once your meeting was scheduled to end.
Admitting it late still works, and you get the rest of the meeting from that point.

### Is there a setting that makes it get admitted automatically?

Not in Groupthink. Admission is controlled by your conferencing platform and by the
settings on that meeting, not by anything on the Groupthink side. If you want capture that
never depends on being admitted, use **Private with App** desktop recording instead.

### Does this affect private desktop recordings?

No. A private desktop recording runs on your own machine and never joins the call as a
participant, so there is no waiting room involved.

## Related

- [Starting a Meeting](/docs/starting_meetings)
- [Recover Your Notes When the Notetaker Misses a Meeting](/docs/recover_meeting_recap)
- [Troubleshooting Private Meeting Recording](/docs/troubleshooting_private_desktop_recording)
- [Google Meet](/docs/google_meet_integration)
- [Zoom](/docs/zoom_integration)
- [Microsoft Teams](/docs/microsoft_teams_integration)
- [Known Issues](/docs/known_issues)

---

_Still not sure why a meeting came back empty? Email us at support@groupthink.com and we can
look at that specific meeting._


The Notetaker Was Not Admitted to Your Meeting


Sometimes the Groupthink notetaker does not capture a call. It failed to join, the transcript came back empty, or you used a different notetaker (Gemini, Granola, Otter, Fireflies) for that meeting. The conversation is not lost. If you have notes or a transcript from anywhere, you can log them so they still feed your relationship intelligence.

> **Heads up:** Viewing your past meetings and recaps requires an active trial or paid plan. If your plan has lapsed, past recaps stay hidden until you start a trial or subscribe again.

## When to use this

- The notetaker did not join, or joined but captured nothing.
- You ran another notetaker on the call and have its transcript or summary.
- You took notes by hand and want them on the record.

## Find the meeting

1. Open **Past Interactions** from the navigation. This lists your meetings and logged notes, grouped by date.
2. Find the meeting and open it to reach its recap page, which has **Summary** and **Transcript** tabs.

If you have a lot of history, use search to find a specific interaction by keyword.

## Log your notes

On the meeting recap page:

1. Click **Log Interaction** in the header.
2. Choose **Log notes**.
3. Confirm or pick the contact for the conversation, paste your transcript, summary, or notes into the **Meeting notes** field, and click **Save notes**.

The field accepts any format: a Granola or Otter export, a pasted transcript, or raw notes you typed yourself. Groupthink reads the text and adds what it learns to that person's profile, so the conversation still counts toward what you know about them over time.

If the other notetaker sends you its recap by email, you do not have to copy and paste at all. You can [forward that email into Groupthink](/docs/forward_notes_by_email) and it ingests the notes for you.

One thing to know: logging notes this way updates your relationship intelligence for the people involved. It does not rebuild the missed meeting's own **Summary** tab, so the recap page for that specific meeting stays as the notetaker left it.

## Attach a deck or PDF to the meeting

If what you have is a slide deck or a document for that call, you can attach it to the meeting itself:

1. On the recap page, click **Log Interaction**.
2. Choose **Upload deck / PDF**.
3. Upload the file. Groupthink reads it and attaches it to that meeting.

## Related

- [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted)
- [Forward Notes by Email](/docs/forward_notes_by_email)
- [Automatic Meeting Notes](/docs/automatic_notes)
- [Relationships](/docs/relationships)
- [Known Issues](/docs/known_issues)

---

_If a meeting is missing entirely and there is no recap page to open, contact us at support@groupthink.com._


Recover Your Notes When the Notetaker Misses a Meeting


Groupthink captures your meetings and turns them into notes, transcripts, and recaps. You can have the notetaker join automatically based on your calendar, or start it yourself for a specific call. This guide covers every way to get the notetaker going.

> **Heads up:** Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. Without one, the notetaker will not start.

## Overview

There are two ways the notetaker gets into a call:

- **Automatically**, based on your calendar and your attendance setting
- **Manually**, when you want notes for a specific call

The notetaker can either join as a visible participant in your Google Meet, Zoom, or Microsoft Teams call, or record privately through the Groupthink desktop app so other participants do not see it.

## Before You Start

To use calendar-based and automatic features, [connect your Google Calendar](/docs/google_calendar) or [Outlook Calendar](/docs/outlook_calendar). This lets Groupthink see your meetings and the conferencing details attached to them.

You can still capture an impromptu call without a calendar connection by pasting its link, as described below.

## Start the Notetaker from a Meeting

When you are looking at a meeting in Groupthink, use the **Start Notetaker** button to begin capturing it.

1. Open the meeting and click **Start Notetaker**
2. Choose how you want the notetaker to work:
   - **Public with Bot** sends the Groupthink notetaker into the call as a visible participant to take and present notes
   - **Private with App** records the call locally through the Groupthink desktop app, with nothing visible to other participants
3. If you chose **Public with Bot** and the meeting already has a conferencing link, Groupthink joins that call. If there is no link yet and you use Google Calendar, Groupthink creates a new Google Meet and adds the notetaker for you
4. If Groupthink needs a link, the **Start the Notetaker** window opens. Paste your call link into the **Meeting URL** field and click **Start Notetaker**

The **Private with App** option needs the Groupthink desktop app. If you do not have it installed yet, Groupthink will prompt you to download it. See [Private Desktop Recording](/docs/troubleshooting_private_desktop_recording) for setup and troubleshooting.

## Start a Meeting from the Sidebar

The sidebar has two buttons for starting a meeting.

### New Meeting

Click **New Meeting** to start a fresh call right away. Groupthink creates a new Google Meet, opens it in a new tab, and adds the notetaker so your conversation is captured from the start.

### Join Meeting

Use **Join Meeting...** to add the notetaker to a call that is already happening or already scheduled.

1. Click **Join Meeting...** in the sidebar
2. In the **Start the Notetaker** window, paste your call link into the **Meeting URL** field (it accepts Google Meet, Zoom, or Microsoft Teams links)
3. Click **Start Notetaker**
4. If your call uses a lobby or host admission, admit the Groupthink notetaker when it requests to join

## Add the Notetaker to a Calendar Event

When your calendar is connected, your scheduled meetings appear under **Upcoming**. Each event that does not have Groupthink on it yet shows an **Add Notetaker** dropdown.

1. Go to **Upcoming** in the sidebar
2. Find the event you want to capture
3. Open its **Add Notetaker** dropdown
4. Choose to send the notetaker into the call as a visible participant, or to take notes privately through the desktop app

Groupthink will then attend that specific event when it starts.

## Auto-join Settings

You can have Groupthink attend your meetings automatically so you never have to start the notetaker by hand. Your attendance setting lives in [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar), under **How should Groupthink attend your meetings?** It is a single choice that applies to all of your future meetings.

| Option                              | What it does                                                                                                              |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes**            | Groupthink records privately through the desktop app. No bot joins the call and other participants do not see Groupthink. |
| **Automatically Join All Meetings** | The Groupthink notetaker joins your meetings as a visible participant and shares notes with attendees.                    |
| **Let Me Choose Each Time**         | Nothing joins automatically. You add the notetaker to specific calls yourself when you want notes.                        |

For the full walkthrough of how to fine-tune which meetings Groupthink attends, see [Google Calendar](/docs/google_calendar) or [Outlook Calendar](/docs/outlook_calendar).

## Frequently Asked Questions

### Do I need a paid plan to start a meeting?

Yes. Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. If your trial has ended, upgrade from your settings to keep capturing meetings.

### What is the difference between Public with Bot and Private with App?

**Public with Bot** sends the Groupthink notetaker into the call as a visible participant, and notes can be shared with everyone. **Private with App** records the call locally through the Groupthink desktop app, so nothing joins the call and your notes stay private to you.

### Can I capture a call that is not on my calendar?

Yes. Click **Start Notetaker** and choose **Public with Bot**, or use **Join Meeting...** in the sidebar, then paste the call link into the **Meeting URL** field. The call does not need to be on your calendar.

### Which video platforms work?

Google Meet, Zoom, and Microsoft Teams. You can paste any Meet, Zoom, or Teams link when you start the notetaker manually.

### Why did the notetaker not join my scheduled meeting?

Check that your calendar is connected, that your attendance setting allows the notetaker to join that meeting, that the event has a conferencing link, and that your workspace has an active trial or paid plan.

If the notetaker reached the call but was left waiting outside it, see [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted).

### Do I have to admit the notetaker to the call?

If your call uses a lobby or host admission, yes. Admit the Groupthink notetaker from the lobby when it requests to join, the same way you would admit any other guest. This is the single most common reason a meeting comes back with nothing on it, so it is worth watching for at the start of the call. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted).

## Getting Help

Questions about starting a meeting? Email [support@groupthink.com](mailto:support@groupthink.com).


Starting a Meeting

**No. Groupthink does not give you a video recording of your meetings. There is no video
in Groupthink to watch, download, or share.**

That is how the product works, not a setting you have missed. Groupthink captures what a
meeting produced, the decisions, commitments and context, rather than a film you
would have to rewatch to get at them. If you want a video file of a call, record it with
your conferencing provider. Zoom, Google Meet and Microsoft Teams each have their own
recording feature, and Groupthink runs alongside that without conflict.

## What you get instead

| | |
| ----------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Transcript** | The full text of what was said, with speakers attributed. |
| **Summary and notes** | The recap: decisions, action items, and the things worth remembering. |
| **On-screen content** (optional) | If you turn on [on-screen content capture](/docs/on_screen_content_capture), Groupthink reads the text from a window you choose, a slide, a dashboard, a spreadsheet, and files it under Shown on screen in the recap. |

## Frequently asked

### I am looking for the video of a past meeting. Where is it?

There is not one to find. Open the meeting recap instead: the transcript and notes are the
record of what happened. For future meetings, turn on recording in your conferencing
provider before the call if you need a video file.

### The notetaker joined my call. Can I get its recording?

No. The notetaker joins to capture the meeting for your transcript and notes, and it does
not hand back a video for you to watch or download. On its video tile it shows a static
identity slide with its name rather than a feed of the conversation or your notes.

### Is on-screen content capture the same as screen recording?

No, and the name invites the confusion. On-screen content capture reads the text off a
single window you pick. It runs on your Mac, only that text is sent to Groupthink, and
images of your screen are never uploaded or stored. It produces no video.

macOS asks for Screen Recording permission before it will let any app read a window, so
you will see that system prompt and the purple menu-bar indicator while it runs. That is
the operating system's wording for reading the screen, not a sign that Groupthink is
recording video.

### Can I get a video if I turn on screen capture?

No. See above: it captures text, not pictures and not video.

## Related

- [Capturing On-Screen Content](/docs/on_screen_content_capture): what the desktop app reads from your screen, and what it does not.
- [Privately Recording Meetings](/docs/private_desktop_recording): how private desktop recording works.
- [Starting a Meeting](/docs/starting_meetings): the difference between Public with Bot and Private with App.

Does Groupthink Give Me a Video Recording?


Groupthink works with your Zoom calls so every discussion is captured and turned into notes, transcripts, and recaps. When a meeting link points to **zoom.us** or **zoom.com**, Groupthink recognizes it as a Zoom call and sends its notetaker to join. The notetaker joins through the meeting link as a participant, so anyone on the call can see it is there.

- Capture notes and a full transcript without typing during the call
- Let the notetaker join your scheduled Zoom meetings automatically
- Skip the manual post-meeting write-up

There are two ways to get the notetaker into a Zoom call: let it join automatically based on your calendar settings, or add it by hand to a meeting that is already happening.

> **Heads up:** Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. Without one, the notetaker will not join.

## Getting Started

First, connect the calendar that holds your Zoom meetings:

- [Connect your Google Calendar](/docs/google_calendar)
- [Connect your Microsoft Outlook calendar](/docs/outlook_calendar)

Connecting a calendar lets Groupthink see your scheduled meetings, read the Zoom conferencing details on each event, and join on time. Make sure the calendar event includes a Zoom link so the notetaker knows where to go.

## Auto-join Settings

How the notetaker handles your meetings is controlled by a single setting. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) and find the **How should Groupthink attend your meetings?** section. You will see three options:

| Option                              | What it does                                                                                                              |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes**            | Groupthink records privately through the desktop app. No bot joins the call and other participants do not see Groupthink. |
| **Automatically Join All Meetings** | The Groupthink notetaker joins your meetings as a visible participant and shares notes with attendees.                    |
| **Let Me Choose Each Time**         | Nothing joins automatically. You add the notetaker to specific calls yourself when you want notes.                        |

Pick the option that fits how you work. Your choice applies to all of your future meetings, and you can change it any time. For the full walkthrough, including how to fine-tune which meetings Groupthink attends, see [Google Calendar](/docs/google_calendar) or [Outlook Calendar](/docs/outlook_calendar).

If your Zoom call uses a waiting room, admit the Groupthink notetaker when it requests to join, the same way you would admit any other guest.

When the notetaker joins a Zoom call, it shows a static identity slide with its display name and a **Taking notes** line. It is a simple name card so people know notes are being captured, not a live feed of the conversation.

## Adding the Bot Manually

You do not need auto-join to capture a Zoom call, including impromptu calls that are not on your calendar. To add the notetaker to a meeting that is already running:

1. Open the agenda you want to use and click **Start Notetaker**
2. Choose **Public with Bot** from the dropdown
3. Paste your Zoom link into the **Meeting URL** field (the placeholder reads **Paste your Google Meet, Zoom, or Teams link here**)
4. Click **Start Notetaker**
5. Admit Groupthink when it asks to join the Zoom call so it can start taking notes

Groupthink will join the call as a participant and begin taking notes. The same flow works for Google Meet and Microsoft Teams links, so you can paste any Meet, Zoom, or Teams URL. For the canonical walkthrough, see [Add Groupthink to a specific meeting](/docs/add_groupthink_to_specific_meetings).

## Frequently Asked Questions

### Why did the notetaker not join my scheduled meeting?

A few things have to be in place: the calendar event needs a Zoom link, your calendar has to be connected, your attendance setting has to allow the notetaker to join that meeting, and your workspace needs an active trial or paid plan. Without a conferencing link on the event, Groupthink has nowhere to send the notetaker.

### Do I have to let the bot in?

If your Zoom call uses a waiting room, yes. The notetaker requests to join like any other participant, and someone in the meeting needs to admit it before it can capture notes. If nobody admits it, the call is not captured at all. See [The Notetaker Was Not Admitted to Your Meeting](/docs/notetaker_not_admitted).

### Do I need a paid plan?

Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. If your trial has ended, upgrade from your settings to keep capturing meetings.

### What does the notetaker show on its video tile?

A static identity slide with its display name and a **Taking notes** line. It does not display a running feed of the conversation or your notes to the room.

### Can I capture a Zoom call without a visible bot?

Yes. Choose **Privately Take Notes** to record privately with the desktop app instead of sending the notetaker into the call.

### Does Groupthink have access to my Zoom account?

No. Groupthink does not authenticate with or connect to your Zoom account. It joins through the meeting link like any other guest. If you stop using Groupthink, it no longer joins your Zoom calls.

## Getting Help

Questions about the Zoom integration? Email [support@groupthink.com](mailto:support@groupthink.com).


Zoom


Meeting prep gives you a quick briefing on the people in an upcoming meeting, so you can walk in informed. When you have meeting history or shared notes with someone on the invite, Groupthink can generate prep cards for them on the agenda page before the meeting starts.

## Where to Find It

Meeting prep appears on the agenda page when:

- The agenda has an upcoming meeting attached
- The meeting has not started yet
- At least one attendee other than you is someone you have meeting history or shared notes with

Look for the **Meeting Prep** section on your agenda page. When Groupthink has useful context for the meeting, you will see a short summary of what it found (for example, two past meetings) and a **Generate prep brief** button.

## Generating a Prep Brief

Prep cards are generated on demand, not automatically. When signals exist for a meeting, the Meeting Prep section shows a teaser and a **Generate prep brief** button. Click it to build the attendee cards.

Generating a prep brief is a paid feature. If your trial has ended or you do not have an active subscription, you will see an upgrade prompt instead of the button.

## What Each Card Shows

For each attendee with shared history you will see:

- Profile photo, name, job title, and company
- LinkedIn profile link (shown only when a LinkedIn URL is on file)
- An AI-generated conversation tip
- Links to past meeting recaps with that person
- When you last met

The **Last met** line reads "Last met today" when you met earlier the same day, "Last met yesterday" the day after, and "Last met 3 days ago" for the rest of the week. Further back it reads as a date, "Last met Aug 3", or as a rough span, "Last met a month ago". The line is left out when Groupthink has no meeting date on record for that person.

## Where the Data Comes From

Prep cards pull from two sources:

1. **Profile data** - Job title, company, and photo from the Groupthink profile each attendee set up. Only attendees who use Groupthink have this.
2. **Your meeting history** - Past meetings and recaps from your Groupthink account, showing your personal interaction history with each attendee.

The combination gives you the attendee professional context alongside your private relationship history in one place. Groupthink does not pull this from third-party public profile sources.

## When Cards Do Not Appear

Prep cards will not show in a few situations:

- **No shared history** - If no attendee has past meetings or shared notes with you, there is nothing to generate and the section stays hidden.
- **No calendar event** - If the agenda is not linked to a calendar event with attendees.
- **Meeting already active** - Prep is a pre-meeting feature. Once recording starts, the meeting view takes over.
- **Only you on the invite** - You are always excluded from your own prep, and the Groupthink notetaker bot address is excluded too.
- **Calendar-sync copies** - If the meeting was mirrored from another calendar, attendee data is stripped, so you see a **Connect calendar** prompt instead of cards.
- **No active subscription** - Generating a brief is a paid feature. Without one you see an upgrade prompt.

## Relationship to the Daily Brief Email

Meeting prep cards draw on the same attendee information as the [Daily Brief email](/docs/daily_brief). The Daily Brief delivers it once at 5pm in your local timezone the evening before. The in-app cards let you generate the same prep on demand any time you are on the agenda page before the meeting starts.

## Frequently Asked Questions

### Why do I not see a prep brief for my meeting?

The Meeting Prep section only appears when at least one attendee other than you has past meetings or shared notes with you. New contacts with no shared history, meetings with only yourself, and the Groupthink notetaker bot will not produce a brief.

### Do prep cards appear automatically?

No. When Groupthink has useful signals for a meeting, you will see a short teaser and a **Generate prep brief** button. The full attendee cards build only after you click it.

### Why am I being asked to upgrade?

Generating a prep brief is a paid feature. If your trial has ended or you do not have an active subscription, the Meeting Prep section shows an upgrade prompt instead of the **Generate prep brief** button.

