Frequently asked questions

Short answers to the questions that come up most. Each one links to the page that covers the topic in full.

A meeting is stuck in Processing or Summarizing

Processing means the audio is being transcribed. Summarizing means the transcript arrived and VoiceCap is writing the summary, action items, and key topics. There's no fixed time to expect: it depends on the recording's length and how busy the transcription and summarization services are at that moment, and there's nothing to click to speed it up.

VoiceCap checks for stuck meetings on its own. If a meeting has been on Processing for more than about 5 minutes without a result coming back (this happens on long recordings, where the transcription payload is too large to deliver normally), VoiceCap fetches the result directly instead of waiting. If the summary step itself stalls partway through, VoiceCap retries it after about 15 minutes. Either way, a meeting that's still stuck shortly after these windows have passed is worth checking rather than waiting further.

One exception: a meeting built from more than one audio file doesn't get the automatic Processing recovery. If it's stuck, use Retry or contact support instead of waiting.

See When something fails for Retry and when to contact support.

The meeting bot didn't join the call

The bot dials in about a minute before the scheduled start (only when scheduled 10+ minutes ahead; closer than that, it joins right at the requested time). A call it never joins, or joins but never records, ends with the meeting marked Failed, usually because of one of these, all on the meeting platform's side:

• It was left in the waiting room until it gave up, or the host removed it.
• The host never granted the recording permission the platform asks for.
• The host locked the meeting before the bot arrived.
• The link was already invalid, or the meeting had already ended.

VoiceCap doesn't show which of these caused a specific failure, only Failed. Adding the bot again is usually enough.

See Meeting bot for waiting rooms, host admission, and supported meeting links.

The wrong language was detected, or the summary came out wrong

Two different things can go wrong here, and they're fixed differently.

If the summary is in the wrong language, that's self-service: summaries follow your language preference, not the meeting's own language. Change it under Settings > Profile Settings > Summary Language (or your organization's default under Settings > Organization), then regenerate the summary. This doesn't touch the transcript.

If the transcript itself is in the wrong language, that's the language VoiceCap transcribed it in. When you upload a file, you can pick the spoken language instead of leaving it on auto-detect, which avoids this. Meetings joined by the meeting bot always use auto-detect, with no manual language option. Retry re-sends the same audio with the same language setting, so it won't fix a wrong-language transcript. Contact support@voicecap.ai to have the meeting reprocessed with the correct language.

See Summaries for the language preference, and Uploading a recording for picking a language at upload time.

What affects transcription accuracy

Speaker separation and audio-event tagging always run, nothing to turn on. The file's format doesn't affect accuracy: VoiceCap transcribes whatever you upload directly, so MP3, WAV, or any other accepted format is transcribed the same way. The one thing you control that does matter: picking the actual spoken language at upload time instead of leaving it on auto-detect removes the main way a transcript ends up in the wrong language in the first place.

Diarization can still split one person's voice across two speaker labels. When that happens, merging the two labels in the transcript fixes it after the fact.

See Reading a transcript for merging speaker labels.

A colleague can't see a meeting I shared

Meetings are private by default: only the person who recorded or uploaded it can see it until it's shared. Sharing is additive. A meeting becomes visible to someone through any of: being shared with them directly, being shared with a group they're in, the whole organization being turned on for that meeting, or a share link they open. The organization's Owner can also see every meeting in the org by default, including private ones, unless that oversight has been turned off in organization settings.

If a share isn't working, check the usual causes: the recipient has to log in to open a share link, meetings shared by email before someone had an account only appear once they've signed up and verified their email, and a Viewer can read a meeting they were given access to but can't manage or re-share it.

See Roles, Private meetings, and Share links.

I can't log in, or the verification email never arrived

Password sign-in is rate-limited to 5 attempts a minute, and a magic link expires 5 minutes after it's sent and is capped at 3 requests an hour. You don't need to verify your email to sign in and use VoiceCap day to day. Verification only gates specific things like auto-joining an organization by domain. If your account was deactivated by an organization Owner or Admin, sign-in is blocked outright until they reactivate it.

See Email verification for the resend flow, and Changing your password for resets.

My upload failed or was rejected

VoiceCap accepts MP3, M4A, WAV, WebM, and OGG audio up to 500MB, and MP4, MOV, MKV, WebM, and AVI video up to 1GB. Anything outside a supported format or over its size limit is rejected before the upload starts. A Viewer in your organization can't start an upload at all.

A file that gets through the upload can still fail during transcription: unsupported format, too large, too short (under 1 second), corrupted audio, a timeout, or a rate limit all end with the meeting marked Failed and a specific reason shown. If your organization has used up its monthly transcription minutes, the upload is rejected up front with how many minutes you have left and how long the file would need.

See Uploading a recording for the full format and size table, and When something fails for retrying a failed meeting.