Meeting context

Connect the recording to the room.

Calendar access adds names, attendees, organizer context, safe Join actions, and a timeline for today's meetings. It remains optional, read-only, and correctable.

Read-only calendar access Local-day timeline Match correction

Turn on meeting identification

  1. Open Settings > Calendar. Turn on Identify meetings from my calendar.
  2. Grant Calendars access. If access was previously denied, use System Settings > Privacy & Security > Calendars.
  3. Choose calendars to search. Disable holidays, subscribed feeds, personal accounts, or any source that should not identify recordings.
  4. Choose matching behavior. Keep Apply the best match automatically on, or turn it off to approve every match.

Meeting Maid uses accounts already available to macOS through System Settings. Exchange or Outlook, Google, iCloud, and other CalDAV accounts work when macOS Calendar can see them. An account configured only inside Microsoft Outlook is not available; add it in System Settings > Internet Accounts.

Read the menu bar timeline

The fixed-height timeline shows up to five not-yet-ended events that started on the current local calendar day. The Meetings section is chronological. Notes follows with today's recordings in reverse chronology, then optional prior days newest first.

  • A meeting that started yesterday is excluded, even if it is still running.
  • Tomorrow's events stay hidden until the local day changes.
  • A past event disappears unless it has a saved Meeting Maid note.
  • Rows are labeled Event, Note, or Event + note.
  • Live event rows show Accepted, Busy, Tentative, Free, or No reply.
  • Meetings and dated Notes headings stay pinned until the next section reaches them.
  • Selecting a note opens that recording on its Notes tab in the main window.

Filter the timeline

Settings > Calendar includes independent menu bar filters:

Option Default Effect
Hide all-day or long events On Removes background blocks that are unlikely to be calls
Show accepted invitations only Off Hides events you have not accepted
Show meetings with virtual links only Off Hides events without a validated Join target
Show menu bar timing On Counts down before a meeting and up after it starts
Show recent recordings prior to today On, seven days Shows 1 to 30 prior Notes days, or none when disabled

Saved notes remain visible regardless of live-event filters. Menu bar timing prioritizes today's next meeting and switches priority when another meeting is 15 minutes away or less.

Join a meeting safely

A platform-labeled Join button appears only for validated Zoom, Microsoft Teams, Google Meet, Webex, or Amazon Chime URLs. Opening the conferencing app does not bring Meeting Maid's main window in front.

The matched-calendar row can also show Join for the current recording, or a matched non-complete recording that started less than four hours ago. Completed and older recordings do not retain a stale Join action.

Understand automatic matching

At recording time, Meeting Maid considers event timing, meeting span, and conferencing context. When events overlap, it can compare a Zoom or Teams meeting identifier in the invitation with the app currently using the microphone.

Applying a match copies the meeting title, organizer, source calendar, attendee list, and join link into the recording. This is a durable snapshot: later invitation edits do not rewrite it.

Imports and edited titles stay under your control

When an imported file has a filename-derived title, or you saved a title through Edit Details, applying a calendar match preserves that title and offers the invitation title as an explicit replacement.

Confirm, change, remove, or add a match

  • Correct confirms the automatic choice and removes the candidate prompt.
  • Change lets you choose another candidate event.
  • None of These... appears in the candidate picker and opens the same confirmation used by Remove match, so you can clear calendar context when every suggestion is wrong.
  • Remove match returns a replaceable title to a date-based name after confirmation, but preserves a title you edited. It removes stored organizer, attendees, join link, and invitation-derived speaker names.
  • Find a match... searches around an unmatched recording's start time and lets you use a candidate later.
  • Use This Meeting applies the selected manual candidate.
  • Use invitation title explicitly replaces a protected imported or edited title with the matched event name.

Titles and speaker names you entered survive a match removal. Speaker names derived from the old invitation are removed and can be attempted again when another match is applied.

Use invitation names carefully

Name speakers from the invitation is on by default when meeting identification is enabled. During note processing, Meeting Maid uses transcript evidence such as introductions and direct address to map attendee names to generic speaker labels. It does not assign every invitee to a voice automatically.

  • Unplaced voices keep generic labels such as Speaker 0.
  • A name you entered manually is never replaced.
  • A name you deliberately cleared stays anonymous for that match.
  • If a match changes after notes were written, use Update notes to create a fresh version with current context.

Fix missing calendars

Symptom Check
Calendar access denied System Settings > Privacy & Security > Calendars > Meeting Maid
No work calendar appears Add the account in System Settings > Internet Accounts, not only Outlook
No match candidates Confirm the recording time and that the source calendar is enabled
No Join button Confirm the event contains a supported, valid conferencing URL