### The section mentions a calendar-sync copy. What does that mean?

The meeting was mirrored from another calendar, for example by a scheduling tool, which strips out attendee data. Connect the original source calendar in Settings to enable prep briefs for those events.

### Where does the attendee information come from?

From the Groupthink profile each attendee set up (name, title, company, photo) plus your private meeting history with them. It is not scraped from outside public profiles.

## Getting Help

Questions about Meeting Prep? Email [support@groupthink.com](mailto:support@groupthink.com)


Meeting Prep Cards


Groupthink reads your meetings and notes for the things people promised each other, then puts them in two places: the **Action items** block at the bottom of a meeting recap, and **My action items** in the sidebar, which gathers everything you owe across every meeting.

Some promises are stated plainly. Others are phrased as an offer that somebody accepts a minute later. Groupthink now surfaces both, and it tells you which is which.

## Two kinds of action items

| What you see         | Where it comes from                                                                           | What you do with it                                    |
| -------------------- | --------------------------------------------------------------------------------------------- | ------------------------------------------------------ |
| A normal action item | A commitment stated directly, like &quot;I will send the deck on Friday&quot;                 | Check it off, edit it, give it a due date, route it    |
| A **Suggested** card | A softly phrased commitment, like &quot;just let me know&quot; or &quot;I would love to&quot; | **Accept** it in one tap, or **Dismiss** it in one tap |

Suggestions sit below the confirmed items, under a **Suggested** heading that says we think these were promised and asks you to confirm or dismiss. Each card carries a **Suggested** badge and two buttons:

- **Accept** promotes the card to a normal action item. It joins the list above and behaves like every other item, so you can check it off, set a due date, or route it.
- **Dismiss** removes the card. A dismissed suggestion does not come back.

Both actions take effect immediately. Nothing else happens to a suggestion until you decide, so an unaccepted suggestion is never counted as something you owe.

### Why suggestions exist

People do not hand each other tickets. In a real conversation a commitment is usually an offer plus an acceptance: one person says &quot;if you want, just let me know and I will sort it out,&quot; and the other says &quot;yes, I would love that.&quot; Nobody in that exchange ever says the words &quot;action item,&quot; but a promise was made and both people expect it to happen.

Groupthink used to require a commitment to be stated outright before it would record one. On warm, relationship heavy calls that produced a blank list, which quietly told you nothing had been promised when in fact several things had.

So instead of guessing, Groupthink shows you the softer ones and asks. A suggestion you did not want costs a single tap to dismiss. A promise the product never mentions costs you the promise.

## Items with no clear owner

Sometimes the commitment is unmistakable but the owner is not. Groupthink used to drop those items entirely, which is why some real promises never appeared anywhere.

Now the item stays and shows an **Unassigned** pill instead. Click the pill and pick an owner:

- **Me**
- Any person linked to the meeting, including [contacts who do not have a Groupthink account](/docs/linked_people)

Groupthink never guesses. It does not quietly assign the item to whoever was recording. If the owner was not clear from the conversation, the item says so and waits for you to choose.

## What the empty state means now

An empty action items block used to say &quot;no action items,&quot; which asserted something Groupthink could not actually know. It now says what it really knows:

- When nothing cleared the bar, the recap says **&quot;Nothing we were confident about in this meeting.&quot;**
- When you already reviewed suggestions and dismissed them, it tells you how many you dismissed rather than claiming the meeting produced nothing.
- On **My action items**, an empty list says you are all caught up, and a filtered list says that nothing matches the filters rather than that nothing exists.

If a meeting shows nothing and you expected something, that is worth telling us about. It usually means the commitment was phrased in a way the extraction missed, and those cases are how the extraction gets better.

## Where action items appear

### On the meeting recap

Open a meeting and scroll to the **Action items** block on the Summary tab. It holds the commitments from that one conversation: confirmed items first, then any suggestions. See [Ending a Meeting](/docs/ending_meetings) for the rest of what a recap contains.

### My action items

Click **My action items** in the sidebar for everything you owe across all of your meetings. The list is grouped by due date (Overdue, Today, This week, Later, No due date) and you can:

- Filter by status: **Open**, **Done**, or **Dropped**
- Filter by due window: any time, overdue, due this week, due this month
- Group by **Due date**, **Project**, or **Relationship**

Suggestions from any meeting appear in their own **Suggested** section at the top of this view, so you can clear them in one pass rather than opening each recap.

If the list is empty because you are new, a button offers to extract action items from your last 30 days of meetings. That runs once in the background and fills the list in place.

## What you can do with a confirmed item

- Check it off when it is done, or uncheck it to reopen it
- Edit the wording
- Set or clear a due date
- Assign an owner, or change one
- Route it to **GitHub issue**, **Linear**, **Watch**, **Private**, or **Drop**. See [GitHub Integration](/docs/github_integration)
- Open the meeting recap it came from, for the context around it

## Frequently Asked Questions

### A suggestion appeared that nobody actually promised. Is that a bug?

No. Suggestions are the things Groupthink believes were probably promised but cannot state as fact. Dismiss it and it will not come back. That two second cost is the trade that lets Groupthink surface the softly worded promises it used to throw away.

### Can I turn suggestions off?

Not today. They are clearly separated from confirmed items and never counted as things you owe until you accept them.

### Does accepting a suggestion change anything else?

It becomes a normal action item. From that point it can be completed, given a due date, and routed to GitHub or Linear like any other.

### Are suggestions in the recap email?

The Accept and Dismiss controls live in the app, so open the meeting recap page to review them. See [How to View Meeting Notes Shared With You](/docs/view_shared_meeting_notes).

### Does this work on a one to one call with someone who is not a Groupthink user?

Yes. Action items and suggestions both work on calls with people outside your workspace, and you can assign an item to any person linked to the meeting. See [Linked People](/docs/linked_people).

### Is this on the iPhone app?

Not yet. The action item inbox is on the web for now. See [iPhone App: Known Issues and Limitations](/docs/ios_known_issues).

## Getting Help

Questions about action items, or a promise Groupthink missed? Email [support@groupthink.com](mailto:support@groupthink.com).


Action Items


The **Upcoming** view is where you see your upcoming calendar meetings, prepare an agenda for any of them, filter the list, and keep your calendar in sync. Click **Upcoming** in the sidebar to open it. The page header reads **Prepare Agendas**.

## Your Upcoming Meetings

The page lists your upcoming calendar events grouped by day, so you can see what is ahead and get ready before each meeting starts.

- Meetings are grouped by date, with the soonest first
- A **Happening now** section highlights any meeting that is currently in progress
- Click any meeting to open or edit its agenda

If you have connected calendars from more than one account, each meeting shows a small color dot matching its calendar's color in Google Calendar, so you can tell at a glance which account it came from. See [Telling your calendars apart with colors](/docs/google_calendar) for more.

If you have not connected a calendar yet, this page prompts you to do so first with a **Welcome to Groupthink!** message and a request to share your calendar. Calendar access lets Groupthink show your upcoming meetings, help you prepare agendas, and join meetings to take notes. See [Google Calendar](/docs/google_calendar) or [Microsoft Outlook](/docs/outlook_calendar) to connect.

## Filtering the Meeting List

Use the filter dropdown in the header to focus on specific types of meetings.

| Filter                   | What it shows                              |
| ------------------------ | ------------------------------------------ |
| **All Meetings**         | Every event on your calendar (the default) |
| **Meetings with Others** | Only meetings that have other attendees    |
| **Groupthink Attending** | Only meetings where Groupthink will join   |

### How to Use Filters

1. Open the **Upcoming** view
2. Click the filter dropdown in the header
3. Select a filter, and the meeting list updates immediately

Groupthink remembers your last selection, so the list opens the way you left it. Use **Meetings with Others** to skip solo focus blocks, or **Groupthink Attending** to see only the meetings that will be recorded.

If a filter hides everything, you will see a short note that your calendar has events but none match the current filter, along with a **Show All Meetings** button to clear it.

## Keeping Your Calendar in Sync

Groupthink syncs with your connected calendar to keep your upcoming meetings current. It also syncs in the background on its own, so you usually do not need to do anything by hand.

### Last Synced Timestamp

When your calendar is up to date, the header shows **Last Synced** followed by the date and time. Hover over it to see:

- Which calendar is being synced
- A **Change calendar settings** link

### Manual Re-sync

If you just changed your calendar and want to see the update right away:

1. Open the **Upcoming** view
2. Click the **Re-sync** button (the sync icon) in the header
3. The status switches to a syncing indicator while it runs, then your meeting list updates

**When to re-sync:**

- After adding a new meeting to your calendar
- When a rescheduled meeting is not showing the change yet
- After updating a meeting's attendees

### Sync Status Indicators

| Status                      | Meaning                                                  |
| --------------------------- | -------------------------------------------------------- |
| **Not Synced Yet**          | The calendar is connected but has never synced           |
| **Sync started at [time]**  | A sync has just been kicked off                          |
| **Syncing...**              | A sync is in progress                                    |
| **Last Synced [timestamp]** | The time of the last successful sync (hover for details) |

## Reviewing Past Meetings

The Upcoming view covers what is ahead. To find recaps, transcripts, and notes from meetings that already happened, open **Past Interactions** in the sidebar. For everything you owe across all of those meetings in one list, open **My action items**. See [Action Items](/docs/action_items).

## Tips

1. **Start your day on Upcoming** to review what is ahead and add agenda items before meetings begin
2. **Switch to Groupthink Attending** when you want to confirm which meetings will be recorded
3. **Re-sync after calendar changes** if a newly scheduled meeting is not showing yet
4. **Open Past Interactions** to revisit summaries, transcripts, and action items from completed meetings

## Getting Help

Questions about your upcoming meetings or calendar sync? Email [support@groupthink.com](mailto:support@groupthink.com).


Upcoming Meetings and Agendas


When your meeting is over, Groupthink wraps it up and turns the conversation into a recap with notes and a full transcript. The notetaker can stop on its own when the call winds down, or you can stop it yourself. Either way you do not have to do anything to get the recap. This guide covers both, and where to find the finished notes.

## Overview

A meeting in Groupthink ends one of two ways:

- **Automatically**, when the call winds down or goes quiet
- **Manually**, when you stop the notetaker yourself

As soon as the meeting ends, Groupthink builds the recap and emails it to everyone on the agenda.

## Stop the Notetaker Yourself

When the notetaker is in a call, the meeting host sees a **Stop Taking Notes** button next to the active meeting in Groupthink.

1. Open the meeting in Groupthink
2. Click **Stop Taking Notes**

The notetaker leaves the Google Meet, Zoom, or Microsoft Teams call right away, and Groupthink begins building the recap.

Only the meeting host sees this button. If you are not the host, the meeting ends on its own or when the host stops it.

## When Meetings End Automatically

You do not have to stop the notetaker by hand. Groupthink ends a meeting on its own when the call is no longer active. This happens when:

- Nobody ever joins the call
- Everyone has left the call
- The conversation has gone quiet for about 10 minutes

When the underlying call ends, the notetaker leaves and Groupthink wraps the meeting up the same way it would if you had stopped it yourself.

## After the Meeting Ends

Once the meeting ends, Groupthink generates the recap automatically. You do not have to request it.

The recap includes:

- A short summary and description of the conversation
- Decisions, action items, and follow-ups pulled from what was discussed
- The agenda items you covered
- A full transcript of the call

The recap is built in the background and appears on the meeting&apos;s recap page once processing finishes, usually a few minutes after the meeting ends.

The **Action items** block shows commitments in two groups: the ones that were stated directly, and softly phrased ones marked **Suggested** that you accept or dismiss in a tap. Items whose owner was not clear stay in the list with an **Unassigned** pill so you can pick an owner. When the block is empty it says that nothing cleared the bar rather than claiming the meeting produced no commitments. See [Action Items](/docs/action_items).

### Where to Find the Recap

Open the meeting from your dashboard or calendar to reach its recap page. The page has two tabs, **Summary** and **Transcript**. The Summary tab holds the notes, decisions, and follow-ups. The Transcript tab holds the full conversation.

### Recap Email

Groupthink emails a recap to everyone attached to the agenda, even people who did not attend the call. The email includes a brief summary and a link to the full recap page.

## Exporting Your Transcript

You can download the transcript as a text file or copy it to your clipboard from the **Transcript** tab on the recap page. Click **Download Text** to save it locally, or **Copy to Clipboard** to paste it elsewhere. For the full walkthrough, see [Exporting Meeting Transcripts](/docs/transcript_export).

## Frequently Asked Questions

### How do I stop the notetaker mid-meeting?

If you are the meeting host, open the meeting in Groupthink and click **Stop Taking Notes**. The notetaker leaves the call and Groupthink starts the recap.

### Do I have to end the meeting for the recap to be generated?

No. The recap is generated automatically once the meeting ends, whether you stopped the notetaker yourself or it ended on its own.

### What happens if everyone leaves but no one stops the notetaker?

Groupthink ends the meeting on its own. When the call empties out or goes quiet for about 10 minutes, the notetaker leaves and the recap is generated.

### When will I see my recap?

The recap is built in the background and appears on the meeting&apos;s recap page a few minutes after the meeting ends. Everyone on the agenda also gets an email with the summary and a link.

### Who gets the recap email?

Everyone attached to the agenda, including people who did not join the call.

## Getting Help

Questions about ending a meeting? Email [support@groupthink.com](mailto:support@groupthink.com).


Ending a Meeting


A gifted recap is a full meeting recap that Groupthink sends, at no cost, to someone on a meeting who does not have their own active Groupthink plan. When a Groupthink subscriber is part of a meeting, the recap reaches everyone on that meeting&apos;s agenda by email, and the people who do not have their own plan get the complete recap as a gift instead of a limited preview. The subject line on those emails reads **Meeting Recap: {meeting name} (courtesy of a Pro subscriber)**.

## How It Works

1. A Groupthink subscriber (someone on an active trial or a paid plan) is part of a meeting, and Groupthink records it and writes the recap.
2. After the meeting, Groupthink emails the recap to everyone on the meeting&apos;s agenda. For meetings on your calendar, attendees are added to the agenda automatically, so this is normally everyone who was on the invite. See [Sharing a Meeting With Someone Who Doesn&apos;t Have an Account](/docs/sharing_with_people_without_accounts).
3. Recipients who do not have their own active plan receive the full recap as a gifted recap, rather than the shortened preview a lapsed trial would otherwise see.
4. No setup is needed by the recipients. The recap is emailed to the address on the calendar invite.

## What Recipients Receive

A gifted recap email includes the same highlights as a standard recap:

- Meeting summary and key highlights
- Decisions made during the meeting
- Action items and next steps, with assignees where an owner was clear
- A link to open the full recap page, where signing in (passwordless) shows the transcript

The summary, decisions, and action items are in the body of the email, so the highlights can be read without signing in. See [How to View Meeting Notes Shared With You](/docs/view_shared_meeting_notes) for the recipient&apos;s side of this.

## When a Recap Is Gifted

A recap is sent as a gifted recap when all of the following are true:

- The meeting&apos;s agenda includes at least one person on an active trial or paid plan.
- The recipient does not have their own active trial or paid plan.
- The recipient is on the agenda. For calendar meetings, attendees are added to the agenda automatically.

People who have their own active plan receive their normal recap, not a gifted one. The gift is the way Groupthink makes sure the people without a plan still get the full meeting value.

## Benefits for Teams

**For subscribers:** Your meeting notes reach everyone in the room automatically, so there is no need to forward summaries by hand.

**For people without a plan:** You get the full recap without paying for your own subscription. If you find the recaps useful, you can start your own Groupthink account to record your own meetings.

This is a natural way for Groupthink to spread within a team: one subscriber can give everyone in the meeting the experience of having an AI notetaker, so others can see the value firsthand.

## Privacy Considerations

Gifted recaps go to the people on the meeting&apos;s agenda. For meetings on your calendar, that list comes from the calendar invite, so recaps reach the people who were invited.

Private agendas are an exception. Groupthink does not sync calendar attendees onto a private agenda, so attendees are not added automatically and do not receive the recap.

## Sending a Recap to One Person Yourself

A gifted recap is automatic. If you instead want to send a recap to a specific email address as a one-off, that is a separate action: open the recap, find **Or send the recap to someone else&apos;s email**, and click **Send**. That path is covered in [Sharing a Meeting With Someone Who Doesn&apos;t Have an Account](/docs/sharing_with_people_without_accounts).

## Getting Help

Questions about gifted recaps? Email [support@groupthink.com](mailto:support@groupthink.com).


Gifted Recaps


When you are on the agenda for a meeting a Groupthink notetaker recorded, or someone shares a recap with you, a recap email arrives at the address on the calendar invite or the address it was shared to. The summary, key decisions, and action items are right there in the email, so you can read the highlights without signing in.

To open the full recap page, including the transcript, click the **View Full Recap** link in the email and sign in.

## What is in the email vs the full recap

The email carries the highlights: a short summary, the key decisions, and the action items, with who they are assigned to where an owner was clear. The full transcript is not in the email.

The full recap page has two tabs:

- **Summary**: the meeting summary, key decisions, action items, and any highlights captured from screens shared during the call. See [Action Items](/docs/action_items) for how the action items block works, including commitments marked **Suggested**.
- **Transcript**: the full conversation, with **Download Text** and **Copy to Clipboard** buttons. See [Exporting Meeting Transcripts](/docs/transcript_export).

## Signing in

The full recap page requires a Groupthink account. Signing in is passwordless: open the sign-in page, enter your email, leave the password field blank, and click the link we email you. There is no password to remember, and an account is created for you the first time someone shares a meeting with your address. More in [Sharing a Meeting With Someone Who Does Not Have an Account](/docs/sharing_with_people_without_accounts).

## Troubleshooting

- **Link expired?** Sign-in links are time limited. If yours has expired, request a fresh one at [agendas.groupthink.com/signin](https://agendas.groupthink.com/signin).
- **Did not get the link?** Check spam, and use the same address the meeting was shared to. Still nothing? Email [support@groupthink.com](mailto:support@groupthink.com).
- **Only seeing the highlights?** The full transcript lives on the recap page behind the sign-in. The email itself carries the summary, decisions, and action items.

Do not want an account? Ignore the email, or ask us to remove your address at [support@groupthink.com](mailto:support@groupthink.com).


