# Do you need a separate notetaker account for each client?

> For freelancers, consultants and fractional CTOs who take several clients' calls on Google Meet and Microsoft Teams: the honest trade-off between a notetaker sign-up per client and one account that merges everything, what walls inside a single account have to mean technically, and how to test them. Ends with how TrackHeros gives each client a sealed workspace under one sign-up.

Canonical: https://trackheros.com/blog/one-notetaker-account-for-all-clients/  
Author: Sami Kanafani  
Updated: 2026-10-05

**In short:** No, as long as the notetaker has walls inside one sign-up. Separate accounts per client keep data apart but scatter your week, settings and history; one merged account mixes clients. TrackHeros uses one sign-up with a sealed workspace per client: each Google or Microsoft account is bound to one client, every query is scoped to one client, and the assistant answers from one client's meetings only.

| Fact | Detail |
| --- | --- |
| Sign-ups needed | One, for every client and every account |
| Clients per connected account | Exactly one, enforced in the database |
| What the assistant reads | The meetings of the client you are asking about |
| Cross-client views | Read-only, every row labelled with its client |
| Deleting one client | Removes that client's data; other clients untouched |

You do not need a separate notetaker account for each client, but you do need separation that works like one. Signing up once per client keeps the data apart at the cost of your week, your settings and your history; one account that merges everything keeps your week together at the cost of the separation. This guide is for freelancers, consultants and fractional CTOs who take several clients' calls on Google Meet and Microsoft Teams, and it argues for the third option: one sign-up with walls inside it. The account side of that is on [one notetaker for every account you hold](/features/multi-account/).

## Why do people sign up separately for each client?

Because many notetakers make it the only safe choice. A tool built for one company assumes one workspace and, often, one calendar per login. If the calendar it reads is the one you signed up with, and each client issued you an account, the path of least resistance is a sign-up per client account.

It is also a sound instinct. Most people who do it are not confused; they are protecting their clients. A separate login is a wall nobody can forget to check.

## What does a separate account per client cost you?

Your week, your settings and, eventually, your history. The walls are real, but they are built from logins, and logins are expensive to live behind.

- **The week is scattered.** There is no view of Tuesday across clients, so the clash between Client A's review and Client B's standup is found at 09:58.
- **Settings are repeated.** The bot's name, the minutes template, the vocabulary the transcript keeps getting wrong: set six times, and drifting apart.
- **History sits on borrowed addresses.** If you signed up with the client's address, the notes live behind an account they can switch off. When the contract ends you may lose the sign-in before you have decided what to keep or delete.
- **Every login is another set of credentials**, another set of notifications and, where the tool is paid, another bill.

None of this leaks anything. It is simply the shape of a workaround, and it gets worse with every client you add.

## What goes wrong with one account that merges every client?

Everything that makes it convenient. One account means one index, one assistant memory and one place where every meeting lands, and a filter or a tag is the only thing between two clients.

A search for "deadline" returns both clients. An assistant asked about Client A's launch helpfully mentions the date agreed with Client B, because the two projects look alike and it has read both. The bot joins every call under the same name. Meetings are filed by hand, or not at all. And when Client B's contract ends, deleting their notes means picking through a shared pile and hoping you found everything. [Keeping client meeting notes separate](/blog/keep-client-meeting-notes-separate/) covers the everyday version of these failures.

## What should one account with walls inside it look like?

One sign-up, one view of your week, and a sealed workspace per client that the software checks before it reads anything. You log in once. Each client's meetings, transcripts, notes, action items and recordings belong to that client and are reachable only from inside it. Where you need to see every client at once, you get a list with each row labelled, not a blended answer.

The difference from a merged account is not the screens. It is what happens underneath when somebody, including the software, forgets.

