Recording Sessions & Uploading Audio

InstaRecap needs session audio to generate transcripts and summaries. You can upload pre-recorded files, record directly in the browser, or have your AV team upload recordings per session.

Access Sessions & Transcripts

Go to InstaRecap → Sessions & Transcripts.

This page shows all your event sessions with their transcription status. You can filter by session type, speaker, or show only transcribed sessions.

---

Upload Audio for a Session

1. Go to InstaRecap → Sessions & Transcripts.
2. Find the session you want to transcribe.
3. Click Upload Audio on the session row.
4. Choose your upload method:
   • Upload File — select an audio file from your computer
   • Record — record audio directly in the browser
5. The file uploads and enters the processing pipeline.

Supported Audio Formats

Standard audio formats are supported including MP3, WAV, M4A, and AAC. The system handles format conversion automatically.

---

Processing Pipeline

After upload, audio goes through these stages:

Stage	Status	What’s Happening
1	Queued	File uploaded, waiting in processing queue
2	Converting	Audio format being standardized
3	Converted	Audio ready for transcription
4	Transcribing	AI converting speech to text
5	Summarizing	AI generating takeaways, summaries, social posts
6	Processed	Complete — transcript and summaries ready

A progress bar shows the current stage. Processing time depends on audio length — a 1-hour session typically takes 5–10 minutes to fully process.

Note

If processing gets stuck at any stage, you can re-upload the audio. The system will restart the pipeline from the beginning.

---

Map Recordings to Sessions

Each recording must be linked to a session:

1. When uploading, select the target session from the dropdown.
2. If a recording was uploaded without a session mapping, click Remap to assign it.
3. One session can have multiple recordings (e.g., if the session was split across two audio files).

---

Live Transcription

For real-time transcription during a session:

1. Go to InstaRecap → Sessions & Transcripts.
2. Click Live Transcription on the session row.
3. Select the transcription language.
4. Run a sound check to verify audio input.
5. Click Start to begin real-time transcription.
6. The transcript appears in real-time as the speaker talks.
7. Click Stop when the session ends.

Live transcription uses WebSocket connections for real-time audio streaming and supports multiple transcription services.

Caution

Live transcription requires a stable internet connection. If the connection drops, the transcription may have gaps. For critical sessions, record the audio as a backup and upload it later for complete transcription.

---

Session Grouping & Filtering

The sessions list supports:

• Search — find sessions by title
• Filter by session type — keynotes, workshops, panels, etc.
• Filter by speaker — find sessions by a specific speaker
• Show transcribed only — toggle to see only sessions with completed transcripts
• Group by day — organize sessions by event day for easier navigation

---

Best Practices

• Record everything — even sessions you don’t think will be popular. Attendees often want recaps of sessions they missed.
• Use lapel microphones — clip-on mics produce much cleaner audio than room microphones. Cleaner audio = more accurate transcripts.
• Upload during the event — don’t wait until after the event. Upload recordings as soon as sessions end so transcripts are available the same day.
• Have a backup — use both live transcription and a recording. If live transcription has issues, you can re-process from the recording.
• Check audio quality — play back a few seconds of each recording before uploading. If you can’t understand the speaker, the AI won’t either.