How to View Meeting Notes Shared With You


Groupthink can take a text conversation and file it onto the right person's record. Copy a thread out of Messages, or forward one to yourself and copy that, then paste it into Capture. Groupthink reads it for commitments and context the same way it reads a meeting recap or a forwarded email, and the conversation shows up as a **Text** interaction on that person's timeline.

There are two ways to get texts into Groupthink. This page covers pasting one thread at a time, which works on the web and in the desktop app. If you use Messages on a Mac and want the history that is already sitting there, see [Import Your Messages History on a Mac](/docs/messages_back_catalog).

## Paste a conversation

1. Click **Capture** in the left sidebar.
2. Find the **Paste a text conversation** card.
3. Paste the thread into the box.
4. Optionally enter **Their phone number**. Groupthink matches it against your contacts.
5. Click **Capture conversation**.

The conversation text is the only thing required. Everything else is optional.

When it goes through, the card turns green and says Groupthink is reading the conversation for commitments and context.

### Adding a title or date

Click **Add a title or date** to open two more fields.

- **Title** names the thread, for example "Texts with Sam about Hawaii".
- **When was this?** dates it. Dating the thread keeps "last interaction" accurate for that contact. Leave it blank and the thread is still captured, it just does not move that contact's recency clock.

## How Groupthink decides who the thread is from

A text rarely contains a name or an email address in its body. The identity of a text is the handle it came from. So that is what Groupthink matches on: a phone number, or the Apple ID email address that iMessage uses in place of one.

Formatting does not have to line up. A contact saved as `4155550100` matches a thread from `+14155550100`. Country codes, spaces, brackets, and dashes are ignored on both sides.

When it matches, the result reads **Matched to [name]**, and the conversation lands on that contact's timeline.

The paste box asks for a phone number. Apple ID matching is what the [Mac Messages import](/docs/messages_back_catalog) uses, because iMessage identifies some people by an Apple ID email address instead of a number. If you are pasting a thread from someone who texts you that way, leave the number blank and pick the contact afterwards.

## When nothing matches

Nothing is dropped and nothing is quietly filed to the wrong person.

If you gave a number and it matched no one, Groupthink says so and tells you the capture is saved but not filed to anyone yet. If you left the number blank, it says the capture was saved without a contact.

In both cases a contact picker appears right underneath. Search your existing contacts, or create a new one. When you attach it, Groupthink re-reads the conversation for that person and the result reads **Attached to [name]**.

## Pasting the same thread twice

If you paste a conversation you already captured, Groupthink tells you that you already captured it and stops there. No second interaction is recorded, and no duplicate card appears on the timeline.

This also means you can safely re-paste a thread you are not sure about.

## Where the conversation ends up

- On the contact's [relationship page](/docs/relationship_intelligence), as a **Text** card in the timeline with the thread body.
- In Past Interactions, with a green **Text** chip.
- In what Groupthink knows about that person, because the thread goes through the same extraction as a meeting or an email.

The conversation is stored as a note in Groupthink, and you can delete it like any other note.

## Frequently Asked Questions

### Does this work in the desktop app?

Yes. Capture is the same page in the desktop app, and the card behaves the same way.

### Can I import my whole message history instead of pasting threads one at a time?

On a Mac, yes. See [Import Your Messages History on a Mac](/docs/messages_back_catalog). It reads the conversations already on your machine, with your permission, one conversation at a time.

### Can I forward texts to Groupthink live, the way I forward email?

Not yet. Live text forwarding would need Groupthink to run its own phone number, and that does not exist today. For now the two routes are pasting a thread and, on a Mac, importing from Messages.

### Does the extraction run before I pick a contact?

No. An unattributed capture is stored and left alone. Groupthink reads it once it belongs to someone, which is why attaching a contact afterwards kicks off a fresh read for that person.

### Are group threads supported?

The paste box takes whatever you paste, including a group thread, but a group thread has no single person to file it to. You will be asked to pick the contact it belongs to.

## Related

- [Import Your Messages History on a Mac](/docs/messages_back_catalog): bring the conversations already on your Mac into your contacts' records.
- [Capture: Upload Images, PDFs, and Voice Memos](/docs/capture_uploads): the other things the Capture page takes.
- [Relationship Intelligence](/docs/relationship_intelligence): where captured conversations show up.

## Getting Help

Questions about capturing texts, or a conversation that landed on the wrong person? Email [support@groupthink.com](mailto:support@groupthink.com).


Capture a Text Conversation


The Capture page takes more than typed notes. Drop in a photo of handwritten notes, a PDF, or a voice memo — Groupthink reads it, pulls out what matters, and lets you file it to a person with one tap.

## Opening Capture

Click **Capture** in the left sidebar. The page has a text box for typed notes, the upload card ("Drop a file or voice memo"), and a card for pasting a text conversation. This page covers uploads. For text threads, see [Capture a Text Conversation](/docs/capture_texts).

## Uploading a file

Drag a file onto the upload card, or click **browse** to pick one. One file at a time. Supported formats:

- **Images** — PNG, JPG, GIF, WebP (photos of whiteboards, business cards, handwritten notes)
- **PDF** — scanned documents, decks, one-pagers
- **Audio** — MP3, M4A, WAV, OGG (voice memos from your phone work great)

You'll see an upload progress bar, then a "Reading your file…" state while Groupthink transcribes and extracts. When it finishes, the card turns green: "Captured — we've read your file."

## Filing it to a person

After extraction, pick who the capture is about. Search your contacts (or create a new one) and attach it. Groupthink then re-reads the capture for that person specifically, so what it learned lands in your relationship with them — and shows up the next time they're on your calendar.

Uploads don't guess who they're about: unlike [quick log](/docs/quick_log), which routes a typed sentence automatically, a file is always filed to the person you choose.

## If reading fails

The file is still saved. You can attach it to a person anyway and Groupthink will keep the original. If transcription isn't running for your account, check Settings for your API key configuration, or try again later.

## Tips

- Voice memos are the killer use: record a 30-second note in the car after a dinner, upload it when you sit down, file it to the person.
- A photo of a business card plus one typed line of context is a complete new-contact record.
- Long PDFs work, but the extraction focuses on what's relevant to people and relationships — it's a CRM, not a document store.


Capture: Upload Images, PDFs, and Voice Memos


Groupthink keeps track of how long it has been since you talked to someone, tells you who you are falling behind with, and helps you do something about it. Set how often you want to be in contact with a person, and everything else on this page keys off that number.

These steps cover the web app at [app.groupthink.com](https://app.groupthink.com) and the Groupthink desktop app, which show the same screens.

## Set how often you want to keep in touch

Groupthink calls this a cadence. It is a per-person setting, and it is what makes the check-in and Going Cold surfaces work.

1. Click **Relationships** in the left sidebar.
2. Click a person's row. On a wide window the person opens in a panel that slides in from the right. On a narrower window it opens as its own page.
3. In the header, under the row that starts with **Last met**, find the control labelled **Cadence**. That dropdown is the cadence picker.
4. Pick one of **None**, **Weekly**, **Biweekly**, **Monthly**, **Quarterly**, **Every 6 months**, or **Yearly**.

It saves as soon as you pick. If the save fails you get a **Couldn't save cadence** message next to the dropdown.

### Take the suggested cadence

If a person has no cadence set and you have enough meeting history with them, a blue box appears at the top of their page: "Based on your meeting history, checking in monthly looks about right for Alex."

- Click **Set this cadence** to accept it.
- Click the X to dismiss it. It stays hidden for the rest of your browser session.

### Change several cadences at once

The Relationships table has a **Frequency** column that holds the same setting.

1. Click **Relationships** in the left sidebar.
2. Double-click the **Frequency** cell on the row you want to change.
3. Pick a value from the dropdown. It saves on selection and you get a "Relationship updated successfully" toast.

A dash in the Frequency column means no cadence is set for that person.

### What the Status chip means

The **Status** column, and the matching chip on the person's page, reads:

| Chip               | Meaning                                 |
| ------------------ | --------------------------------------- |
| **On track**       | You are inside the cadence you set.     |
| **Falling behind** | You are past the cadence but not badly. |
| **Overdue**        | You are well past it.                   |

For people with no cadence set, Groupthink falls back to plain recency: on track up to 30 days since the last interaction, falling behind up to 60, overdue after that.

## See who you are falling behind with

There are two places to look, and they answer slightly different questions.

### Today

1. Click **Today** in the left sidebar.
2. Scroll to the **Relationship check-ins** section.

You get a table of people, split into two groups when both apply:

- **Overdue**, the people you are past due with.
- **Coming due this week**, with the note "Not late yet, a light touch now keeps them on cadence."

Each row shows the person, **Last met** as a relative date, **Days** since the last interaction, and an **Urgency** chip reading either **Overdue** or **Coming due**. Click a person's name to open their page.

**Only people with a cadence set appear here.** If you have not set any cadences, this section shows "Nobody's drifting, everyone is within the cadence you set." That message means the same thing whether you are genuinely caught up or have not set a cadence on anyone yet.

### The Going Cold filter

1. Click **Relationships** in the left sidebar.
2. Click **Going Cold** in the toolbar above the table. The number on the button is how many people match.
3. The table narrows to people whose status is Falling behind or Overdue.
4. Click **Going Cold** again to go back to the full list.

This filter is broader than the Today section: it includes people with no cadence set, using the recency fallback described above.

## Ask about someone

Before you reach out, you can ask a plain-language question about a person and get an answer drawn from what Groupthink has on file: your notes, meeting history, open threads, and observations.

1. Open the person from **Relationships**.
2. Scroll down the main column to the **Ask** heading.
3. Type a question in the box, for example "what did we agree on last time" or "what has changed since we last spoke".
4. Click **Ask**, or press Cmd+Enter (Ctrl+Enter on Windows).

The answer appears below the box. Numbered markers in the answer are clickable:

- A meeting reference opens that meeting.
- A note or open-thread reference scrolls you to the matching row further down the same page.

The chips under the answer are the same references in list form. This is a single question at a time. There is no history, and the answer clears when you ask again or leave the page.

## Draft a note before you reach out

1. Open the person from **Relationships**.
2. In the header, click **Draft outreach**.
3. Optionally fill in **Tone hint (optional)**, for example "Keep it brief and warm" or "Reference the Q3 project".
4. Click **Generate draft**.
5. Edit the **Subject** and **Draft email** fields as much as you want.
6. Click **Open in mail client**. That opens a new draft in your own email app with the subject and body filled in.

Nothing is sent for you. The recipient field is deliberately left empty so you pick the address yourself. If the draft comes back unusable you get a warning and can click **Regenerate**.

You can also start a draft from a specific follow-up. Under **Open threads** further down the person's page, use a thread's **Draft outreach** action and the draft is built around that thread instead of the relationship in general.

### Shape how the draft sounds

The wording of a generated draft follows two things you control:

- The **Tone hint (optional)** field in the draft panel, which applies to that one draft.
- The **Communication style** field, which applies every time.

To set Communication style:

1. Open the person from **Relationships**.
2. Find the **Stable fields** heading. On a wide window it is in the narrow column down the right side of the page. On a narrower window it sits at the top of the page, above the timeline.
3. Click the **Communication style** value (it reads "e.g. prefers async, brief, direct" when empty).
4. Type something like "prefers async, brief, direct" and click **Save**.

Below Stable fields is a **Voice profile** section with **Formality**, **Directness**, **Warmth**, **Length**, **Emoji OK**, **Mirror their style**, **Do not say**, and **Register notes**. These settings shape how Groupthink phrases answers about this person in the **Ask** box. Click any field, pick or type a value, and click **Save**.

## Schedule the next touchpoint

This writes a real event to the calendar you have connected to Groupthink.

1. Open the person from **Relationships**.
2. In the header, click **Schedule next touchpoint**. A form opens below the buttons.
3. **Title** is prefilled as "Catch up with [Name]". Change it if you like.
4. Set **Starts** and **Ends**. The default is a 30 minute block at 10am on the next weekday.
5. **Attendees** starts with the person you opened. Add more with the **Add a person...** box. If someone has no email on file their chip reads "(no invite)", and you can type an address in the box beneath to invite them instead.
6. Optionally fill in **Note (optional)**.
7. Click **Schedule**.

A few things worth knowing:

- The form says it plainly: "This writes to your own calendar. Attendees with an email get a calendar invite from your provider when you save, nobody is messaged automatically."
- If you have no calendar connected, a warning reads "No calendar connected. Connect Google or Outlook in Settings to schedule a touchpoint" and the **Schedule** button stays disabled. See [Google Calendar](/docs/google_calendar) or [Outlook Calendar](/docs/outlook_calendar).
- Once scheduled, the person's header shows a **Planned** entry with the title and date. If a regular calendar meeting with them lands sooner, the header shows that one as **Upcoming** instead. You only ever see the nearer of the two.

You can also schedule from a specific follow-up: under **Open threads**, use a thread's **Schedule touchpoint** action and the event title and note are prefilled from that thread.

## Frequently Asked Questions

### Do I have to set a cadence for any of this to work?

The **Going Cold** filter and the **Status** column work without one, using days since your last interaction. The **Relationship check-ins** section on **Today** does not: it only lists people who have a cadence set.

### Does Groupthink email me when someone goes cold?

No. Check-ins are in-app, on the **Today** page. The [Daily Brief](/docs/daily_brief) email covers tomorrow's meetings and today's recaps, not cadence check-ins.

### Does Groupthink ever send a message for me?

No. Drafted emails open in your own mail app for you to send. Scheduled touchpoints are written to your own calendar, and any invite comes from your calendar provider when you save the event.

### Where did the cadence dropdown go on my person page?

Look under the row that starts with **Last met**, for the control labelled **Cadence**.

If you remember it as an unlabelled dropdown tucked at the end of the Last met row, that was the older layout. It now carries a visible label.

### Can I set a cadence like "every 10 days"?

Not from the dropdown. The choices are Weekly, Biweekly, Monthly, Quarterly, Every 6 months, and Yearly.

## Getting Help

Questions about staying in touch? Email [support@groupthink.com](mailto:support@groupthink.com)


Staying in Touch


Goals is where you write down what you are working toward and keep it next to the people it depends on. Groupthink already remembers your people and what matters to them. A goal adds the other half: what you are trying to do, and who it runs through.

## Where to Find It

Open **Goals** in the left sidebar. The page lists everything you are working toward, newest first. If you have not added one yet, it starts empty with a prompt to add your first.

## Add a Goal

1. Click **Add goal** (top right of the Goals page).
2. Fill in:
   - **Goal** - what you are trying to do, in a sentence. For example, "Become the person my top clients call first."
   - **Category** - **Career**, **Relationship**, or **Personal**. Optional.
   - **What does done look like?** - how you will know you got there. Optional.
   - **Target date** - when you want to check in on it. Optional, and display only (see below).
   - **Repeat** - whether this is a one-time goal or something that comes back around. Defaults to **One-time (no repeat)**. See [Goals That Repeat](#goals-that-repeat).
3. Click **Add goal** to save. It appears at the top of your list.

You can edit or delete any goal from its row, and mark it complete when you get there.

## Tie a Goal to a Person

Most of what you are working toward runs through someone. You can set a goal from a person's relationship page, and it lives on that page: the next time you open them, you see your history with them and the goal you are working on together, in one place.

A goal tied to a person shows up in that person's Goals section. A goal you add from the main Goals page stands on its own unless you tie it to someone.

## Goals That Repeat

Not everything you are working toward is a one-time thing you finish. Some of it is a standing commitment - "check in with my mentor every quarter," "call my parents every week," "remember our anniversary." Those are goals you want to keep, not goals you want to close.

Set **Repeat** on the goal to make it recur. Your options:

- **One-time (no repeat)** - the default. The goal behaves as it always has: you mark it complete and it is done.
- **Daily**, **Weekly**, **Biweekly**, **Monthly**, **Quarterly**, **Every 6 months**, **Yearly** - the goal comes back around on that rhythm.
- **Custom (every N days)** - pick your own interval. An **Every** field appears; enter the number of days, for example 90 to repeat every 90 days.

### What happens when you complete a repeating goal

It does not disappear. Marking a repeating goal complete rolls it forward to its next occurrence and it stays on your list, ready for next time.

The next date is measured from when you **actually** did it, not from a fixed calendar slot. If your quarterly check-in slips by three weeks, the next one is three months from the day you really had it - so the rhythm follows your life instead of drifting out of reach.

A goal with **no** repeat is unaffected. Complete it and it is complete, exactly as before.

### Yearly goals with a fixed date

Some things happen on the same date every year regardless of when you last did them. Choose **Yearly** and an optional **Anchor date** field appears - the fixed date this recurs on each year, like an anniversary or a birthday.

With an anchor date set, the next occurrence is always the next time that date comes around, rather than a year from your last completion.

### How repeating goals appear in the list

A repeating goal shows its repeat rhythm and its **next** date - for example, "Next Sep 1, 2026" - in place of the static **Target** line a one-time goal shows.

## What Goals Does Not Do

Goals is a place to state intent, not a task manager.

- It does **not** send you notifications or reminders about a goal.
- It does **not** grade or score your progress.
- The **target date** is a note to yourself, not a deadline that triggers anything.

Repeating goals are the one place a goal carries a real date that Groupthink acts on: a repeating goal's **next** date is used to keep the goal on your list and roll it forward. Even then, nothing is sent to you and nothing is scored - the goal simply stays current instead of going stale.

The value is that what you are working toward is written down where your relationships already live, so it is context you see in the moment rather than a note you lose track of.

## Goal Repeat Is Not Contact Frequency

These are two different clocks and it is worth keeping them straight:

- A **goal's repeat** is about _you_ and something you intend to keep doing. It lives on the goal.
- A relationship's **Frequency** is a target for how often you want to be in touch with a particular person, and it drives the Going Cold view. See [Relationships](/docs/relationships).

You can have both on the same person, and they do not have to match. A goal of "prep properly before every board meeting" repeats quarterly whether or not you are also trying to talk to that person monthly.

## Getting Help

Questions about Goals? Email [support@groupthink.com](mailto:support@groupthink.com).


Goals


When you sign in with Google or Microsoft, Groupthink asks for permission to access your calendar so it can see your meetings and take notes on them. If that calendar permission is left unchecked on the provider's screen, Groupthink can't finish connecting — so you'll land back on the sign-in page with a message like **"One more step — allow calendar access"** and a **Grant Calendar Access** button.

This is easy to run into because **Google leaves the calendar permission unchecked by default** on its consent screen. It's a quick fix.

