Google Calendar and Outlook Calendar

Connecting your calendar does two things in Hedy. It reminds you to start a session right as each meeting begins, and it lets Hedy use the meeting’s details to write sharper notes and suggestions. Hedy works with Google Calendar and Outlook Calendar (Microsoft 365 or Outlook.com). The connection is read-only, so Hedy reads your events but never changes your calendar. You turn on each part yourself, and connecting works on iPhone, Android, Mac, and Windows.

Connecting Your Calendar

1. Open Settings and go to the Automation & Data tab

2. In the Calendar section, tap Connect Google Calendar or Connect Outlook Calendar and sign in

For Outlook Calendar, Microsoft’s sign-in page opens first. After you sign in, a Hedy page asks you to confirm which Hedy account the calendar should connect to. Tap Connect if the account shown is yours, or Not my account to cancel.

Once connected, Hedy shows Calendar connected with the calendar and the account email, and the two features below become available. You can use either one on its own.

You can also connect from the session list. After your first session, a Get Hedy ready for your next meeting card at the top of the list has Google Calendar and Outlook buttons. If your calendar is already connected from another device, the card offers Turn on meeting reminders for the device you’re on instead (not on the web). Close the card with its X if you don’t need it. It stays hidden on that device, and you can still connect any time in Settings → Automation & Data.

One Calendar at a Time

Hedy connects one calendar at a time: either one Google account or one Microsoft account, and it reads that account’s main calendar. To switch between Google Calendar and Outlook Calendar, disconnect the current calendar first, then connect the other one.

Work or School Microsoft Accounts

Some organizations only allow apps their IT admin has approved. If yours does, Hedy shows “Your organization needs to approve Hedy” instead of connecting. Tap Copy link for IT admin and send the link to your IT team. After they approve Hedy, tap Try Again. Microsoft 365 admin approval for Hedy explains what your admin needs to do.

Meeting Reminders

Turn on Auto-detect scheduled meetings and Hedy reads your upcoming events and schedules a reminder for each one. About a minute before a meeting starts, you get a notification asking “Want Hedy in this meeting?” Tapping it opens a one-tap prompt, where Start session begins capturing immediately or Not now dismisses it.

You don’t need to keep the app open. Reminders are delivered by Hedy’s servers, so they arrive even after the app is closed or your phone has restarted.

Reminders on Mac and Windows

The reminder that arrives even when the app is fully closed is an iPhone and Android feature. On Mac and Windows, Hedy shows the same “Want Hedy in this meeting?” prompt as an in-app or overlay notification while the app is running, so keep Hedy open or running in the background to get it.

Reminders Are Per-Device

The Auto-detect scheduled meetings toggle is set separately on each device. Turn it off on a device where you don’t want push reminders, for example your tablet, and you’ll still get them on your phone. Your calendar connection itself stays in place.

Allowing Notifications

The first time you turn reminders on, your phone asks permission to send notifications. If you allow it, reminders appear on your lock screen. If you decline, the toggle stays on and you’ll still see the in-app prompt when a meeting begins, but you won’t get the lock-screen alert until you enable notifications for Hedy in your system settings. See App Permissions on Android and iOS for how to turn them back on.

Using Meeting Details in Your Notes

Turn on Share meeting details with Hedy and Hedy uses the current meeting as context for the session. Its summary, detailed notes, and real-time suggestions are then grounded in what the meeting is about, instead of inferring it from the first few minutes of conversation. As the toggle’s description puts it, Hedy can reference meeting details in suggestions.

Here is what Hedy reads from the event, and how it uses each field:

With Outlook Calendar, Hedy does not read or store the event description. It uses the title, time, location, attendees, and the Teams join link.

Attendee names are used as spelling hints only, never as proof of who attended or who spoke. What Hedy hears in the conversation always outranks the calendar.

The Calendar Context Chip

When a meeting overlaps the moment you start a session, a Calendar context chip appears on the start screen showing the event’s title and time. The chip has a switch to include or exclude that event for this one session. The global Share meeting details with Hedy setting decides the default; the chip overrides it for a single session.

Privacy and Data Residency

The connection is read-only: Hedy can read your events but never creates, edits, moves, or deletes anything on your calendar, and it never sends invites. For Outlook Calendar, Hedy asks Microsoft only for permission to read your calendars, see your basic profile, and stay connected.

Meeting details are saved with the session you start from the event, so they stay with that session (on your device, and in the cloud if Cloud Sync is on) until you delete the session. If an attendee has no name in the invite, Hedy uses their email address instead. Hedy takes the calendar snapshot when the session starts, so editing the event afterward does not change a session you already captured.

If your account stores data in the EU region, your calendar data is processed in the EU, like the rest of your Hedy data. Reminders also keep the meeting name out of the notification and read “Meeting starting” instead, and the AI processing of meeting details runs through European infrastructure. Reminder text is shown in your preferred Hedy language.

Turning Features Off or Disconnecting

To skip meeting details for a single session, switch off the Calendar context chip before you begin. To turn a feature off everywhere, open Settings → Automation & Data and switch off Auto-detect scheduled meetings or Share meeting details with Hedy.

You can disconnect your calendar in the same section at any time. Disconnecting turns off both features, removes the access Hedy stored, stops calendar updates, and deletes the calendar data Hedy keeps for reminders. Meeting details already saved with a session stay with that session until you delete it.

With Outlook Calendar, your Microsoft account keeps the permission you gave Hedy until you remove it there. For a personal Microsoft account (Outlook.com), open account.live.com/consent/Manage and remove Hedy. For a work or school account, ask your IT admin to remove it.

Not Getting Reminders?

• Confirm Auto-detect scheduled meetings is on for the device you’re holding, since it’s set per-device.

• Confirm your calendar is still connected under Settings → Automation & Data.

• Check that notifications are allowed for Hedy in your phone’s system settings.

• A reminder won’t fire long after a meeting has already started, so a reminder you missed by more than a few minutes won’t appear late.

Can’t Connect Your Calendar?

If connecting ends with an error such as “Calendar sync disconnected” or “Outlook Calendar couldn’t connect”, the sign-in didn’t finish. A few things help:

• On a Mac or Windows PC, restart the computer, then open Hedy and try connecting again. The sign-in is saved to your system’s secure store, and a restart clears a stuck state that can block it.

• Your calendar connection is tied to your account, not one device. If one device won’t connect, connect from another, for example your iPhone, and your other devices pick it up on their own and show it as connected.

• When Google or Microsoft asks for permission, allow calendar access. If you leave it unchecked, the connection can’t complete.

• With a work or school Microsoft account, your organization may need to approve Hedy first. See Microsoft 365 admin approval for Hedy.

Once you’ve started a session, managing it works like any other. See Starting, Pausing, and Ending Sessions and Session Recaps and Detailed Notes.