Live Transcription

Kolab's transcription feature converts spoken audio to text in real-time, making sessions more accessible and creating automatic documentation.

Note: Transcription features may require specific subscription tiers. Check your plan for availability.

What Transcription Provides

Real-Time Captions

• Live text of what's being said
• Appears on screen as people speak
• Helps participants who are deaf or hard of hearing
• Useful in noisy environments or with accents
• Supports non-native speakers

Session Transcript

• Complete text record of the session
• Downloadable after session ends
• Searchable for key topics
• Useful for notes and follow-up

Enabling Transcription

As a Facilitator

1. Open Space Settings (gear icon)
2. Navigate to Audio & Video or Accessibility
3. Find Transcription or Live Captions
4. Toggle Enable Transcription
5. Choose settings:
   • Language - Primary language spoken
   • Caption display - Where captions appear
   • Save transcript - Whether to keep after session

For Participants

Participants can usually enable captions for themselves:

1. Look for CC or Captions button in video controls
2. Click to toggle captions on/off
3. Captions appear based on space settings

Caption Display Options

Display Locations

Caption Appearance

Customize for readability:

• Font size - Small, medium, large
• Background - Transparent, semi-opaque, solid
• Text color - White, yellow, high contrast
• Position - Bottom, top, custom

Language Settings

Single Language Sessions

Most sessions use one primary language:

1. Set the Primary Language in transcription settings
2. Transcription optimizes for that language
3. All captions appear in the original language

Multi-Language Support

For diverse groups:

Option 1: Original Language Only

• Captions show what was said
• No translation
• Participants read in speaker's language

Option 2: Auto-Translation (if available)

• Participants choose their caption language
• Captions auto-translate from speaker's language
• Not available in all plans

Transcription Quality

What Affects Accuracy

Improving Transcription

Before session:

• Ensure all participants have decent microphones
• Run System Check to verify audio quality
• Enable noise cancellation
• Add custom vocabulary for specialized terms

During session:

• Encourage one person speaking at a time
• Ask speakers to unmute clearly before speaking
• Moderate pace, especially for important points
• Repeat key terms for accuracy

Using Transcripts

During the Session

Real-time reference:

• Scroll back to see what was said
• Search for specific topics
• Reference exact wording

Participant support:

• Late joiners can catch up
• Anyone can re-read missed content
• Reduces "can you repeat that?"

After the Session

Export options:

• Document (.docx) - Formatted with speaker attribution and timestamps

Using transcripts:

• Extract action items
• Create meeting notes
• Search for decisions made
• Share with absent stakeholders

Accessibility Best Practices

Making Sessions Accessible

1. Always offer captions - Enable even if not requested
2. Announce availability - "Captions are available via the CC button"
3. Check visibility - Ensure captions don't cover important content
4. Allow time - Caption display has slight delay from speech

Beyond Captions

For comprehensive accessibility:

• Describe visual content verbally
• Share materials in advance
• Allow written participation options
• Provide transcript after session

Legal Considerations

Depending on context, captions may be:

• Required - Educational institutions, government
• Expected - Professional events, public sessions
• Appreciated - Internal meetings, workshops

When in doubt, enable captions.

Privacy & Data

What's Captured

• All unmuted audio in the session
• Speaker identification (if enabled)
• Timestamps

What's Not Captured

• Muted audio
• Private chat (usually)
• Content on canvas (transcription is audio only)

Data Handling

Review your organization's settings for:

• Retention - How long transcripts are kept
• Storage - Where transcripts are stored
• Access - Who can view/download transcripts
• Deletion - How to remove transcripts

Participant Notice

Consider informing participants:

"This session is being transcribed for accessibility and documentation. The transcript will be [kept/shared/deleted] after the session. Let me know if you have concerns."

Combining with Recording

Transcription + Recording

When both are enabled:

• Video recording captures visual content
• Transcription provides searchable text
• Subtitles can be embedded or separate
• Comprehensive session documentation

Export Combined

After session:

1. Download video recording
2. Download transcript/subtitles
3. Combine as needed for distribution
4. Subtitles can be burned into video or kept separate

Troubleshooting

"Captions not appearing"

1. Verify transcription is enabled in space settings
2. Check participant has captions turned on (CC button)
3. Confirm speaker is unmuted
4. Refresh the page
5. Check internet connection

"Captions are inaccurate"

1. Verify correct language is selected
2. Check speaker's audio quality
3. Enable noise cancellation
4. Ask speakers to speak more clearly
5. Add custom vocabulary for technical terms

"Can't download transcript"

1. Verify transcript saving is enabled
2. Check you have permission (usually facilitator+)
3. Wait until session ends (some systems)
4. Try different export format

"Wrong speaker attributed"

• This is a known limitation in some systems
• Having only one person speak at a time helps
• Manual editing may be needed for accuracy

Best Practices Summary

For Facilitators

1. Enable transcription by default
2. Announce caption availability at session start
3. Monitor caption quality early in session
4. Export and share transcripts promptly

For Participants

1. Enable captions if helpful
2. Speak clearly when contributing
3. Unmute before speaking (pause for system to catch up)
4. One person at a time for best accuracy

For Organizations

1. Establish transcription policies
2. Train facilitators on accessibility
3. Set data retention guidelines
4. Ensure compliance with regulations

Related Guides

• Setting Up Audio & Video - Audio quality basics
• Visual Effects & Audio Quality - Noise cancellation
• System Check - Verify your setup