## How to fix it

1. On the **"One more step — allow calendar access"** screen, click **Grant Calendar Access**.
2. You'll be taken back to the provider's permission screen.
3. **This is the important part:** on Google's screen, **tick the checkbox** next to the calendar permission ("See, edit, share, and permanently delete all the calendars you can access") before you click **Continue**. On Microsoft, make sure the calendar access stays selected when you approve.
4. Finish, and you'll be returned to Groupthink, signed in with your calendar connected.

> **Tip:** If you clicked **Continue** without ticking the calendar box, you'll simply be brought back to the same "allow calendar access" screen. Try again and make sure the box is checked this time.

## Why Groupthink needs calendar access

Groupthink uses your calendar to see your upcoming meetings, join or privately record them, and attach notes to the right event. Without calendar access, those core features can't run — which is why it's required to finish signing in with Google or Microsoft.

## Already signed in, but your calendar isn't syncing?

If you're already in Groupthink and your meetings stopped appearing (rather than hitting this during sign-in), that's a different fix — see [Reconnect your Google Calendar](/docs/reconnect_google_calendar).

## Related

- [Signing in to Groupthink](/docs/sign_in_options)
- [Google Calendar](/docs/google_calendar)
- [Reconnect your Google Calendar](/docs/reconnect_google_calendar)


Calendar access is required (finishing the calendar step during sign-in)


You can sign in to Groupthink on the web at [agendas.groupthink.com/signin](https://agendas.groupthink.com/signin). There is no separate password to create — you sign in with an identity provider or a one-time email link, and the same options create your account the first time you use them.

## Ways to sign in

- **Continue with Google** — sign in with your Google account. If you connect Google Calendar, Groupthink can see your meetings and their conferencing links.
- **Continue with Microsoft** — sign in with your Microsoft (work or personal) account, with the same calendar options as Google.
- **Continue with Apple** — sign in with your Apple ID. Choose this if you prefer to keep your email private or already use Apple sign-in elsewhere.
- **Continue with email** — enter your email address and we'll send you a one-time magic link. Click the link and you're signed in — no password required.

Your first sign-in with any of these creates your Groupthink account automatically.

## Which one should I use?

Any option works. If you want Groupthink to automatically join or privately record your scheduled meetings, sign in with the **Google** or **Microsoft** account that owns your calendar, and [connect your calendar](/docs/google_calendar) when prompted. If you just want to try Groupthink or record ad-hoc, any option — including **Apple** or **email** — is fine; you can connect a calendar later from Settings.

## Signing in on the desktop app

The desktop app uses the same sign-in. When you sign in from the app, you're sent to your default web browser to complete the process, then returned to the app. See the [Groupthink Desktop App](/docs/desktop) setup guide for the full walkthrough.

## Related

- [Groupthink Desktop App](/docs/desktop)
- [Google Calendar](/docs/google_calendar)
- [Calendar access is required (finish connecting during sign-in)](/docs/calendar_access_required)


Signing in to Groupthink


Recording is one way in. When there's nothing to record — you're reading something, or you already know what you want to remember — you can type it, paste it, drop in a link, or share into Groupthink from another app.

## Write or paste a note

On the **Interactions** tab, tap **Write or paste** (or hit the **+** button and choose **Log interaction**). Type or paste anything — a thought, meeting notes, an email, a transcript, whatever you want to keep — and save.

Like a recording, a note ends with **Who is this about?** so you can file it to the people it concerns. See [People and "Who is this about?"](/docs/ios_people).

## Ingest a link

Tap **Ingest a link**, paste a URL, and tap **Fetch**. Groupthink pulls the page's text in on-device and turns it into a capture you can file to a person.

It works well for:

- Articles, blog posts, and newsletters
- Public transcripts and meeting notes
- Documentation and reference pages

It doesn't work for:

- **Videos** — share the transcript page instead
- **PDFs** and other file downloads
- **Pages behind a login**

If a page can't be fetched, Groupthink saves the link itself so you don't lose it, with a note that it couldn't read the page.

## Share into Groupthink from other apps

Groupthink adds a Share sheet action, so you can send things in without opening the app first. In Safari, Mail, Notes, a podcast app — anywhere with a Share button — tap **Share** and pick **Groupthink**. You can share:

- **Text** — a selection or a note
- **A link** — the same as Ingest a link, straight from the browser
- **An audio file** — a voice memo, for example

Shared items wait in an inbox on the Interactions tab. You'll see a **"N waiting from Share"** card at the top. Tap an item to bring it in: Groupthink reads or transcribes it, turns it into a capture, and then you can file it to a person like anything else.

_Next: [People and "Who is this about?"](/docs/ios_people)._


Capturing Notes, Links, and the Share Sheet


The **Overview** tab is your day at a glance: the meetings on your calendar, who's in them, and what you know about those people. It's there to answer "who am I about to see, and what should I remember?" before you walk into the next thing.

## Signing in

Overview is server-backed, so it needs sign-in. Tap **Overview** and sign in with Google or Microsoft. Once you're in, it pulls together today's schedule and the people on it. Without sign-in, the tab prompts you to connect — and recording and notes keep working on the device in the meantime. See [Sync and signing in](/docs/ios_sync_sign_in).

## What you'll see

- A greeting and today's date up top.
- A short read on the day when there's something worth surfacing.
- **Your meetings**, grouped so the ones with people worth prepping for come first, then the rest of the day. Each shows the title, time, attendees, and location.
- All-day items like birthdays, out-of-office, and holidays folded into one compact line instead of cluttering your timeline.
- A **Join** button on meetings that have a video link (Zoom, Meet, Teams).

## Record straight from a meeting

Each meeting has a small **Record** button. Tapping it starts a recording already tagged with the people in that meeting, so you don't have to answer "who is this about?" afterward — it's filled in from the invite. Handy for a call you're about to take.

## Keeping it current

Pull down to refresh, or use the refresh button, if your schedule changed and you want the latest.

> **Coming soon:** Bringing in additional calendar accounts (a second Google calendar, or Outlook) is on the way. Today the Overview reflects the calendar on this device. You'll see those options in Settings marked "Coming soon."

_Related: [People and "Who is this about?"](/docs/ios_people)._


Your Daily Overview on iPhone


Groupthink on iPhone captures the conversations and notes that happen away from your desk — a hallway chat, a call in the car, a thought after dinner — and turns them into a record you can keep about the people in your work life. It runs on your phone, transcribes on the device, and works the moment you open it. No account required to start.

## The five tabs

The tab bar has five spots:

- **Interactions** — where you record, type, paste, and see everything you've captured. This is the home tab.
- **Overview** — your day: today's meetings and who's in them. Needs sign-in (see below).
- **+** (the raised button in the middle) — quick capture from anywhere. Tap it to **Start recording** or **Log interaction** without leaving the tab you're on.
- **People** — the person-by-person view of who you know and what you've logged. Needs sign-in.
- **Settings** — permissions, sync, sign-in, and help.

## What works with no account

Open the app and go. These all run on-device, with nothing sent to Groupthink:

- **Record a conversation** — tap **Start recording** on the Interactions tab. Groupthink transcribes it on your phone. See [Recording conversations on iPhone](/docs/ios_recording).
- **Write or paste a note**, or **ingest a link**. See [Capturing notes, links, and the Share sheet](/docs/ios_capture_notes_links).
- **iCloud sync** — if you're signed into iCloud on the phone, your captures back up and sync across your own devices automatically. No in-app sign-in needed.

## What sign-in adds

Signing in with Google or Microsoft brings your Groupthink relationships onto the phone and unlocks the two server-backed tabs:

- **Overview** — a synthesized read on your day, the meetings on it, and the people you're about to see.
- **People** — your relationship list, with the notes and history you keep on each person.

Your on-device captures keep working with or without an account. See [Sync and signing in](/docs/ios_sync_sign_in) for how the tiers fit together.

## Where to go next

- New to recording? Start with [Recording conversations on iPhone](/docs/ios_recording).
- Curious what stays on the device? Read [Privacy and on-device permissions](/docs/ios_privacy_permissions).
- Something not working? See [Troubleshooting the iPhone app](/docs/ios_troubleshooting).

_Questions? Email support@groupthink.com._


Groupthink on iPhone


Groupthink is built around people. Every capture — a recording, a note, a link — can be filed to the person or people it's about, so what you learn lands in your relationship with them instead of a pile of undated notes.

## "Who is this about?"

After you record or write something, Groupthink asks **Who is this about?**. Two things happen here:

**Pick the people.** Search your relationships, tap the ones this capture involves, or type a name that isn't there yet to add them. You can pick more than one.

**Choose the type:**

- **Interaction** — you actually connected (a call, a meeting, an email). This is logged as contact and counts toward how recently you've been in touch. Pick the channel (Call, Email, and so on).
- **Private note** — a thought or observation about them, not contact. It's kept, but it doesn't count as reaching out.

Tap **Save**. If you're signed in, the capture is filed to each person's timeline. If you don't pick anyone, the capture still saves — just to yourself.

## The People tab

The **People** tab is your relationship list: everyone you keep track of, with the notes, observations, and open threads you've logged on each. Open a person to see their history, their email, and what you've been meaning to follow up on.

The People tab is server-backed, so it needs sign-in. Tap **People** and sign in with Google or Microsoft to bring your relationships onto the phone. Until then, recording and notes still work on the device without an account — see [Sync and signing in](/docs/ios_sync_sign_in).

## A note on where tagged people show up

When you're signed in, the people you pick in **Who is this about?** are filed to their timelines on the server — that's where an interaction shows up as part of the relationship. Recordings you keep only for yourself live on the Interactions tab.

_Related: [Recording conversations](/docs/ios_recording) · [Sync and signing in](/docs/ios_sync_sign_in)._


People and "Who Is This About?"


Groupthink on iPhone is built to keep your captures on your device. Recording, transcription, and summaries all run locally, and the parts that reach a server only do so when you sign in and choose to send them.

## What stays on the device

When you record, the audio is transcribed **on your phone** using Apple's on-device speech models. Nothing is uploaded to transcribe it, and once the transcript is made, the audio recording is deleted. The short summary above a transcript is generated on-device too, using Apple Intelligence.

Your captures and the people you keep on-device live in local storage and, if you're signed into iCloud, back up to **your private iCloud** — a database Groupthink can't read. None of this reaches Groupthink's servers unless you sign in and file a capture to a person.

## The iOS permissions Groupthink asks for

These are standard iOS permissions. Granting one lets the app read that piece of system data; you can change any of them later in **Settings → On-device access** (in the app) or in the iOS Settings app. Groupthink asks only when you first reach a feature that needs it:

- **Microphone** — to record in-person conversations from the Interactions tab. Asked the first time you tap Start recording.
- **Contacts** — to seed the people you keep from the contacts already on your phone.
- **Calendar** — to show today's meetings in your Daily Overview.

If you've denied one and want it back, the app sends you straight to its iOS Settings page, since iOS won't re-ask once you've declined.

## What signing in sends

When you sign in with Google and file a capture to a person, the capture's text and who it's about are sent to Groupthink so it can log to that person's timeline. Your relationship list and history sync to the phone. Your on-device captures that you _don't_ file to anyone stay on the device.

## Optional: heart rate

Under **Settings → Labs**, there's an experimental toggle to read your heart rate from Apple Health for the length of a recording, so you can see how a conversation landed. It's off by default and asks for Health access the first time you turn it on. Turn it off any time.

## The full policy

This page covers how the iPhone app handles your data. For the complete policy, see the [Groupthink Privacy Policy](https://groupthink.com/privacy), also linked from **Settings → Help → Privacy policy**.

_Questions about your data? Email support@groupthink.com._


Privacy and On-Device Permissions on iPhone


Groupthink records the conversations that happen in the room around you — a coffee, a hallway sync, a one-on-one — and transcribes them on your phone. The audio never leaves the device.

## Starting a recording

On the **Interactions** tab, tap **Start recording**. You can also tap the **+** button in the middle of the tab bar from any screen and choose **Start recording**.

The first time, iOS asks for microphone access. Grant it and recording begins. While it runs you'll see a pulsing red circle, a timer counting up, and **Recording…**. Tap the stop circle to end it.

## It keeps running when you look away

Recording continues if you switch apps or lock the phone — you'll see **RECORDING** and the timer at the top of whatever tab you're on, plus a "Recording" entry on your lock screen with a Stop button. This is deliberate: you can put the phone down mid-conversation without losing the capture.

If a phone call comes in while you're recording, Groupthink pauses (the indicator turns orange and reads **PAUSED**) and picks back up automatically when the call ends.

## Transcribing on-device

When you stop, Groupthink transcribes the audio right on your phone using Apple's on-device speech models — nothing is uploaded. You'll see **Transcribing on-device…**. The first time can take a moment while the phone loads the speech model; after that it's quick.

Once it's done, the recording is dropped and only the transcript is kept.

> **Heads up:** On-device summaries (the short recap above your transcript) use Apple Intelligence, which needs a recent iPhone (15 Pro or newer). On older phones you'll still get the full transcript; the summary is what's unavailable.

## "Who is this about?"

Right after a recording, Groupthink asks **Who is this about?** so you can file it while it's fresh. Pick the people it involved (or type a new name), and choose whether it's an **Interaction** (you actually talked — logged as contact) or a **Private note** (a thought about them, not logged as contact). Tap **Save**.

Filing to people syncs the note to their timeline when you're signed in. If you skip it, the recording still saves — just to yourself. See [People and "Who is this about?"](/docs/ios_people) for the details.

## Why it can't record phone calls

A lot of people try to record a phone call — put in headphones, start a Groupthink recording, take the call — and end up with an empty transcript. That's not a bug you can fix in settings. **iOS does not let any app record phone-call audio** — not the other person, and not even your own side. During a cellular or FaceTime call, the phone hands the microphone exclusively to the call, so a recording started at the same time captures silence.

To make this clear, Groupthink now shows a warning if you start a recording while you're already on a call: _"You're on a call. iOS won't let apps record call audio — this will only pick up room sound through the mic, not the call itself."_ The recording still runs (useful if you're on speakerphone in a room), but it won't contain the call.

If you need a record of a call, your options are to put it on speaker and let Groupthink capture the room, or to jot the key points afterward with **Log interaction**.

## Getting the best transcript

- A quieter room and speaking clearly beat any setting. Heavy background noise and people talking over each other are the usual culprits behind a rough transcript.
- For a call you're on speaker for, put the phone closer to you than to the speaker — your side will come through cleanest.

_Trouble recording? See [Troubleshooting the iPhone app](/docs/ios_troubleshooting)._


Recording Conversations on iPhone


Groupthink on iPhone works in two layers: what runs on your device, and what connects to your Groupthink account. You can live entirely in the first layer, add the second when you want it, and your on-device work keeps working either way.

## On the device (no sign-in)

Open the app and record, write, paste, and ingest links right away. It all runs on the phone. There's nothing to sign into to get started.

## iCloud sync (automatic)

If your iPhone is signed into iCloud, your captures and the people you keep on-device back up to your **private iCloud** and sync across your own Apple devices — iPhone to iPad, and so on. This uses your device's iCloud account directly; there's no separate Groupthink sign-in for it, and nothing is sent to Groupthink. Everything stays inside your private CloudKit database, which Groupthink can't read.

You can check the status under **Settings → Sync**. If no iCloud account is signed into the phone, the app still works offline — you just don't get cross-device backup.

## Signing in

Signing in connects the phone to your Groupthink account and brings your relationships across. It unlocks the two server-backed tabs:

- **Overview** — a synthesized read on your day and the people on your calendar. See [Your Daily Overview](/docs/ios_daily_overview).
- **People** — your full relationship list and history. See [People and "Who is this about?"](/docs/ios_people).

It also lets the captures you file to people sync to their timelines.

To sign in: open **Settings** (or tap **Overview** or **People**) and choose **Sign in with Google** or **Sign in with Microsoft** (use your Outlook account). Sign out any time from **Settings → Account**.

## About Sign in with Apple

Sign in with Apple is reserved for future features and isn't required for anything today — iCloud sync works without it. If you signed in with Apple on an earlier version, you'll still see it in Settings and can sign out there.

## Which layer am I in?

| You want to…                             | What you need                      |
| ---------------------------------------- | ---------------------------------- |
| Record, write, paste, ingest links       | Nothing — works on the device      |
| Back up and sync across your own devices | Be signed into iCloud on the phone |
| See your Overview and People tabs        | Sign in with Google or Microsoft   |
| File captures to people's timelines      | Sign in with Google or Microsoft   |

_Related: [Privacy and on-device permissions](/docs/ios_privacy_permissions)._


Sync and Signing In on iPhone


Common snags with the iPhone app and how to clear them. If your issue isn't here, see [Known issues and limitations](/docs/ios_known_issues) or email support@groupthink.com.

## My recording had no transcription

The most common cause is that you were on a phone call. **iOS doesn't let any app record call audio**, so a recording started during a call captures silence and comes back empty. Groupthink now warns you when you start recording during a call. This isn't fixable in settings — see [Recording conversations](/docs/ios_recording) for what you can do instead.

If you weren't on a call, check that the microphone is on (**Settings → On-device access → Microphone**), and that there was audible speech — a very quiet or very noisy recording can transcribe to little or nothing.

## It says the microphone is off

Groupthink can't record without microphone access. Open **Settings → On-device access → Microphone** and tap it to go to the app's iOS Settings page, then turn Microphone on. iOS won't re-ask once you've declined, which is why the app sends you straight there.

## I don't see a summary, only a transcript

On-device summaries use Apple Intelligence, which needs a recent iPhone (15 Pro or newer). On older phones you get the full transcript but not the summary. Nothing's broken — the summary is the part your device can't generate.

## The Overview or People tab is asking me to sign in

Both tabs are server-backed and need a Google sign-in. Tap **Sign in with Google**. If you'd rather not, recording and notes keep working on the device without an account. See [Sync and signing in](/docs/ios_sync_sign_in).

## My captures aren't syncing to my other devices

Cross-device sync runs through your **private iCloud**, so both devices need to be signed into the same iCloud account with iCloud Drive on. Check **Settings → Sync** in the app for the iCloud status. If it says no account is signed in, sign into iCloud from the iOS Settings app. Sync can take a couple of minutes to catch up.

## The recording stopped when I locked the phone

It shouldn't — recording is designed to continue through lock and app-switch, with a "Recording" entry on your lock screen. If it stopped, make sure you didn't tap Stop from the lock-screen entry, and that iOS didn't end it for low power. Try again and watch for the timer at the top of the screen.