## What do "walls" have to mean technically?

Four things, each checked by the software rather than by your discipline. A tag that hides rows from a list is not a wall; neither is a folder that the search box reads straight through.

| Wall                                | In plain words                                                                                                                    | Ask the vendor                                                        |
| ----------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------- |
| Every read names one client         | Before anything is fetched, the query is limited to one client. A query with no client is refused, not answered with everything   | What happens when a developer forgets the client filter?              |
| Accounts are bound to clients       | Each connected Google or Microsoft account belongs to one client, so a meeting is filed by where it arrived, before the bot joins | Can one calendar account be attached to two clients?                  |
| The assistant reads one client      | When you ask inside a client, retrieval fetches only that client's meetings. Cross-client views are labelled and read-only        | What does the assistant read when it answers?                         |
| Deletion is per client and complete | Deleting one client removes its recordings, transcripts and notes everywhere they are stored, and nothing else                    | Does deleting a client reach every copy, including the bot service's? |

The first row carries the others. If every read must name a client, a forgotten filter is an error in testing rather than a leak in front of a client.

## How can you test a notetaker's walls yourself?

Ask it a question it should not be able to answer. Open Client A and ask about something only Client B's meetings contain: a name, a figure, a deadline. If it answers, the walls are decoration.

Three more checks take ten minutes:

1. Try to connect the same calendar account to two clients. A tool with walls refuses.
2. Search for a word both clients use, from inside one client. Only that client's meetings should come back.
3. Create a test client, record a short call, delete the client, and search for a phrase from that call. It should be gone.

## How does TrackHeros do it?

TrackHeros is an AI meeting notetaker that connects every Google and Microsoft calendar you hold, detects the language of each meeting on its own, and keeps every client's notes in a sealed workspace of its own. One sign-up covers every client and every account.

- **Every read names one client.** Every query on client data is scoped to one client before it runs; an unscoped query is an error, not a leak. Postgres row-level security checks the same rule again underneath. The details are in [client workspaces that never mix](/features/client-isolation/).
- **Accounts are bound to clients.** Each Google or Microsoft account you connect belongs to exactly one client, enforced in the database. Its meetings are filed under that client before the bot joins, under the bot name set for that client.
- **The assistant reads one client.** Inside a client it answers from that client's meetings, with citations back to who said it and when: see [ask your meetings](/features/ask-your-meetings/).
- **Cross-client views are labelled and read-only.** The [unified calendar](/features/unified-calendar/), dashboard, action items, search and a global chat mode show every client at once, each row or fact labelled with its client, nothing blended and nothing editable.
- **Deletion is per client.** Deleting a client workspace takes a typed confirmation and removes its rows, recordings and transcripts, including the copy held by the meeting-bot service. The promises behind it are on the [privacy section of the homepage](/#privacy).

Walls have consequences, and they are deliberate. The same call on two clients' calendars becomes two records with two bots, because meetings are never linked across clients; switch auto-join off for it in one. A calendar cannot be moved from one client to another; you disconnect it and connect it under the other, and meetings already filed stay where they were. And one calendar account cannot serve two clients. If one calendar holds several clients' meetings, it connects as your personal calendar, where meetings wait unfiled until you file each one, or each recurring series, under a client, as the guide on [one notetaker for several Google accounts](/blog/one-notetaker-several-google-accounts/) explains.

## Frequently asked

**Is a separate notetaker account per client safer?**

It keeps the data apart, because the walls are logins. It also costs you one view of your week, shared settings and an easy exit when a client switches off the address you signed up with. One sign-up with a workspace per client gives the same separation, provided every read is scoped to one client.

**Can one AI notetaker keep several clients' notes separate?**

Yes, if the separation is enforced where data is read rather than where it is displayed. Check that each calendar account is bound to one client, that the assistant reads one client at a time, and that one client can be deleted completely without touching the others.

**What happens if the same call is on two clients' calendars in TrackHeros?**

Each client gets its own record and its own bot, because meetings are never linked across clients, by design. Switch auto-join off for that meeting in one of the two clients. A meeting on two calendars of the same client is recognised as one meeting and gets one bot.

**Can I see every client's meetings in one place without mixing them?**

Yes. The calendar, dashboard, action items and search in TrackHeros show every client at once, read-only, with each row labelled by its client. The global chat mode labels every fact with its client and never blends two clients into one answer.

**What happens to my other clients if I delete one?**

Nothing. Deleting a client workspace removes that client's meetings, recordings, transcripts and notes, including the copy held by the meeting-bot service. Other clients were never inside that workspace, so they are not touched.

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TrackHeros is in early access: https://trackheros.com/#early-access