When something fails
What the Failed status means, when Retry can fix it, and when to contact support instead.
A meeting can end up Failed whether it came from an upload or from the meeting bot. The card shows a red Failed badge, and an error icon next to it shows more detail when VoiceCap has a specific reason to give.
Retrying
A failed meeting's card shows a Retry button labeled with how many attempts you have left, for example Retry (2/3). Clicking it:
- Re-uses the same audio or video file you already uploaded, or that the bot already recorded.
- Sends it for transcription again.
- Moves the meeting back through Pending and Processing.
You get up to 3 retries per meeting. After the third attempt, the button is replaced with "Max retries reached (3/3)," and retrying is no longer possible from the meeting itself.
Retry needs a stored audio file to resend. If the meeting bot failed before it captured any audio (for example, it never got past the waiting room), there's nothing for Retry to resend, and clicking it returns "Audio file not found. Please upload a new meeting." In that case, add the bot again, or upload the recording manually if you have it from another source.
When to contact support instead
Contact support@voicecap.ai rather than retrying when:
- You've used all 3 retries and the meeting is still failing.
- The error icon's message tells you to contact support directly. This happens for errors that retrying can't fix.
- The same meeting link fails every time the bot tries to join it.
Support can reprocess a meeting from scratch. Unlike Retry, reprocessing deletes any existing transcript and summary first, then starts transcription over, and it doesn't count against your retry limit. Speaker names and the people assigned to speakers are cleared too, because the new transcript can number its speakers differently. Assign people again in the Speakers card once it's ready.
Support can also mark a stuck meeting as failed on your behalf, which is what frees up the Retry button when a meeting has been sitting in Processing. When that happens the error icon reads "This meeting was marked as failed by support. You can retry it, or contact support." So if you see that message on a meeting you didn't expect to fail, it means someone has already looked at it and cleared the way for a retry.