## A link wouldn't ingest

Link ingest works for articles, posts, and reference pages, but not for videos, PDFs, or pages behind a login. When a page can't be read, Groupthink saves the link itself so you don't lose it. See [Capturing notes, links, and the Share sheet](/docs/ios_capture_notes_links).

_Still stuck? Email support@groupthink.com with your app version (Settings → About)._


Troubleshooting the iPhone App


If you already use an AI notetaker, like Granola, Gemini, Otter, Fireflies, or Zoom AI, you can forward its recap emails to Groupthink and have the notes land in your account. Groupthink reads who sent it and who was in the meeting and updates your relationship with them. You do not change how you run meetings. You just point the recaps at Groupthink.

Every account has its own private forwarding address. Forward one recap to try it, or set up auto-forwarding so they all flow in on their own.

## Find your forwarding address

1. Open [**Settings &gt; Ingestion**](https://app.groupthink.com/settings#ingestion).
2. Find the **Forwarding email address** card. You&apos;ll see an address that looks like `something@in.groupthink.com`. Click the copy icon next to it.

That address is unique to you and it is private. Anyone who has it can add notes to your account, so treat it like a private link. Do not post it publicly or share it.

## Forward a recap

Forward any meeting-recap email to your address, from Granola, Gemini, Otter, Fireflies, Zoom AI, or a Slack activity digest. It shows up in your notes shortly after.

Groupthink recognizes which tool produced the recap, reads the sender and attendees, and pulls out the specifics: action items, follow-ups, and what you learned about each person. Anything it doesn&apos;t recognize still comes in as a plain note, so nothing gets dropped.

You can forward by hand any time. The rest of this guide sets up auto-forwarding so you don&apos;t have to.

## Set up auto-forwarding

There are two ways to automate it. Pick whichever your notetaker supports.

### Option A, send recaps straight from your notetaker

Some notetakers can email each recap to an extra address. If yours has that setting, add your Groupthink forwarding address there and you&apos;re done. No email filter needed.

### Option B, auto-forward from Gmail with a filter

If your notetaker can&apos;t send to an extra address, have Gmail forward the recaps for you.

**1. Add your Groupthink address as a forwarding address (one time).**

In Gmail, go to **Settings &gt; See all settings &gt; Forwarding and POP/IMAP &gt; Add a forwarding address** and paste your Groupthink address.

Gmail sends a one-time confirmation to that address to prove you own it. Groupthink recognizes these Gmail setup emails and relays the confirmation code and link back to your normal inbox, so you can finish verification where Gmail expects you to. Open that relayed email, then enter the code (or click the link) back in Gmail. You only do this once.

**2. Create a filter for your recap emails.**

Open one of your existing recap emails and note who it&apos;s from. Then in Gmail:

- Click the filter icon in the search bar, or go to **Settings &gt; Filters and Blocked Addresses &gt; Create a new filter**.
- In the **From** field, enter the recap sender. For example:
  - **Granola:** `granola.ai`
  - **Gemini:** open a Notes by Gemini email and copy the address Google sends it from.
- Click **Create filter**, check **Forward it to**, choose your Groupthink address, and click **Create filter** again.

Every matching recap now forwards itself to Groupthink on its own.

> Tip: forward one recap by hand first and confirm it lands before you build the filter, so you&apos;re testing one thing at a time.

## What Groupthink recognizes

Groupthink detects recaps from Granola, Gemini (Google Meet), Otter, Fireflies, and Zoom AI, plus forwarded Slack activity digests. Each note is tagged with its source so you can see where it came from. A recap from any other tool still comes in. It is just labeled as a generic note.

## Related

- [Capturing On-Screen Content](on_screen_content_capture)
- [Slack](connect_slack)
- [Linked People](linked_people)


Forwarding Meeting Notes by Email


Meeting prep is the per-person briefing Groupthink builds for an upcoming meeting, so you can walk in knowing who you are meeting with and what matters to them. For each attendee you have history with, Groupthink pulls together your past interactions, a quick tip for the conversation, and the context it has gathered, and presents it as a prep card.

> **Heads up:** The richer parts of a prep card (quick tip, communication style, past interactions, your notes, and open threads) require an active trial or paid plan. Without one, you still see each attendee&apos;s name, role, and company, but the rest is replaced by an upgrade prompt.

## Where You See It

Prep is not sent as a separate email before each meeting. It appears in two places:

- **The Daily Brief email.** Each evening, the [Daily Brief](/docs/daily_brief) gathers prep for the people you are meeting with the next day into one message. Each attendee with history gets a prep card. The Daily Brief sends once per day at 5pm in your local timezone, on weekdays only.
- **In the app.** The same prep lives under **Daily Brief** in the left navigation, which opens your [intelligence view](https://app.groupthink.com/intelligence). You can also generate prep on demand on a meeting&apos;s agenda page before it starts. See [Meeting Prep Cards](/docs/meeting_prep_cards) for the agenda view.

## What a Prep Card Includes

Depending on what Groupthink knows about a person, a prep card can show:

- **Name, role, and company** - Their name, plus job title and employer when they are on file from the attendee&apos;s own Groupthink profile
- **When you last met** - The most recent interaction Groupthink has on record with that person
- **A quick tip** - An AI-generated suggestion for the conversation
- **Communication style** - How that person tends to communicate, drawn from your shared history
- **Past interactions** - A summary of your previous meetings and conversations
- **Your notes and recent details** - Notes you have taken and recent personal details surfaced from past meetings
- **Open threads** - Things to follow up on with that person
- **Grounded web facts** - For people you are meeting for the first time, where no shared history exists, Groupthink can surface fact-checked details from the web when available

Cards fill in what is known and leave out what is not, so a long-standing contact shows more than a first-time introduction.

## When Prep Is Prepared

Groupthink prepares this automatically for your upcoming meetings, so it is ready when the Daily Brief sends and when you open the app. You do not have to request it per meeting.

A meeting produces prep only when it has at least one attendee other than you. Meetings with no one but yourself, and the Groupthink notetaker, do not generate prep.

## Where the Information Comes From

Prep draws on two sources:

- **The attendee&apos;s own Groupthink profile** - Name, role, and company come from the profile that attendee set up in Groupthink. Groupthink does not scrape this from outside public profile sources, so attendees who do not use Groupthink will show less profile detail.
- **Your meeting history** - Past meetings, recaps, notes, and the relationship context Groupthink has built from your shared history power the quick tip, communication style, past interactions, and open threads.

For a first-time contact with no shared history, there is little for these sources to draw on. In that case Groupthink may surface grounded facts from the web instead, when that information is available.

## Frequently Asked Questions

### I used to get a prep email before each meeting. Did something break?

No. Those separate per-meeting emails were consolidated into the Daily Brief. Your prep now arrives in one evening email the day before, instead of separately ahead of each meeting.

### Why does my prep show an upgrade prompt instead?

The richer parts of a prep card are part of a paid plan. If your trial has ended and you do not have an active subscription, you still see each attendee&apos;s name, role, and company, but the quick tip, communication style, past interactions, your notes, and open threads are replaced by an upgrade prompt.

### Why is there no prep for one of my meetings?

A meeting needs at least one attendee other than you to produce prep. Meetings with only yourself, and the Groupthink notetaker, do not generate any. A person you have never met before may also show very little until you have shared history.

### Where does the attendee information come from?

From the Groupthink profile each attendee set up (name, role, company) plus your private meeting history with them. It is not scraped from outside public profiles. For first-time contacts, Groupthink may add grounded facts from the web when available.

## Getting Help

Questions about meeting prep? Email [support@groupthink.com](mailto:support@groupthink.com).


Meeting Prep in Your Daily Brief


When you record a meeting privately with the Groupthink desktop app, it captures
what people say. On-screen content capture adds what people _show_, the figure on
a dashboard, the number on a slide, the line item in a spreadsheet, so those
details land in your notes and your relationships instead of disappearing when the call ends.

It runs entirely on your Mac. Groupthink reads the text off the window you choose,
and only that text is sent to Groupthink. Images of your screen never leave your
computer and are never stored.

## What gets captured, and what doesn't

- You pick one window to capture. Groupthink reads only that window, not your full
  screen, and not any other app.
- Groupthink extracts the **text** visible in that window and adds it to your
  meeting. The screenshots themselves stay on your computer and are discarded once
  the text has been read.
- Captured content is saved with the meeting and shown under a **Shown on screen**
  section in the recap. It's private by default, the same as the rest of your private
  recording.

## Before you start

On-screen content capture is available in the **Groupthink desktop app for macOS**.
The first time you use it, you'll grant Screen Recording permission (steps below).

## Capturing a window

1. Start a private recording from a meeting in the desktop app, the way you normally do.
2. In the meeting header, find the capture control labeled
   **"Also capture a window, text only, stays on device"** and click it.
3. Choose the window you want to capture. Each option shows a thumbnail so you can
   confirm you've picked the right one. If you'd rather record audio only, choose
   **Skip** for audio only.
4. Groupthink starts reading text from that window and adds it to the meeting as the
   content changes. The control updates to **"Capturing: [window name]."**
5. To stop capturing the window without ending your recording, click the **X** on the
   capturing label. Your audio keeps recording.

![Groupthink desktop meeting header with the capture control before a window is selected](/on-screen-content-capture-control.png)

_The capture control sits in the meeting header, next to the Private and Local capture labels._

![The Choose a window to capture dialog showing a grid of open windows to pick from](/on-screen-content-capture-picker.png)

_Pick the one window to read text from. Each option shows a thumbnail so you can confirm the right one._

![The meeting header showing the active Capturing state for the selected window](/on-screen-content-capture-capturing.png)

_Once capturing, the control shows the window name and an X to stop reading it without ending your recording._

## Granting Screen Recording permission (macOS)

The first time you capture a window, macOS asks for Screen Recording permission:

1. If the window list is empty or shows a permission message, click **Open System Settings**.
2. Under **Privacy & Security > Screen Recording**, turn on Groupthink.
3. Back in Groupthink, click **Refresh** to load your windows.

If your windows still don't appear, quit and reopen Groupthink so the permission takes
effect, then start capturing again. macOS sometimes resets this permission after an app
update, so if your window list is suddenly empty, re-check this setting.

## Where captured content shows up

Text read from the window is added to the meeting alongside the transcript. In the recap,
it appears under a **Shown on screen** section, labeled with the window it came from so
you can tell it apart from what was said out loud. After the meeting, it also flows into
your relationships with the people on the call. A shared dashboard or slide often
holds the most concrete detail in a meeting, so this is usually where the specific numbers
and names end up.

## Availability

- macOS desktop app only. It isn't on the web app or the Windows desktop app yet.
- Full-screen capture isn't offered. Capture is scoped to a single window on purpose,
  so you stay in control of exactly what's read.

## Related

- [Groupthink Desktop App](desktop)
- [Troubleshooting Private Meeting Recording](troubleshooting_private_desktop_recording)


Capturing On-Screen Content


When you join a new company or start a new role, Groupthink can build relationship profiles for your team before your first meeting. Upload whatever org info you already have, a spreadsheet, a PDF, a Word doc, anything, and Groupthink extracts the people and starts a relationship for each one, filling in automatically as you have meetings.

## Where to Find It

You can import people in two places:

- **Onboarding**: After you connect your calendar, look for the **Import your team** step. You can skip it and come back later.
- **Anytime**: Open the [Relationships](/docs/relationships) page and click **Import people** in the page header.

Both entry points open the same three-stage import flow.

## Supported File Types

You do not need a specific format. Groupthink uses AI to extract names and titles from whatever you upload:

- Spreadsheets (CSV, Excel)
- PDFs (exported org charts, team rosters)
- Word documents
- Plain text files

A simple list of names and titles works as well as a structured org chart. If your file has only names, Groupthink still creates the people, and they fill in over time from meetings.

## How the Import Works

The import takes you through three stages.

### 1. Upload

Drag and drop your file onto the upload area, or click to choose a file. Groupthink begins extracting people right away.

### 2. Review the Preview

Once extraction finishes you will see a preview list, one row per person, with name and title.

- **Edit a row**: hover the row and click the pencil icon. Press Enter or click outside to save. Press Escape to cancel.
- **Remove a row**: hover the row and click the X icon.
- **Start over**: click **Upload a different file** to go back to the upload stage.

Take a minute here to clean up obvious errors (duplicates, weird title parses, non-people the AI picked up).

### 3. Create Dossiers

Click **Create dossiers** to confirm. Groupthink processes the list in the background and shows a live progress indicator. When it finishes, you will see a success message with the count of dossiers created. Click **Done** to close.

If the import fails, Groupthink shows an error message so you can try again with a different file.

## What Happens After Import

Each imported person gets a starter relationship on your [Relationships](/docs/relationships) page. They enrich automatically over time as you:

- Have meetings with them
- Get meeting recaps that mention them
- Have conversations where personal details come up

You do not need to do anything else. Groupthink fills them in for you.

## Frequently Asked Questions

**What if my file has incomplete information?**
That is fine. Groupthink extracts whatever is there. If the AI cannot find any people in your file, you will see an error message and can try a different file.

**Can I import more than once?**
Yes. Re-importing will not create duplicates. Existing profiles are updated with any new information found in the new file.

**Will Groupthink share my imported data?**
No. Imported people are private to your account, the same as any other relationship in Groupthink. See the [Privacy Policy](/privacy) for details on how your data is handled.

**Where do I see the people I imported?**
Open the [Relationships](/docs/relationships) page. Each imported person appears as a row in the contacts table, with the same columns and filters as people you have met.


Import Your Team


Open any person in Groupthink and the relationship page puts the whole arc in front of you: how things are going, everything that's happened, what's been learned, and a way to act on it. Here's what each part does.

## Arc summary

At the top of the page is the arc summary. It reads where the relationship stands right now: a short narrative of how things are going, the moments that turned it (an inflection point, if there's a clear one), a scorecard, and a suggested next move.

The scorecard grades are informed opinions, not hard metrics. They're drawn from patterns in your interaction history, so treat them as a sharp colleague's read, not a measurement. The page tells you this directly on the scorecard tooltip.

The arc summary appears once Groupthink has enough history to say something useful. New relationships with little history won't show it yet.

The suggested next move has a **Draft it** button next to it. Click it and Groupthink opens the draft-outreach panel already seeded with that move, so you can turn the suggestion into a ready email in one click (it still never sends anything for you).

## The timeline

Below the arc is one unified timeline: every meeting, note, piece of intel, and open thread, newest first, in a single stream. No more hunting across separate sections.

Each card shows what kind of item it is:

- **Meetings** show the conversation and any observations Groupthink pulled from it.
- **Intel** (things Groupthink learned about the person) shows the observation, when it arrived, and where it came from, with a chip marking whether it's **Confirmed** or still **Pending review**.
- **Open threads** show a follow-up's state: **Thread opened**, **Thread covered**, **Thread deferred**, or **Thread went stale**, with the outcome when there is one.

Every item links back to its source, so you can always get from a fact to the meeting it came from.

## AI-suggested facts: review before they count

When something gets extracted about a person but can't be verified against a clear source, it isn't added to what you're shown as true. It lands in a separate **"AI-suggested — needs your review"** section, marked in amber, above what Groupthink has verified.

For each suggested fact you can:

- **Confirm** it, which promotes it into the verified record.
- **Dismiss** it, which discards it.
- **Reassign** it to a different contact if it landed on the wrong person.

Verified facts and unverified suggestions never mix. What's certain and what's still a guess stay clearly separate, so you can trust the line between them.

## Draft outreach

When a relationship has gone quiet, use **Draft outreach** (in the relationship header, and in the actions on any open thread) to build an email from the real context: the open thread you haven't closed, the details Groupthink knows, the way you usually talk.

You can add a tone hint (for example, "keep it brief and warm" or "reference the Q3 project"), generate the draft, edit the subject and body, and then click **Open in mail client**. That opens a draft in your own email app with everything pre-filled.

Nothing is ever sent automatically. You get the draft, you send it.

## Open threads and "Mark covered"

Open threads are the follow-ups you have with someone that get surfaced for you. When you've handled one, the **Mark covered?** button next to it closes it out in one tap. You can also schedule a touchpoint, draft outreach from a thread, or defer it from the thread's actions.


Relationship Intelligence


## Your Personal CRM

Groupthink Relationships is a personal CRM built out of your conversations. Instead of logging every contact and interaction by hand, you paste in notes or let Groupthink capture the call, and it pulls the people and the details out of what was said. You enrich it with your own notes and contacts from there.

## Getting Started

### Where Contacts Come From

The fastest way to get someone into your record is to capture a conversation with them. Paste in notes from any source, including Granola, Otter, a raw transcript, or something you typed yourself, name the person in the contact field, and Groupthink creates the contact and starts their profile from that first note. You can also **Import people** from a roster or org chart, or add a contact by hand.

Connecting a calendar brings your meetings in and keeps the Last Meeting, Next Meeting, and Frequency columns current. It does not create a contact for every attendee on its own. Groupthink creates a relationship record for an attendee who already has a Groupthink account, and for a person it recognizes in the title of an event with no attendees once you confirm the suggestion (see [Personal Events Without Invites](#personal-events-without-invites) below). For everyone else, the contact starts the first time you capture something about them.

Once a relationship exists, Groupthink keeps it current on its own:

- Tracks when you last met and when you are meeting next
- Counts total interactions per relationship
- Enriches profiles with professional background information

### Accessing Relationships

1. Click **Relationships** in the sidebar
2. View all your contacts in a sortable, searchable table
3. See interaction frequency, status, and upcoming meetings at a glance

## The Relationships Table

### Table Columns

| Column                  | Description                                                                      |
| ----------------------- | -------------------------------------------------------------------------------- |
| **Name**                | Contact name and profile photo (hover the row and click the pencil icon to edit) |
| **Frequency**           | How often you meet with this person                                              |
| **Status**              | Current relationship status                                                      |
| **Next Meeting**        | Your next scheduled meeting (links to the agenda)                                |
| **Next Meeting (Days)** | Days until your next scheduled meeting                                           |
| **Last Meeting (Days)** | Days since your last interaction                                                 |

The contact email is not shown as its own column, but it powers the search box so you can still find contacts by email address.

### Search and Sort

- **Search bar** at the top filters contacts by name or email
- **Column headers** are clickable to sort by any column
- **Pagination** at the bottom lets you navigate through all contacts

### Editing Contact Names

1. Hover over the contact row and click the pencil (edit) icon next to the name
2. Type the new name
3. Click the check icon or press Enter, and the change saves automatically

## Adding and Importing Contacts

### Add a Single Contact

Click **Add contact** in the toolbar to manually create a relationship:

1. Enter the contact name (required)
2. Optionally add their email address
3. Click **Save**

This is useful for adding people you want to track before you have a meeting with them.

