# How does the notetaker know which client a meeting belongs to?

> For freelancers and consultants who want each client's meeting notes filed in the right place without sorting them by hand: how TrackHeros decides which client a Google Meet or Microsoft Teams meeting belongs to, what happens to meetings from your own Google or Microsoft calendar, filing a recurring series, sending the bot by hand, and what cannot be moved later.

Canonical: https://trackheros.com/answers/how-the-notetaker-knows-which-client/  
Author: Sami Kanafani  
Updated: 2026-10-22

**In short:** From the calendar it arrived on. In TrackHeros each connected Google or Microsoft account belongs to exactly one client, so every Google Meet or Microsoft Teams meeting on its calendar is filed under that client before the bot joins. Meetings from your own calendar wait in a private No client space until you file them, and a link sent with Send to meeting goes to the client you pick.

| Fact | Detail |
| --- | --- |
| Clients per connected account | Exactly one, enforced by the database |
| Meetings from your own calendar | Wait under No client, private to you, with no bot, until filed |
| Send to meeting | Client optional; without one the meeting is filed under No client |
| Moving a meeting once it has started | Not possible |

TrackHeros knows which client a meeting belongs to from the calendar it arrived on. Every Google or Microsoft account you connect is attached to one client, so a meeting on that account's calendar is that client's meeting, filed before the bot joins and before a word is transcribed. This answer is for freelancers and consultants who run several clients on Google Meet and Microsoft Teams and want each client's notes to land in that client's workspace without sorting them afterwards. How accounts are connected is on [every calendar in one notetaker](/features/multi-account/).

## How does a meeting get its client?

By one of three routes, and the route decides.

| Where the meeting came from           | Where it is filed                                    |
| ------------------------------------- | ---------------------------------------------------- |
| A calendar connected under a client   | That client, automatically                           |
| Your own calendar                     | A private "No client" space, until you file it       |
| A link you paste into Send to meeting | The client you pick, or "No client" if you pick none |

Each connected account belongs to exactly one client, and the database enforces it, so a meeting from one account can never be filed under two clients. If one account receives several clients' invitations, see [can two clients share one Google account?](/answers/two-clients-one-google-account/)

## What happens to meetings from my own calendar?

They arrive unfiled, in a private space only you can see, and no bot joins them by default. Your own calendar mixes client calls with everything else, so TrackHeros does not assume a client for it.

Open the meeting and it asks "Which client is this for?" Choose the client and select **File it**. From then on it is that client's meeting, and, in the app's words, "the notetaker will follow your usual setting." File it before the call: once a meeting has started, it cannot be moved. The reasoning, and a week of examples, are in [your own calendar next to your clients' calendars](/blog/personal-calendar-and-client-calendars/).

## Can I file a whole recurring series at once?

Yes. When you file one occurrence of a recurring meeting, tick "Apply to the whole series: file the upcoming occurrences too, and every new one automatically". The weekly call with Client A is then one decision rather than one a week.

## What about a meeting I send the bot to myself?

Use **Send to meeting** in the header. Paste the Google Meet or Teams link, or the whole invitation, choose a client under "Client (optional)", and select **Send bot**. If you leave the client empty, the bot is still sent, and the meeting is filed under "No client", visible only to you.

## Can I move a meeting to another client afterwards?

No. A meeting from a client's calendar always belongs to that client, and a meeting from your own calendar can be filed only before it starts. After that, its recording, transcript and notes are stored under the client it was filed in, and they stay there; moving them would carry one client's material across a wall built to stop exactly that. A connected calendar cannot be moved between clients either; you disconnect it and connect it again, as described in [can I move a connected calendar to a different client?](/answers/move-a-calendar-to-another-client/)

## What if the same call is on two clients' calendars?

Each client gets its own record of it, and only one TrackHeros notetaker goes in. The other record reads "Already covered", and the recording and notes sit with the record whose bot joined. Decide which client should hold the notes and switch auto-join off for the meeting in the other one. How shared meetings are matched within one client is in [the same meeting on two calendars](/blog/same-meeting-on-two-calendars/).

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