AV Team Access & Live Transcription Setup

AV (audio-visual) team access lets you delegate recording responsibilities to your AV operators. Generate unique access codes so they can upload session recordings without needing full CMS access.

AV Team Portal

The AV Team Portal is a simplified interface for AV operators:

• URL: https://your-event.eventhex.ai/av-team
• Operators enter their access code to log in
• They see only the sessions or stages assigned to them
• They can upload recordings and monitor processing status

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Create AV Access Codes

1. Go to InstaRecap → AV Team Access.
2. Click + Add Code.
3. Fill in:
   • Title — descriptive name (e.g., “Hall A Operator”, “Main Stage AV”)
   • Type — Session or Stage
   • Assign Sessions — select specific sessions this code can access (if type = Session)
   • Assign Stages — select specific stages/halls (if type = Stage)
4. An access code is auto-generated.
5. Click Save.

Session vs Stage Assignment

Type	What It Means
Session	The AV operator can upload recordings for specific selected sessions
Stage	The AV operator can upload recordings for all sessions on the assigned stage/hall

Tip

Use Stage assignment when one AV operator handles all recordings for a hall. Use Session assignment for freelance videographers who record only specific sessions.

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Share Access Codes

After creating an access code:

• Copy Code — copy the raw code to send via email or message
• Copy URL — copy the full login URL with the code pre-filled: https://your-event.eventhex.ai/av-team?code=ABC123
• Share — use the Web Share API to share via any app
• QR Code — generate a QR code for the AV team URL

The code is masked by default (shown as dots) for security. Click the eye icon to reveal it.

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What AV Operators Can Do

Once logged in with their code, AV operators can:

1. See their assigned sessions (or all sessions on their stage).
2. Upload audio recordings for each session.
3. Monitor the processing pipeline (queued → transcribing → processed).
4. Re-upload if a recording has issues.

AV operators cannot:

• Access other sessions outside their assignment
• Edit transcripts or summaries
• Access the organizer’s CMS
• View attendee data

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Live Transcription Setup

For real-time transcription during sessions:

Prerequisites

• Stable internet connection at the venue
• Audio input from the session’s microphone system (line-in or USB interface)
• A laptop or tablet running a modern browser (Chrome recommended)

Start Live Transcription

1. Go to InstaRecap → Sessions & Transcripts.
2. Click Live Transcription on the target session.
3. Select the transcription language (the language the speaker will use).
4. Run the Sound Check — verify that audio is being captured clearly.
5. Click Start to begin transcription.
6. The transcript appears word-by-word in real-time.
7. Click Stop when the session ends.

Live Transcription Features

Feature	Description
Sound check	Pre-transcription audio verification
Language selection	100+ languages supported
Speaking indicator	Visual indicator showing when speech is being detected
Real-time display	Transcript appears as the speaker talks
Auto-save	Transcript is saved continuously

Caution

Live transcription relies on WebSocket connections. If your venue Wi-Fi is unreliable, use a wired ethernet connection or a mobile hotspot as backup. A dropped connection causes gaps in the transcript.

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Managing Multiple AV Operators

For large events with multiple stages:

Stage	AV Operator	Code Type
Main Hall	AV Team Lead	Stage: Main Hall
Workshop Room A	Workshop AV	Stage: Workshop A
Workshop Room B	Workshop AV	Stage: Workshop B
VIP Lounge	Freelance Videographer	Session: specific sessions only

Each operator gets their own code and sees only their assigned content.

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Best Practices

• Create codes before the event — generate and share AV team codes at least 3 days before the event so operators can test the portal.
• Use stage assignment for simplicity — if one operator handles all sessions in a hall, assign by stage rather than listing every session.
• Test the sound check — have each AV operator run the sound check before the first session to catch audio issues early.
• Assign backup operators — create an extra access code for each stage in case of personnel changes.
• Keep codes secure — treat AV access codes like passwords. Don’t post them publicly. Share them directly with the assigned operators.