### Import People from a File

Click **Import people** in the top right to bulk-import contacts:

1. Drag and drop a file or click to browse
2. Supports CSV, Excel, and other common formats
3. Groupthink automatically creates relationship profiles for each person

This is ideal for importing your org chart, a client list, or contacts from another CRM.

### Paste Meeting Notes

Click **Paste meeting notes** to attach conversation context to a contact:

1. Select a contact from the dropdown
2. Add an optional title and date
3. Paste your notes into the text area
4. Click **Save notes**

Accepts any format: raw notes, Granola exports, pasted transcripts, Slack threads, or any other text. This is useful for enriching relationships with context from conversations that happened outside of Groupthink.

## Finding Relationships That Need Attention

### Going Cold Filter

Click **Going Cold** in the toolbar to filter your contacts down to relationships that are going quiet. This shows contacts where interaction frequency has dropped off, helping you identify relationships that may need a follow-up before they go stale.

Click the button again to return to the full contact list.

## Meeting Preparation

Use Relationships to prepare for upcoming meetings:

1. **Sort by Next Meeting** to see who you are meeting with soonest
2. **Review interaction history** using the Last Meeting and Frequency columns
3. **Click the meeting link** in the Next Meeting column to go directly to the agenda
4. **Check the Daily Brief** for a relationship-aware view of your day

## Personal Events Without Invites

Not every meeting comes with a calendar invite. If you block time on your own calendar for "Dinner with Alex" or "Pilates with Sherry" without inviting anyone, there are no attendees for Groupthink to detect — but the title says exactly who you're seeing.

When Groupthink spots a name in the title of an event with no attendees, it asks whether that event is with someone you know. Confirm the suggestion and:

- The event links to that person's profile
- It appears as their **Next Meeting** in the relationships table
- Their relationship page shows it as your next planned time together

If the suggestion is wrong, dismiss it — Groupthink won't ask about that name on that event again.

This works even on messy real-world titles. Events synced from other tools often pick up extra decoration — a leading emoji, a location in parentheses, a "— CONFIRMED" tag, or "w/" instead of "with". A title like "🧘 Pilates w/ Sherry (Congress Park) — CONFIRMED" still resolves to Sherry.

Nothing links without your confirmation, and if you later delete the event from your calendar, the next-meeting information clears automatically.

## Connected Features

Relationships powers several other Groupthink features:

- **[Meeting Prep in Your Daily Brief](/docs/meeting_prep_daily_brief)** - Personalized briefings gathered into the evening Daily Brief the day before your meetings, with professional background, past interactions, and conversation tips for each attendee
- **[Meeting Prep Cards](/docs/meeting_prep_cards)** - In-app attendee cards shown on the agenda page before meetings start, with LinkedIn links, conversation tips, and past meeting recaps
- **[MCP Server](/docs/mcp_server)** - Query your relationship data from Claude Desktop using natural language (e.g., "What is my history with john@acme.com?")
- **[Daily Brief](/docs/daily_brief)** - A relationship-aware daily view that helps you review prep, follow up with recent contacts, and act on relationships going quiet

## Data Quality

### Rich Profiles

You will see the most complete information for:

- Registered Groupthink users
- Professionals with public online profiles
- People you have met with multiple times
- Contacts you have enriched with pasted meeting notes

### Limited Data

Some contacts may show minimal information:

- New contacts without public profiles
- Generic email addresses (info@, support@, etc.)
- Recently changed job information

Even basic contact information helps you prepare for meetings. You can always enrich a profile by pasting meeting notes or editing the name.

## Linked People on Meetings

Every meeting you record has a Linked People row that shows which contacts are connected to it. Anything Groupthink extracts from the meeting updates the linked profiles, so the next time you talk to one of them, the latest context is there.

Calendar invitees and people who joined the call link automatically. You can also add anyone who came up in the conversation but wasn't there, or remove anyone whose profile shouldn't get updated from this meeting.

See [Linked People](/docs/linked_people) for the full rundown.

## Privacy and Control

- Relationship data is only visible to you
- Data is extracted from your connected calendar only
- Not shared with meeting participants
- You control which meetings are included via calendar settings

## Frequently Asked Questions

### Can I manually add contacts?

Yes. Click **Add contact** to create individual contacts, or use **Import people** to bulk-import from a CSV or Excel file.

### Can I add notes from meetings that happened outside Groupthink?

Yes. Click **Paste meeting notes** to attach notes from any source: raw notes, transcripts, Granola exports, Slack threads, or any other text.

### How far back does Groupthink track relationships?

Groupthink tracks relationships from meetings since you connected your calendar.

### What about group meetings?

Group meeting contacts appear in your relationships table. Relationship metrics are most accurate for 1:1 meetings.

### What about personal events where I didn't invite the other person?

If an event on your calendar names someone in the title but has no attendees — like "Date night with Kevin" — Groupthink suggests linking it to that person. Once you confirm, the event counts as your next meeting with them. See [Personal Events Without Invites](#personal-events-without-invites) above.

### How do I find relationships that need follow-up?

Click the **Going Cold** filter to see contacts where interaction frequency has dropped off.

### Does this work with all calendar types?

Yes. Works with both [Google Calendar](/docs/google_calendar) and [Microsoft Outlook](/docs/outlook_calendar) calendars connected to Groupthink.

## Getting Help

Questions about Relationships? Email [support@groupthink.com](mailto:support@groupthink.com)


Relationships


Your organization is the shared workspace where your team meets, takes notes, and keeps everything in one place. When you create your Groupthink account, an organization is created for you automatically, with you as its only member. From Organization Settings you can rename it, invite or remove members, and choose where shared notifications are sent.

> **Heads up:** Organization Settings is a Team plan feature. If you are on an Individual plan, the **Organization settings** menu item will not appear. Team management and member invites require the Team plan.

## Opening Organization Settings

1. Open the user menu by clicking your avatar in the top right corner
2. Choose **Organization settings**

This opens the Organization Settings window, which has three tabs: **Organization**, **Members**, and **Notifications**.

## Organization Tab

The **Organization** tab is where you rename your organization.

### Renaming Your Organization

Edit the **Name** field, then click **Save**.

### Domain-based team access

Want everyone at your company on the same workspace automatically, so anyone who signs up with your company email address lands in your organization? We can set that up for you. It is not something you turn on yourself.

To request it, email [support@groupthink.com](mailto:support@groupthink.com) and let us know your company domain, and we will get your team connected.

## Members Tab

The **Members** tab shows everyone in your organization and is where you invite and remove people.

> Organization members can create new meetings, connect their calendar, and invite additional members. Invite only people who work with you, since outside guests can still access shared meetings and their notes without being added to your organization.

### Inviting a Member

1. Click **Invite New Member**
2. Enter the person&apos;s email address
3. Click **Add User to Organization**

### Removing a Member

Click **Remove...** next to the member you want to remove, then confirm. You cannot remove yourself, so the Remove control does not appear on your own row.

## Notifications Tab

The **Notifications** tab controls notification destinations that are shared across your whole organization, for every meeting with shared notes.

It also includes the **Organization Slack Connection** card, where you choose which connected Slack workspace Groupthink uses whenever it needs to send a notification to Slack. If no Slack connection has been added yet, the card will say Slack notifications are currently disabled.

## What Organization Members Can See

Members of your organization can access meetings and notes that are shared within the organization. This shared access is what makes Groupthink useful for a team: notes, transcripts, and recaps from shared meetings are available to your members rather than locked to one person.

## External Collaborators

People who meet with you may be granted access to a specific agenda or document if they are an attendee on a calendar event that Groupthink joins. These external collaborators can see that agenda and its documents, but they are not added to your organization, so they cannot see your other meetings or assets. This lets outside guests take part in a meeting and its agenda without gaining access to the rest of your workspace.

## Getting Help

Questions about managing your organization? Email [support@groupthink.com](mailto:support@groupthink.com).


Managing Organizations


Every note in Groupthink has its own access settings. You control who can open it, who can edit it, and who can change its sharing. This is where the roles referenced across the sharing docs (Viewer, Participant, Host) are set.

## Where these controls live

Open the meeting recap and open **Share Meeting Recap**, then click **Manage note permissions**. This opens the **Note Access Permissions** panel, which is where you set visibility and manage each person&apos;s role.

## The three roles

Everyone added to a note has one of three roles:

| Role            | What they can do                                                                                                                                                        |
| --------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Host**        | Full control. Can edit the note, invite people, change anyone&apos;s role (including making someone else a Host), remove people, and change the note&apos;s visibility. |
| **Participant** | Can view and edit the note, invite people, change other members&apos; roles, and remove people. Cannot change the note&apos;s visibility or grant the Host role.        |
| **Viewer**      | Read only. Can view the note but cannot edit it, and is not admitted to the Groupthink notetaker&apos;s call as a participant.                                          |

When someone is added or invited, they start as a **Participant**. Change their role afterward on the Note Access Permissions panel.

## Changing someone&apos;s role

1. Open **Share Meeting Recap** and click **Manage note permissions**.
2. Find the person in the member list.
3. Use the role dropdown next to their name to pick **Host**, **Participant**, or **Viewer**.

A couple of guardrails apply:

- Only a Host can grant the **Host** role. If you are a Participant, the Host option is unavailable.
- A note must always keep at least one Host, so the last remaining Host cannot be changed to another role until someone else is made a Host.

## Removing access

On the same member list, click the trash icon next to a person to remove them from the note. You cannot remove yourself this way.

## Visibility levels

Visibility controls who can open the note beyond the people you have added by name. There are three levels, and only a Host can change them:

- **Specific individuals**: only people added to the note can view it. This is the default for new notes.
- **Anyone in the organization**: anyone in your organization can view the note.
- **Anyone with the link**: anyone who has the link can view the note.

People you have added by name keep their access at every level, so switching visibility never drops someone you invited on purpose.

## Adding people and calendar attendees

You add people by email from the **Add People to the Note** button or the **Invite by email** field on the Note Access Permissions panel. When a note is attached to a calendar event, the attendees are added for you: the organizer as a **Host** and everyone else as a **Participant**. Full details, including what happens for people without a Groupthink account, are in [Sharing a Meeting With Someone Who Does Not Have an Account](/docs/sharing_with_people_without_accounts).

## Private notes

A privately recorded note is visible only to you. It is not shared with your organization and it does not add calendar attendees, so no one else is pulled in automatically. For how private recording works, see [Google Meet](/docs/google_meet_integration).

## Getting Help

Questions about note access or roles? Email [support@groupthink.com](mailto:support@groupthink.com).


Managing Agenda Permissions


You can share a meeting recap or an agenda with anyone by email. The other person does not need a Groupthink account first. There are three ways to do it, and they differ in whether the person gets ongoing access or a one-time look.

## Send the recap to an email address

This is the quickest way to get a recap to someone outside your workspace.

1. Open the meeting recap and open **Share Meeting Recap**.
2. Under **Or send the recap to someone else&apos;s email**, enter the address.
3. Click **Send**.

They get the recap by email. The summary, key decisions, and action items are in the body of the message, so there is nothing to sign in to in order to read the highlights. The email also includes a short note about Groupthink and a sign-up button.

This path does not create an account for them and does not add them to the agenda. It is a one-time send, so they will not automatically receive recaps for future meetings.

## Share the recap link

The same **Share Meeting Recap** panel gives you a copyable link. Who can open it depends on the agenda&apos;s visibility setting:

- **Public:** anyone with the link can view the recap.
- **Organization Members:** only people in your organization can view it.
- **Specific Individuals:** only people you have added to the agenda can view it. If the agenda is set this way, update its permissions before sharing the link, or the recipient will not be able to open it.

You can review or change visibility on the **Note Access Permissions** panel (open **Share Meeting Recap** and click **Manage note permissions**). See [Managing Agenda Permissions](/docs/agenda_permissions) for the full list of visibility levels.

## Add the person to the agenda

If you want someone to have ongoing access, add them to the agenda itself.

1. From the agenda or note, click **Add People**.
2. Enter their email address.
3. Click **Invite**.

When the address is not already on Groupthink, we create a free, passwordless account for them, add them to the agenda as a **Participant**, and email them an invitation with a link. There is no password to set and no paid plan to buy.

Once they are on the agenda, recaps for that agenda&apos;s meetings are emailed to them automatically, and they can sign in to view the full agenda, notes, transcript, and recording. To give someone read-only access instead, or to make them a Host, change their role on the **Note Access Permissions** panel after you invite them. The three roles (Viewer, Participant, Host) are explained in [Managing Agenda Permissions](/docs/agenda_permissions).

## Calendar attendees are added automatically

When a shared agenda is attached to a calendar event, everyone on the invite is added to the agenda automatically, account or not. The event organizer is added as a Host and the other attendees as Participants. Accounts are created for anyone who does not already have one. Private agendas never sync their attendees this way.

## What the recipient sees

Whichever path you use, the recap email carries the summary, decisions, and action items, with no sign-in needed to read them. Opening the full transcript and recording requires a passwordless sign-in and access to the agenda. For the recipient&apos;s side of this, see [How to View Meeting Notes Shared With You](/docs/view_shared_meeting_notes).


Sharing a Meeting With Someone Who Doesn't Have an Account


During a meeting, you can add a note just by saying it out loud. Groupthink picks it up from the transcript and saves it in real time — handy when your hands are busy or you're screen-sharing.

## Add a note

Start with "Groupthink," then say your note:

- "Groupthink, add a note: we agreed to push the launch to Q3"
- "Groupthink, add a note to follow up with the vendor"
- "Groupthink, take a note: the budget is approved"

"Add a note" and "take a note" both work, with or without a colon. The text after the trigger is saved to the meeting's notes as you speak.

## How it works

- Begin the command with "Groupthink." It's detected automatically from the transcript — no wake word to set up and no button to press.
- Works whether Groupthink is in the meeting as a bot or you're capturing the meeting with the desktop note-taker.
- Only the note you dictate after the trigger is saved. Ordinary conversation isn't turned into notes.

## Frequently asked questions

**Do I have to say "Groupthink"?**
Yes, for now — start the command with "Groupthink" even if you've given your meeting bot a custom name. Triggering by a custom name is on our list.

**The note didn't show up. What happened?**
Check that you began with "Groupthink" and that the meeting is being recorded. Notes are saved as the transcript is processed, so give it a few seconds, then try again with a clear "Groupthink, add a note: …".

**Can I mute the agent or get a summary by voice?**
Not yet. Adding notes is the first voice command; more may follow.


Voice Commands


Deleting an organization is not something you can do yourself in Groupthink. There is no delete option in Organization Settings, so to remove an organization you email our support team and we handle it for you. This keeps an accidental click from wiping out a whole team&apos;s data.

> **Heads up:** This is different from deleting your personal account. If you want to remove your own user instead, see [Delete Your Groupthink Account](/docs/delete_account).

## How to Request Deletion

1. Email [support@groupthink.com](mailto:support@groupthink.com) from the address on your Groupthink account
2. Tell us the name of the organization you want to delete
3. Confirm that you want it removed

We may follow up to confirm you have the right to delete the organization before we remove it.

## What to Include

To help us act quickly, include:

- The **organization name** as it appears in Groupthink
- The **email address** you use to sign in
- A short confirmation that you want the organization deleted

## Frequently Asked Questions

### Why can I not delete it myself?

Removing an organization affects everyone in it, so we keep it out of the interface to prevent accidental data loss. Our support team makes the change for you instead.

### Is this the same as deleting my account?

No. Deleting an organization removes a shared workspace. Deleting your account removes your personal user. For the account flow, see [Delete Your Groupthink Account](/docs/delete_account).

### Can I undo it?

Once an organization is removed, treat it as permanent. Only request deletion if you are sure.

## Getting Help

Questions before you delete an organization? Email [support@groupthink.com](mailto:support@groupthink.com).


Delete an Organization


When two or more people open the same agenda at once, Groupthink shows their avatars in the agenda header so you can see who else is there in real time. This makes it easy to tell when a teammate is already in the agenda with you, whether you are prepping before a call or taking notes together during one.

## How It Works

Presence appears in the header of an agenda, next to the **Share** and **Settings** buttons.

- Each person currently viewing the agenda shows up as an avatar.
- The avatars update automatically as people open and close the agenda.
- Hover an avatar to see that person&apos;s name. Click it to open their profile.

Presence only appears when **two or more** people are viewing the same agenda. If you are the only one there, no avatars are shown, so a solo view stays clean.

If more than five people are viewing at once, the header shows the first few avatars followed by a count of the rest (for example, **+3**).

## Real-Time Collaboration

Presence is part of how Groupthink keeps a shared agenda in sync. When more than one person is working in the same agenda, edits appear for everyone in real time, so you can prep or take notes together without refreshing or overwriting each other.

## Privacy

- Presence is only visible to people who already have access to the agenda. If someone cannot open the agenda, they cannot see who is viewing it.
- Your presence is never shared outside of Groupthink.
- There is no invisible mode. If you have an agenda open and at least one other person is viewing it too, your avatar is visible to them.

## Tips

- Avatars in the header are a quick way to know a teammate is already in the agenda before you start editing.
- If you do not see any avatars, it usually means you are the only person currently viewing the agenda.

## Getting Help

Questions about presence on agendas? Email [support@groupthink.com](mailto:support@groupthink.com).


See Who Is Viewing an Agenda


Groupthink can take meeting notes privately through the desktop app. Instead of the visible notetaker bot joining your call, the desktop app captures the conversation locally on your computer. Nothing appears in the meeting, other participants do not see Groupthink, and the resulting notes and transcript stay private to you.

Groupthink processes the audio to produce the transcript, then discards the recording. We keep the transcript, summary, and notes, not the underlying audio or video.

> **Heads up:** Private capture requires an active trial or paid plan, the same as the visible notetaker. Without one, Groupthink will not start taking notes.

> **Heads up:** Private capture runs in the Groupthink desktop app. If you do not have the app installed, Groupthink will prompt you to download it when you turn private capture on.

## Overview

Private capture is the alternative to the visible **Public with Bot** notetaker:

- **No bot in the call.** Groupthink records through your desktop app, so nothing joins your Meet, Zoom, or Teams call and other participants do not see Groupthink.
- **Private by default.** The notes and transcript are visible only to you. They carry a **📝 Private notes (only you)** label in the app.
- **Same automatic output.** You still get a transcript, notes filed against your agenda, and a recap after the meeting ends, just like the visible notetaker.

