AV Team Portal — Live Production Guide

The AV Team Portal is a dedicated web application for audio-visual technicians managing live transcription and audio recording at events. It’s separate from the CMS and designed for on-site AV staff who need quick, focused access to transcription controls.

Accessing the AV Team Portal

AV team members access the portal at:

https://your-event.eventhex.ai/av-team

Visit /av-team/login.
Enter the access code provided by the event organizer.
Access is granted — the AV team home page loads.

Access codes are generated by the organizer in InstaRecap → AV Team Access in the CMS. Codes can be shared via URL or QR code.

Portal Pages

Home (`/av-team`)

The AV team home page provides:

Event overview — event name, dates, and venue
Session list — all sessions assigned to this AV team member
Quick navigation — links to transcription and audio upload

Live Transcription (`/av-team/transcription`)

The main workspace for managing real-time transcription:

Session selector — choose which session to transcribe (can be assigned to a session or a stage)
Transcription controls:
- Start — begin live transcription from the audio feed
- Stop — end transcription
- Monitor — view the real-time transcript as it’s generated
Status indicators — shows whether transcription is active, paused, or stopped
Transcription keys — API keys for connecting external audio sources

The transcription interface has its own specialized components, hooks, services, and utilities — it’s a self-contained application within the portal.

Upload Audio (`/av-team/upload-audio`)

For sessions recorded offline or where live transcription wasn’t used:

Session selector — choose which session the audio belongs to
File upload — upload audio files (MP3, WAV, M4A, etc.)
Processing status — track the upload and transcription pipeline
Uploaded audio goes through the same AI pipeline as live transcription: transcription → summarization → translation

AV Team vs Organizer Workflow

Action	AV Team Portal	Organizer CMS
Start/stop live transcription	✅	✅
Upload session audio	✅	✅
View live transcript	✅	✅
Generate access codes	❌	✅
Edit transcripts	❌	✅
Manage translations	❌	✅
View analytics	❌	✅
Assign sessions to AV team	❌	✅

The AV Team Portal is intentionally limited — it gives technicians only the controls they need without access to event management features.

Session vs Stage Assignment

AV team members can be assigned at two levels:

Session-level — assigned to specific sessions. They only see and can manage transcription for those sessions.
Stage-level — assigned to an entire stage/room. They manage transcription for all sessions on that stage throughout the day.

The organizer configures this in AV Team Access.

Best Practices for AV Teams

Test before the event — log in and verify transcription works with a test audio feed
Arrive early — set up audio connections and verify the portal is accessible from the venue’s network
Monitor audio quality — clear audio produces better transcriptions. Minimize background noise.
Have backup — keep the access code saved. If the browser crashes, the AV technician can log back in quickly.
Use stage assignments for multi-track events — simpler than assigning individual sessions when one AV person manages an entire room

What’s Next

AV Team Access & Live Transcription Setup — organizer’s CMS setup guide
Recording Sessions & Uploading Audio — audio capture details
InstaRecap — Attendee Experience — what attendees see