Connect multiple Google accounts to one meeting notetaker

Most meeting tools assume you have one calendar. If you work with several clients you probably have several: a Google account per client, each with its own invitations, each needing its own sign-in. TrackHeros connects all of them to one notetaker. Every Google account you add is attached to one client workspace, its calendar is watched for new invitations, and the bot joins the Google Meet or Microsoft Teams meetings it finds there under the right client. This page is for professionals who hold a separate Google account for every client they work with.

What does it do?

You connect a Google account and choose which client it belongs to. From then on:

• New invitations on that account's calendar appear in TrackHeros without you doing anything.
• Every meeting on that calendar is filed under that client: transcript, notes, action items and recording.
• The bot joins whatever meeting link it finds on the invitation, Google Meet or Microsoft Teams.
• The unified calendar shows the meetings from every account you have connected, each coloured by client, so you stop switching accounts to find out what your week looks like.

Add a second account and repeat. There is no cap on how many you can connect. Each one carries its own client, its own bot name and greeting, its own language settings and its own walls — see client workspaces that never mix.

How does it work?

Step	What happens
Connect	You sign in with Google and grant calendar access. The account is attached to the client you choose.
First sync	TrackHeros reads the upcoming events on that calendar, finds the meeting links, and lists the meetings under the client.
Push notifications	Google tells TrackHeros when the calendar changes. A new invitation, a reschedule or a cancellation appears on its own, with no polling and no manual refresh.
Renewal	Google's push subscriptions expire after a matter of days. TrackHeros renews them on a schedule, so sync does not quietly stop a week after you set it up.
Join	About two minutes before a meeting starts, the bot joins under the name set for that client.

Reschedules move the meeting and the bot with it. Cancellations cancel the bot. Meeting links are found wherever the invitation put them: in the conference data, in the location field, or in the free text of the description, including forwarded Teams invitations. What the bot does once it is in the call is on the Google Meet notetaker page.

Why does each account belong to exactly one client?

An account belongs to one client and only one. That is a rule in the database, not a checkbox in the interface: the record that ties an account to a client cannot hold two clients, so there is no state in which a meeting from that calendar could be filed under both.

It matters because the whole point of separate workspaces is that a meeting is Client A's or Client B's, never both and never neither. If an account could be shared between clients, every meeting arriving on it would need a second decision — which client is this one for? — and a wrong answer would put Client A's transcript inside Client B's workspace. Binding the account to one client makes that decision once, at connection time, and never asks again. A meeting that lands on that calendar has an owner before the bot joins, before the transcript exists, before anything is stored.

If you use one Google account for two clients, TrackHeros will not split it for you. Give each client its own account, which most people in this position already do, or accept that the shared account's meetings will all sit under one client. The guide to running multiple Google accounts as a freelancer covers the setup.

What does the unified calendar show?

Every meeting from every connected account, in one read-only view, each coloured by its client. Read-only is deliberate: it is a place to see your week across clients, not a place to edit an invitation. Edits still happen in the calendar the invitation lives in. From the calendar you can open a meeting and see whether the bot is set to join, and which setting decided that. Archived clients drop out of the view, along with every other cross-client screen, until you open them directly.

What happens when I reconnect an account?

Access expires, passwords change, permissions get revoked. When an account needs reconnecting, the reconnect action is bound to the account you clicked. Google's sign-in offers an account chooser, and if you are signed in to six Google accounts in one browser it is easy to pick the wrong one. TrackHeros checks that the address Google hands back is the address you asked to reconnect. If it is not, the reconnection is refused rather than quietly attaching a different account — and a different client's calendar — to that workspace.

What happens to meetings that have no client?

Sometimes a meeting arrives with no client to go to: an account connected before its client was set up, or a link you added by hand. Those go to a workspace called Unassigned. It is a real workspace, not a holding area. The same scoping applies, the same bot settings, the same rules about what can be seen from where. Nothing in Unassigned is visible from another client, and nothing from another client is visible from Unassigned. It exists so that "no client" is never a loophole.

How do I disconnect an account?

Disconnect from the account's settings in TrackHeros and the calendar sync stops. You can also revoke TrackHeros from your Google account's permissions page, and sync stops the same way. Disconnecting is not deleting: to remove what was recorded under a client, delete the client workspace, which asks for a typed confirmation and takes the recordings, transcripts and notes with it. The promises that deletion keeps are on the privacy section of the homepage.

What does it not do yet?

Microsoft accounts cannot be connected for calendar sync yet; a Teams meeting is joined from its link when that link arrives on a connected Google calendar or when you add it yourself.