> **Warning:** It is your responsibility to comply with the recording laws that apply to you and the people on your call.

## Requirements

Private capture runs in the Groupthink desktop app, so you need the app installed and running.

1. Install the Groupthink desktop app. See [Groupthink Desktop App](/docs/desktop) for download links and setup steps for your computer.
2. When the app prompts you, grant the system permissions it needs to capture audio.

If you turn private capture on without the app installed, Groupthink saves your preference and prompts you to download the desktop app before it can record.

## Turning On Private Capture

There are two ways to use private capture.

### Option 1: Set it as your default

Choose private capture once and it applies to your future meetings. This setting lives in [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar), under the heading **How should Groupthink attend your meetings?**

Select **Privately Take Notes**. Groupthink will record privately through the desktop app, no bot will join your calls, and your notes, transcript, and summary stay private to you.

To attend scheduled meetings this way, [connect your Google Calendar](/docs/google_calendar) first so Groupthink can see your meetings and their conferencing links.

### Option 2: Start it on a single meeting

You can also turn on private capture for one meeting at a time.

- From a meeting agenda, click **Start Notetaker** and choose **Private with App**. Groupthink will record that meeting locally on your desktop.
- From your calendar, open a meeting&apos;s three-dot menu and choose **Add Invisible Note Taker** to capture it privately through the desktop app.

In both cases, if the desktop app is not installed, Groupthink will prompt you to download it.

## What You Get

Private capture produces the same things as the visible notetaker, kept private to you:

- A full transcript of the conversation.
- Notes filed against the items on your agenda.
- A recap with topics, decisions, and follow-ups once the meeting ends.

Your notes carry a **📝 Private notes (only you)** label, and the agenda is visible only to you.

## Switching Between Private and Shared

You can switch a meeting between private and shared capture from the meeting&apos;s three-dot menu on your calendar. Choose **Swap to Invisible Note Taker** to go private, or swap back to the bot to go shared, then confirm in the dialog (**Switch to Private Notes?** or **Switch to Shared Notes?**). For a recurring meeting, you can apply the change to a single event or the whole series.

Two things to know before you switch:

- **Switching to private removes everyone else.** All other users immediately lose access to the shared agenda and its notes. Their content is not copied into your private agenda.
- **Switching to shared starts fresh.** Your private agenda stays private, and a new blank shared agenda is created. If you want anything from your private notes in the shared one, move it over yourself.

For more on private versus shared notes, see [Automatic Meeting Notes](/docs/automatic_notes).

## Frequently Asked Questions

### Can other people see my private notes?

No. Notes captured privately through the desktop app are visible only to you and carry a **📝 Private notes (only you)** label.

### Do I need the desktop app?

Yes. Private capture records locally through the Groupthink desktop app. If the app is not installed, Groupthink prompts you to download it before it can record. See [Groupthink Desktop App](/docs/desktop).

### Does Groupthink keep my audio?

No. Groupthink uses the audio to produce a transcript and then discards the recording. The transcript, summary, and notes are the durable record.

### Why did private capture not take any notes?

A few things have to be in place: the Groupthink desktop app needs to be installed and running, you need an active trial or paid plan, and private capture has to be turned on, either as your default setting or on the specific meeting.

### Is anything visible to other people on the call?

No. With private capture, no bot joins the call and your notes stay private to you.

## Getting Help

Questions about private capture, or running into trouble? See [Troubleshooting Private Meeting Recording](/docs/troubleshooting_private_desktop_recording), or email [support@groupthink.com](mailto:support@groupthink.com).


Privately Recording Meetings

Quick log lets you capture any interaction in one sentence. Type a plain line about who you talked to (or something you noticed about them) and Groupthink figures out who it's about and updates your relationship with that person. No form, no contact picker.

<video controls preload="metadata" style="width:100%;height:auto;" src="https://wp1.groupthink.com/wp-content/uploads/2026/06/quick-log-demo.mp4"></video>

## Opening quick log

Two ways, from anywhere in Groupthink:

1. Press **⌘K** (Mac) or **Ctrl+K** (Windows)
2. Or click **"Quick log"** in the left sidebar

## Logging an interaction

Type one sentence the way you'd text a friend about what happened, then click **Log it** (or press **⌘Enter**):

> grabbed dinner with Adam, he's worried about his Q3 number

![The quick log box with a one-line note about Adam, with his name recognized](/quick-log-modal.png)

Groupthink reads the sentence, works out who it's about, and files what matters onto your relationship with that person. A confirmation appears with a link to view the person, so you can verify where the note landed.

![The note landing on your relationship with Adam](/quick-log-relationship-updated.png)

An interaction doesn't have to be a meeting or a call. Anything worth remembering about a person counts:

- "Sarah seemed underwater in standup today"
- "Priya got promoted to director"
- "ran into Dave at the airport, his kid made the travel soccer team"

## When names are ambiguous

If more than one person matches the name you typed, Groupthink shows you the candidates (with a hint like a recent meeting where one is available) and asks which one you mean. Pick the right person and it logs to them. Nothing is written until it knows who you mean, so a note never lands on the wrong person.

![Two people named Kevin match, so quick log asks which one you mean](/quick-log-disambiguation.png)

## Logging someone new

If no saved contact matches the name, Groupthink offers to create a new contact on the spot and start the relationship from your note. One click and both the person and the note exist.

## Where the notes go

Groupthink reads what you logged and adds what it learns to the person's page, attributed to you. From there it feeds the same relationship intelligence as your meeting notes: the [Daily Brief](/docs/daily_brief) will use it to prep you before your next meeting with that person.

## Tips

- Name the person directly in the sentence ("Caught up with Priya about hiring"). That is what Groupthink uses to route the note.
- Log it while it's fresh. The whole point is that the capture costs one sentence, so do it in the hallway, not at the end of the week.
- If something landed on the wrong person or needs a tweak, open the person's page, find the entry, and use its correction menu to **Refine** it or **Reassign** it to another person.

## Related

- [Relationships](/docs/relationships)
- [Daily Brief](/docs/daily_brief)
- [Recover Your Notes When the Notetaker Misses a Meeting](/docs/recover_meeting_recap)

Quick Log

Groupthink gives you control over which meetings the notetaker attends. You can let it join automatically based on your calendar, or add it yourself one meeting at a time. This doc covers the two ways to add the notetaker to a single meeting: adding it to an event already on your calendar, and pasting a link for a call that is not on your calendar.

> **Heads up:** Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. Without one, the notetaker will not join.

## Set Your Attendance Preference

Your attendance setting decides what happens by default. Go to [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) and find the **How should Groupthink attend your meetings?** section. There are three options:

| Option | What it does |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes** | Groupthink records privately through the desktop app. No bot joins the call and other participants do not see Groupthink. |
| **Automatically Join All Meetings** | The Groupthink notetaker joins your meetings as a visible participant and shares notes with attendees. |
| **Let Me Choose Each Time** | Nothing joins automatically. You add the notetaker to specific calls yourself when you want notes. |

If you want to decide meeting by meeting, choose **Let Me Choose Each Time**. Nothing will join on its own, and you add the notetaker to the calls you pick using the steps below.

## Add the Notetaker to a Calendar Event

Use this path when the meeting is already on your connected calendar.

1. Click **Upcoming** in the Groupthink navigation to see your scheduled events.
2. Find the event you want and click **Add Notetaker** on it. This opens a short menu.
3. Choose how the notetaker should attend:
 - **Add Groupthink Bot to** your conferencing provider (for example **Add Groupthink Bot to Zoom**, **Meet**, or **Teams**). The bot joins the call as a visible participant and shares notes with everyone.
 - **Add Invisible Note Taker** to privately take notes on your desktop (Windows or macOS) without a visible bot in the call.

Groupthink will join that event when it starts. To take the notetaker back out of an event, see [Remove Groupthink from a Meeting](/docs/remove_groupthink_from_meeting).

## Add the Notetaker to an Impromptu Call

Use this path for a call that is not on your calendar, or one that is already running. You paste the meeting link and Groupthink joins right away.

1. Open the agenda you want to use and click **Start Notetaker**.
2. Choose **Public with Bot** from the menu.
3. In the **Start the Notetaker** window, paste your meeting link into the **Meeting URL** field. The placeholder reads **Paste your Google Meet, Zoom, or Teams link here**.
4. Click **Start Notetaker**.

Groupthink joins the call as a participant and begins taking notes. The same flow works for Google Meet, Zoom, and Microsoft Teams links.

## Capture a Meeting Without a Visible Bot

If you would rather not send a visible bot into the call, you can still capture the meeting privately.

- On a calendar event, click **Add Notetaker** and choose **Add Invisible Note Taker** to record locally on your desktop.
- From the **Start Notetaker** menu, choose **Private with App** to record the current call locally instead of sending the bot.

In both cases, Groupthink records through the desktop app, so other participants do not see a bot in the meeting.

## Frequently Asked Questions

### What is the difference between the two paths?

Both add the same notetaker. **Add Notetaker** works on an event that is already on your calendar. **Start Notetaker** lets you paste a link for a call that is not on your calendar or is already underway.

### Why did the notetaker not join?

A few things have to be in place: the meeting needs a valid Google Meet, Zoom, or Teams link, your attendance setting has to allow the notetaker to join, and your workspace needs an active trial or paid plan.

### Do I need a paid plan?

Yes. Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. If your trial has ended, upgrade from [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar) to keep capturing meetings.

### Can I add the notetaker to a call that is not on my calendar?

Yes. Click **Start Notetaker**, choose **Public with Bot**, and paste the meeting link. The call does not need to be on your calendar.

### How do I capture a meeting without a visible bot?

Choose **Add Invisible Note Taker** on a calendar event, or **Private with App** from the **Start Notetaker** menu. Groupthink records through the desktop app and no bot appears in the call.

### How do I take the notetaker out of a meeting?

See [Remove Groupthink from a Meeting](/docs/remove_groupthink_from_meeting).

## Getting Help

Questions about adding Groupthink to a specific meeting? Email [support@groupthink.com](mailto:support@groupthink.com).
</content>
</invoke>

Add Groupthink to Specific Meetings


Once a Groupthink notetaker is on your call, the rest is automatic. It captures the conversation, builds a full transcript, files notes against the items you discuss, and generates a recap after the meeting ends. You do not have to type anything to get notes, and you can still edit or add to them yourself at any time.

> **Heads up:** Starting a notetaker, whether the visible bot or private desktop capture, requires an active trial or paid plan. Without one, the notetaker will not start.

## Overview

There are two ways Groupthink can take notes on a meeting:

- **Public with Bot:** Groupthink joins your call as a visible participant and shares notes with everyone on the agenda.
- **Private with App:** Groupthink records locally through the desktop app. Nothing joins the call, and the notes are visible only to you.

Both paths produce the same things automatically: a transcript, notes attached to the agenda, and a recap once the meeting is over.

## Getting Automatic Notes Working

You have two ways to get a notetaker onto a meeting.

### Option 1: Set it and forget it

Choose how Groupthink attends your meetings once, and it applies to your future calls. This setting lives in [User Settings &gt; Calendar](https://app.groupthink.com/settings#calendar), under the heading **How should Groupthink attend your meetings?**

| Option                              | What it does                                                                                                              |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Privately Take Notes**            | Groupthink records privately through the desktop app. No bot joins the call and other participants do not see Groupthink. |
| **Automatically Join All Meetings** | The Groupthink notetaker joins your meetings as a visible participant and shares notes with attendees.                    |
| **Let Me Choose Each Time**         | Nothing joins automatically. You add the notetaker to specific calls yourself when you want notes.                        |

To attend scheduled meetings this way, [connect your Google Calendar](/docs/google_calendar) first so Groupthink can see your meetings and their conferencing links.

### Option 2: Start a notetaker on a single meeting

Open the meeting and click **Start Notetaker**, then pick one:

- **Public with Bot:** Groupthink joins your call as a participant to take and present notes.
- **Private with App:** Groupthink records the meeting locally on your desktop.

If you choose **Private with App**, you will need the Groupthink desktop app installed. Groupthink will prompt you to download it if it is not already running.

## What Groupthink Captures

While the notetaker is on the call, Groupthink:

- Transcribes the conversation as it happens.
- Files notes against the agenda item being discussed, matched by when each part of the conversation happened. You do not need to add a description to an item for this to work.
- Generates a recap, including topics, decisions, and follow-ups, automatically once the meeting ends.

You can edit any note by hand. Every note item is a free-form text field, so you can add thoughts, questions, or anything else alongside what Groupthink captured.

## Private vs. Shared Notes

The capture mode you choose determines who can see the notes.

### Private notes (Private with App)

- Recorded through the Groupthink desktop app.
- Visible only to you. They carry a **📝 Private notes (only you)** label in the app.
- A good fit for confidential calls or your own running notes.

### Shared notes (Public with Bot)

- Created when the Groupthink bot joins your meeting.
- Visible to everyone on the agenda by default.
- Support collaborative editing during and after the meeting.

## Switching Between Private and Shared

You can switch a meeting between private and shared capture from the meeting&apos;s three-dot menu on your calendar:

1. Open the calendar event.
2. Click the three-dot menu.
3. Choose **Swap to Invisible Note Taker** to go private, or **Swap to &lt;Bot&gt; Joining &lt;Conference&gt;** to go shared.
4. Confirm in the dialog that appears (**Switch to Private Notes?** or **Switch to Shared Notes?**). For a recurring meeting, you can apply the change with **Switch For This Event** or **Switch For All In Series**.

A few things to know before you switch:

- **Switching to private removes everyone else.** All other users immediately lose access to the agenda and its notes. Their content is not copied into a separate private agenda.
- **Switching to shared starts fresh.** Your private agenda stays private, and a new blank shared agenda is created. If you want anything from your private notes in the shared one, move it over yourself.

## Frequently Asked Questions

### Why didn&apos;t the notetaker take any notes?

A notetaker has to actually be on the call. Either set an attendance option under **How should Groupthink attend your meetings?**, or start one manually with **Start Notetaker**. Starting a notetaker also requires an active trial or paid plan.

### Do I need to describe each agenda item for notes to land in the right place?

No. Notes are filed against agenda items based on timing, not on what you wrote in the item. You do not need to add a description.

### Can other people see my private notes?

No. Private notes recorded through the desktop app are visible only to you and carry a **📝 Private notes (only you)** label.

### What happens to shared notes if I switch a meeting to private?

Everyone else loses access to that agenda and its notes. The shared content is not moved into your private notes, so switching to private is not a way to keep a copy for yourself.

## Getting Help

Questions about automatic notes? Email [support@groupthink.com](mailto:support@groupthink.com).


Automatic Meeting Notes


Groupthink separates a meeting's audio into individual speakers as it transcribes. Until you tell it who's who, those speakers show up as generic labels like **Mic Speaker 1** or **Conference Speaker 1**. Name a speaker once and every line that speaker said, earlier in the meeting and for the rest of it, switches to that person's name and avatar.

This matters beyond a tidier transcript. The name you assign is the attribution Groupthink uses to build each person's profile and surface what they said in your briefs. Getting it right means the right intel lands on the right person.

## Name a speaker

You can do this during a live meeting or afterward on the recap.

1. Open the transcript. During a live meeting the transcript is on screen as people talk. On a finished meeting, open the **Recap** and go to the **Transcript**.
2. Click a speaker label, for example **Mic Speaker 1**. A menu opens, headed **Who is "Mic Speaker 1"?** (or **Reassign "Mic Speaker 1"** if the label already has a name).
3. Start typing in the **Search people** field and pick the person from the list.

Every line from that speaker updates to that person's name and avatar right away. There's no separate save step.

## Who shows up in the list

The list is not limited to people who were on the call. You can pick from:

- **People on the meeting**, pulled from the participant list.
- **Your saved contacts**, so you can attribute a voice to someone in your relationships even if they don't have a Groupthink account or weren't formally on the invite.

Naming a speaker as one of your contacts stays private to you. The person is not notified.

## Good to know

- **It applies to the whole meeting.** Naming a label reassigns all of that speaker's lines at once, not just the one you clicked.
- **It keeps working for the rest of the meeting.** New lines from a named speaker come in already attributed.
- **You can change it.** Reassign a label to a different person and the lines move over.
- **It syncs.** If a teammate has the same meeting open, your change shows up on their screen too, without a reload.
- **Contact names are private.** Attributing a label to one of your contacts is yours alone, and they aren't notified.

## Why a speaker stays unlabeled

A label like "Mic Speaker 1" just means Groupthink heard a distinct voice it couldn't match to a name on its own, usually someone dialing in on a shared line or a device whose audio doesn't carry a participant name. Name it yourself and it's fixed for good.

Overlapping speech, heavy background noise, or a room mic picking up several people can also blur who's speaking. A headset or dedicated microphone gives the cleanest separation. See [Known Issues](/docs/known_issues) for more on transcription accuracy.


Correcting Speaker Names in Transcripts


The Daily Brief is a single email Groupthink sends in the evening so you can prep for tomorrow and review today in one place. It pulls together prep for the people you are meeting with tomorrow and short recaps of the meetings Groupthink helped you capture today. Instead of separate emails landing throughout the day, everything arrives in one predictable touchpoint.

> **Heads up:** Prep for the people you are meeting with tomorrow requires an active trial or paid plan. Without one, the brief still arrives with your meeting titles and times, but the per-person prep is replaced by an upgrade prompt.

## What is in the Daily Brief

A Daily Brief can contain two sections, depending on what is on your calendar and what Groupthink captured that day.

### Tomorrow&apos;s Meetings

For each meeting on tomorrow&apos;s calendar that has someone to prep for, you get a prep card per attendee. Depending on what Groupthink knows about that person, a card can include:

- Their name, plus role and company when available
- When you last met
- A quick tip for the conversation
- Their communication style
- A summary of your past interactions
- Your own notes and recent details
- Open threads to follow up on
- Grounded facts from the web for people you are meeting for the first time

Cards fill in what is known and leave out what is not, so a long-standing contact shows more than a first-time introduction. This is the same prep you see on each meeting&apos;s agenda. See [Meeting Prep Cards](/docs/meeting_prep_cards) for the in-app view.

### Today&apos;s Meeting Recaps

A short summary of each meeting Groupthink helped you capture today, with a link to open the full recap. This section appears whether or not you have a paid plan.

## When the Daily Brief Sends

The Daily Brief sends once per day at **5pm** in your local timezone, on **weekdays only** (Monday through Friday). It is not sent on weekends.

