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 there's nothing to click to speed it up.

If a meeting stays on Processing or Summarizing well past what you'd expect for its length, contact support. Support can check it and, if it can't finish, mark it Failed so the Retry button becomes available.

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

The meeting bot didn't join the call

A call the bot 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 > General), 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 always runs, with nothing to turn on. The file's format doesn't affect accuracy: 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.

Speaker separation 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. So can an Admin the Owner gave oversight to (Business).

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 open a meeting someone sent me

If a meeting link shows "This meeting is unavailable", the meeting either hasn't been shared with the account you're signed in with, or it no longer exists. Opened from your own meetings, the page shows which account that is. If the meeting was shared with a different email address, sign out and sign in with that address.

If you're on the right account, click Request access and add a short note if you like. The meeting's author (or the organization Owner) can approve it, and VoiceCap emails you a link when they do.

See Requesting access.

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

An email sign-in link expires 15 minutes after it's sent and works once. Clicking it opens a page with a Sign in button, and the link is only used up when you click that button. If your account was deactivated by an organization Owner or Admin, sign-in is blocked until they reactivate it.

Signing in without a confirmed email address works, but it takes you to Confirm your email rather than into VoiceCap, on the web and in the app alike, and it does that for every account, however old. Resend the link from that page; the link expires 1 hour after it's sent. Signing in with an email link confirms the address for you. Accepting an invitation needs a confirmed address too, so an invite link opened beforehand sends you to the same page; open the confirmation link, then come back to that page and click I've confirmed it to continue on to the invitation. One thing doesn't wait: meetings other people shared with you open without confirming. On the web, go to voicecap.ai/shared. In the app, tap View meetings shared with me on the Confirm your email screen, or open the share link itself.

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, or a temporary processing error all end with the meeting marked Failed and a specific reason shown. If your organization has no transcription minutes left, Free's one-time 300 or Pro's monthly pool, the upload is rejected up front with how many minutes you have left and how long the file would need. Business has no minute limit, so nothing is rejected on those grounds. See Plans.

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