You will receive it on a given weekday as long as you have at least one of the following:

- A meeting with attendees on tomorrow&apos;s calendar
- A meeting Groupthink recorded today

If you have neither, no brief is sent that day.

## Finding the Daily Brief in the App

The same prep that powers the email lives in the app under **Daily Brief** in the left navigation, which opens your [intelligence view](https://app.groupthink.com/intelligence). You do not have to wait for the evening email to see what is coming up.

## Turning the Daily Brief On or Off

Email delivery is controlled from your notification settings:

1. Open [User Settings &gt; Notifications](https://app.groupthink.com/settings#notifications)
2. Find the Daily Brief row in the **Notify when...** table
3. Toggle the **Email** channel off to stop receiving it (or on to resume)

## Frequently Asked Questions

### I used to get a separate prep email before each meeting. Did something break?

No. Those per-meeting emails were consolidated into the Daily Brief. Your prep now arrives in one evening email the day before, instead of separately ahead of each meeting.

### Why does my brief say to upgrade instead of showing prep?

Per-person prep for tomorrow&apos;s meetings is part of a paid plan. If your trial has ended and you do not have an active subscription, the brief still lists your meetings but shows an **Upgrade to see prep** button in place of the prep cards. Today&apos;s recaps are not affected.

### Can I still see prep in the app?

Yes. Prep cards are available on each meeting&apos;s agenda before it starts. See [Meeting Prep Cards](/docs/meeting_prep_cards) for details.

### I did not get a brief today. Why not?

The most common reasons: it was a weekend, you had no meetings with attendees tomorrow and nothing recorded today, or email delivery is turned off in your notification settings.

## Getting Help

Questions about the Daily Brief? Email [support@groupthink.com](mailto:support@groupthink.com).


Daily Brief Email

Groupthink lets you export a meeting transcript for sharing, archiving, or use in other applications. You can download the transcript as a text file or copy it to your clipboard. Both options are free and available on any meeting that has a transcript.

## Where to find the export buttons

The export buttons live on the meeting recap page, on the **Transcript** tab.

1. Open a completed meeting from your dashboard or calendar to reach its recap page.
2. The recap page has two tabs: **Summary** and **Transcript**. Click **Transcript**.
3. The **Download Text** and **Copy to Clipboard** buttons sit at the top of the Transcript tab, just above the transcript itself.

If a meeting has no transcript, the Transcript tab shows "No transcript available for this meeting." and the export buttons do not appear.

## Download as a text file

Download the transcript as a `.txt` file to save locally or share with others:

1. On the **Transcript** tab, click **Download Text**.
2. The file downloads with a name like `Weekly Team Sync_transcript_2026-06-29.txt`. The name combines the meeting title, the word `transcript`, and the date you export it.

## Copy to clipboard

Copy the transcript to paste into an email, document, or another application:

1. On the **Transcript** tab, click **Copy to Clipboard**.
2. The button briefly changes to **Copied!** and a confirmation appears: "Transcript copied to clipboard".
3. Paste the transcript wherever you need it (Ctrl+V / Cmd+V).

## Transcript format

The downloaded file and the copied text use the same format: a short header followed by the conversation.

The header includes the meeting title, the date and start time, and the meeting duration when it is available. A `=== TRANSCRIPT ===` divider separates the header from the conversation. Each speaking turn is a two-line block: the speaker name and the wall-clock time they spoke, then what they said.

Example:

```
Meeting: Weekly Team Sync
Date: Wednesday, January 15, 2026 at 9:00 AM
Duration: 1h 0m

=== TRANSCRIPT ===

Sarah - 9:01 AM
Good morning everyone, let's get started with our updates.

Mike - 9:01 AM
Sure, I'll go first. We completed the API integration yesterday.
```

## When to use each option

| Use case | Recommended option |
| ---------------------- | ------------------ |
| Archiving for records | Download Text |
| Backing up transcripts | Download Text |
| Sharing via email | Copy to Clipboard |
| Adding to a document | Copy to Clipboard |
| Quick reference | Copy to Clipboard |

## Troubleshooting

### The export buttons are not showing

- Make sure you are on the **Transcript** tab, not the **Summary** tab.
- The buttons only appear once the meeting has a transcript. If you see "No transcript available for this meeting.", there is nothing to export yet.
- If the transcript is still being processed, wait for it to finish and refresh the page.

### Copy to clipboard is not working

- Some browsers ask for permission before a site can write to the clipboard. Allow clipboard access for Groupthink and try again.
- If your browser blocks clipboard access, use **Download Text** instead and open the file.

## Getting Help

Questions about exporting transcripts? Email [support@groupthink.com](mailto:support@groupthink.com).
</content>
</invoke>

Exporting Meeting Transcripts


## Overview

Sometimes you may not want the Groupthink notetaker to join a specific meeting, or you may prefer to take notes privately on your desktop instead of having a visible notetaker in the call. Groupthink gives you several ways to remove the notetaker, whether you are planning ahead, already in the meeting, or working from your conferencing app. This guide covers each method.

## Remove the Notetaker Ahead of Time

You can stop the notetaker from joining a meeting before it starts.

1. Click **Upcoming** in the Groupthink navigation sidebar
2. Find the meeting you want to change
3. Open the event **...** (three-dot) menu
4. Select **Remove Groupthink**

The notetaker will no longer join that meeting when it occurs.

### Add the Notetaker Back

If you decide you want the notetaker after all, open the same event on the **Upcoming** page. When no notetaker is attached, the control is a button labeled **Add Notetaker**. Click it to schedule the notetaker for that meeting again.

## Remove the Notetaker During a Meeting

If a meeting is already underway, you can remove the notetaker from inside Groupthink.

1. Open the agenda for the meeting. You can reach it from the **Upcoming** page, or from the link shared in your Zoom, Google Meet, or Microsoft Teams chat
2. In the meeting box on the agenda, click **Remove Groupthink**
3. The notetaker leaves the meeting

### Remove from Your Conferencing App

You can also remove the notetaker directly from your video conferencing software by removing it like any other participant. Refer to your conferencing app documentation for the exact steps. This works the same as removing any guest from the call.

## Take Notes Privately Instead

If you want to keep meeting notes and a transcript without a visible notetaker in the call, you can take notes privately on your desktop instead. This uses Private Desktop Recording, where you capture the meeting yourself rather than having a notetaker join.

1. Click **Upcoming** in the Groupthink navigation sidebar
2. Find the meeting you want to change
3. Open the event **...** (three-dot) menu
4. Select **Add Invisible Note Taker**. If a notetaker is already attached to the meeting, this option reads **Swap to Invisible Note Taker** instead. The subtext reads **Privately take notes on desktop (Windows or macOS)**

When the meeting occurs, use the Groupthink Desktop App to capture it privately. Other participants will not see a notetaker in the call. For setup and details, see our [Private Desktop Recording](/docs/private_desktop_recording) guide.

## Frequently Asked Questions

### Will removing the notetaker delete my notes?

No. Removing the notetaker stops it from capturing the rest of the meeting going forward. Any notes and transcripts already captured before you removed it remain available.

### How do I add the notetaker back?

Open the meeting on the **Upcoming** page and click **Add Notetaker**. The notetaker will be scheduled to join that meeting again.

### Can I keep meeting notes without a visible notetaker?

Yes. Use **Add Invisible Note Taker** from the event **...** menu, then capture the meeting with the Groupthink Desktop App. See [Private Desktop Recording](/docs/private_desktop_recording) for the full walkthrough.

### Can I remove the notetaker in the middle of a meeting?

Yes. Click **Remove Groupthink** in the meeting box on the agenda, or remove the notetaker directly from your conferencing app like any other participant.

## Getting Help

Questions about removing Groupthink from a meeting? Email [support@groupthink.com](mailto:support@groupthink.com)


Remove Groupthink from a Meeting


Groupthink can start recording the moment your meeting begins, and move you smoothly between back-to-back meetings, so you never lose the first few minutes of a conversation to manual setup.

Two behaviors work together:

- **Auto-redirect**: when you open Groupthink during an active meeting, it takes you straight to that meeting&apos;s agenda
- **Auto-start recording**: when an in-progress meeting is on screen, recording begins based on your calendar attendance preference

Plus a third behavior for chained meetings: a transition card on the recap when your next meeting is starting soon.

## How Auto-Redirect Works

When you open Groupthink from the dashboard or home page, it checks for an active meeting and, if one is running, takes you straight to it.

Priority order:

1. **Active meeting** (Groupthink is already recording): you are sent to that meeting&apos;s agenda
2. **Joinable event** (a calendar event is in progress, not yet recording): you are sent to that event&apos;s agenda

If you are already on an agenda page, Groupthink does not redirect you (it assumes you went there on purpose). If there is no active or joinable meeting, nothing happens and you see the normal dashboard.

## How Auto-Start Recording Works

Once you are on an agenda page with an in-progress meeting, what happens next depends on your calendar attendance setting.

| Attendance setting          | In-progress meeting | What happens                                       |
| --------------------------- | ------------------- | -------------------------------------------------- |
| **Privately Take Notes**    | Yes                 | Private recording starts (desktop app only)        |
| **Automatically Join All**  | Yes                 | The Groupthink bot joins and starts recording      |
| **Let Me Choose Each Time** | Yes                 | No auto-start. You see the manual prompt as before |
| Any                         | No                  | No auto-start                                      |

The setting lives in your calendar configuration. See [User Settings](/docs/user_settings) or your calendar integration page ([Google Calendar](/docs/google_calendar), [Outlook](/docs/outlook_calendar)) for how to set it.

A few details:

- **Private recording requires the desktop app.** If your attendance is set to Privately Take Notes but you are on the web, Groupthink will not auto-start (you cannot record privately from a browser). Open the [desktop app](/docs/desktop) instead.
- **One start per agenda.** Auto-start fires once per agenda visit; it will not re-fire if you stay on the same page.
- **URL triggers still work.** Opening an agenda with `?start=1` still starts recording, the same as before.

## Back-to-Back Meeting Transitions

If your next meeting starts within 10 minutes of your current one ending, Groupthink shows a transition card at the top of the recap.

The card shows how soon the next meeting starts and includes an **Open notes** button that takes you to the next agenda.

| State                            | What you see                               |
| -------------------------------- | ------------------------------------------ |
| Next meeting 5+ minutes away     | Blue card: &quot;Starts in X min&quot;     |
| Next meeting 0 to 2 minutes away | Blue card: &quot;Starting now&quot;        |
| Next meeting already started     | Yellow card: &quot;Started X min ago&quot; |

When you click **Open notes**, you land on the next meeting&apos;s agenda. If your attendance setting auto-starts recording, the recording begins there as well.

## How to Turn It Off

Auto-start follows your calendar attendance setting. To stop meetings from auto-recording:

1. Open your [calendar settings](/docs/user_settings)
2. Change the attendance setting for the relevant calendar to **Let Me Choose Each Time**
3. Save

Groupthink will keep auto-redirecting you to active meetings, but will no longer start recording until you click the button yourself.

## Frequently Asked Questions

**Can I auto-start the bot but not private recording (or vice versa)?**
Yes, by choosing the right attendance setting. Set the calendar to **Automatically Join All** for bot-only auto-start, or **Privately Take Notes** (with the desktop app open) for private-only auto-start.

**What if I have multiple calendars connected with different settings?**
Each calendar carries its own attendance setting. Auto-start uses whichever calendar the meeting belongs to.

**Does auto-start work on shared agendas?**
Yes, the same rules apply. If the meeting is in progress and your attendance setting calls for auto-start, recording begins regardless of whether you created the agenda or someone else did.

**What if I missed the transition card and ended up on the wrong meeting?**
The card stays on the recap until you dismiss the page. You can click **Open notes** any time during that 10-minute window, or navigate to the next meeting from your calendar.

## Related

- [Starting Meetings](/docs/starting_meetings)
- [Private Desktop Recording](/docs/private_desktop_recording)
- [User Settings](/docs/user_settings)


Auto-Start Recording


Note Templates let you reformat any past meeting recap into a structure that fits the meeting type. A sales call needs different sections from a 1:1, which needs different sections from a customer discovery interview. Pick a template, preview the reformatted recap, and keep the original intact.

## Built-In Templates

Groupthink ships with seven built-in templates that every workspace can use:

- **Default**: the standard recap format
- **Customer Discovery**: framing, key findings, jobs-to-be-done, follow-ups
- **1:1**: wins, blockers, priorities, action items
- **Standup**: status by attendee, blockers, next steps
- **Sales Call**: discovery, pain points, objections, next steps
- **Interview**: candidate signals, strengths, concerns, recommendation
- **Post-Mortem**: timeline, what went well, what did not, action items

Built-in templates are read-only. You cannot edit them, but you can use any of them as a starting point for a custom template.

## Apply a Template to a Recap

You can apply a template to any meeting that has ended.

1. Open the meeting recap page
2. Switch to the **Summary** tab
3. Click **Apply Template**
4. Pick a template from the modal
5. Preview the reformatted content inline

Applying a template is non-destructive: it does not overwrite your existing recap notes. The reformatted version is an alternate view of the same underlying transcript.

## Create a Custom Template

Workspace custom templates are managed in Organization Settings.

1. Open **Organization Settings**
2. Switch to the **Templates** tab
3. Click **New template**
4. Give the template a name
5. Add one or more **sections**. Each section has:
   - A **title** (the section heading in the rendered recap, like &quot;Action Items&quot;)
   - A **prompt** (the instruction to the AI, like &quot;List all commitments people made and who owns each one&quot;)
6. Save the template

The template now appears in the workspace list and is available to everyone in the workspace.

## Edit or Delete a Custom Template

From the Templates tab:

- **Edit**: click into the custom template to update its name or sections
- **Delete**: click the delete icon on the row

Built-in templates do not have edit or delete options.

## Frequently Asked Questions

**Does applying a template change my recap permanently?**
No. The reformatted view is an alternate rendering of the meeting content. Your original recap notes remain untouched.

**Can I apply a template before the meeting starts?**
No. The Apply Template button only appears on meetings that have already ended. The template runs against the transcript and recap content, both of which only exist after the meeting.

**Can different workspaces see each other&apos;s custom templates?**
No. Custom templates are scoped to the workspace that created them. Built-in templates are available to every workspace.

**How is this different from Recipes?**
Templates restructure the recap into named sections you define. [Recipes](/docs/recipes) apply an open-ended prompt, like &quot;summarize this in one paragraph for an executive.&quot; Use templates when you want consistent structure across recaps of the same meeting type; use recipes for one-off reformats.

## Related

- [Recipes](/docs/recipes)
- [Meeting Notes](/docs/automatic_notes)


Note Templates


Recipes are reusable AI prompt templates that you can apply to any past meeting recap. Use them to regenerate notes in a specific format, like an executive summary, action-items-only view, or a sales-call structure, without re-running the meeting.

## Built-In vs Custom Recipes

Groupthink ships with a set of built-in (system) recipes that every workspace can use. You can also create custom recipes scoped to your workspace. Custom recipes are editable; built-in recipes are read-only.

## Apply a Recipe to a Recap

You can apply a recipe to any meeting recap if you are an editor on the agenda.

1. Open the meeting recap page
2. Click **Apply Recipe** in the recap header
3. Pick a recipe from the dropdown
4. The recap regenerates inline and a success toast confirms the change

The Apply Recipe button does not appear for viewers, only for editors.

## Manage Custom Recipes

Custom recipes are managed at the workspace level. Anyone with workspace settings access can create, edit, or delete them.

1. Open **Organization Settings**
2. Switch to the **Recipes** tab
3. To create a new recipe, click **New recipe** and fill in the name and prompt inline
4. To edit a custom recipe, click into the row and update the fields
5. To delete a custom recipe, click the delete icon on the row

All edits happen inline on the list. There is no separate modal or page.

## Frequently Asked Questions

**Does applying a recipe overwrite the original recap?**
Applying a recipe regenerates the recap in the new format. If you want to keep multiple versions side by side, copy the output before applying a different recipe.

**Why don&apos;t I see the Apply Recipe button?**
The button is only visible to editors on the agenda. Viewers see the recap but cannot apply a recipe.

**Can I share a recipe with my whole workspace?**
Yes. Custom recipes are workspace-scoped by default, so anyone in your workspace can apply them to their recaps. Built-in recipes are available to all workspaces.

**Can I edit a built-in recipe?**
No. Built-in recipes are read-only. If you want a variation, create a new custom recipe with your own prompt.

## Related

- [Note Templates](/docs/note_templates), which restructure how new recaps are generated
- [Meeting Notes](/docs/automatic_notes), the source content recipes operate on


Recipes


The Linked People row shows which contacts are connected to a meeting. When a meeting is linked to someone, anything Groupthink extracts from that meeting gets added to their profile. So the next time you talk to them, you can see what came up the last time.

## Where to find it

The Linked People row appears in three places:

- At the top of the agenda page during and after a meeting
- At the top of the recap page
- Inside Note Settings under the gear icon

On narrow screens the row collapses to a small people icon. Tap it to see the full list.

## How chips appear

Two kinds of links happen automatically:

- **Anyone you invited via calendar** shows up as soon as the meeting is created.
- **Anyone who joined the call** shows up after they connect.

Both kinds appear as outlined chips. You can also add anyone else through the picker, even if they weren't on the call. Those appear as solid chips, so you can tell at a glance which were added on purpose versus picked up automatically.

## Adding someone

Click the picker and start typing a name. If the contact already exists in your Relationships, click their name to link them. If no match comes up, you'll see a "Create new contact" option. Click it to create the contact and link them in one step.

A common use: a meeting was really about Sarah but Sarah wasn't there. Add Sarah to the row and her profile gets updated from the meeting too.

## Removing someone

Click the X on a chip to remove that person. The next time the meeting's notes get processed, that person's profile won't get touched.

This is useful when an attendee was on the call but the meeting wasn't really about them. Removing them is a routing decision, not a guest-list change. Their attendance record stays intact.

If you change your mind, just add them back through the picker.

## Linking is just for your records

The people you link don't see the meeting and they don't see what you've written about them. Linking is a private record that updates each person's profile in your Relationships.

If you want to give someone access to a meeting, use the Share button instead.

## Related

- [Relationships](/docs/relationships) - the personal CRM that the linked profiles live in
- [Automatic Meeting Notes](/docs/automatic_notes) - what gets extracted and added to those profiles


Documentation

Common questions

Meetings

Scheduling

Integrations

Desktop App

iPhone App

Features

Notifications

Account

Account Management

Troubleshooting

Relationships