Transkribe AI – Complete User Guide

Welcome to Transcribe AI! This guide will help you get the most out of our AI-powered transcription service.

🌍 Language Support

Transkribe AI supports 17+ languages with high accuracy:

Supported Languages:

  • 🇺🇸 English
  • 🇪🇸 Spanish
  • 🇫🇷 French
  • 🇩🇪 German
  • 🇮🇹 Italian
  • 🇵🇹 Portuguese
  • 🇳🇱 Dutch
  • 🇵🇱 Polish
  • 🇷🇺 Russian
  • 🇨🇳 Chinese
  • 🇯🇵 Japanese
  • 🇰🇷 Korean
  • 🇹🇷 Turkish
  • 🇻🇳 Vietnamese
  • 🇮🇳 Hindi
  • 🇦🇪 Arabic
  • 🇸🇪 Swedish
  • 🌎 And many others!

Tip: Select the correct language before uploading for best results!

👥 User Tiers & Limits

Choose the plan that fits your needs:

🎫 Registered (Free)

  • ✅ 90 minutes per month
  • ✅ All languages supported
  • ✅ Speaker detection
  • ✅ High-quality AI transcription
  • ❌ Cannot save transcripts
  • ❌ No editing capabilities
  • ❌ No export options
  • ❌ No Translation

Perfect for: Quick one-time transcriptions, testing the service

🎟️ Basic

  • ✅ 1200 minutes per month
  • ✅ All languages supported
  • ✅ Speaker detection
  • ✅ Save & manage transcripts
  • ✅ Edit transcripts
  • ✅ Export (SRT, VTT, TXT, DOCX, PDF)
  • ✅ Translate transcripts
  • ✅ AI Summaries
  • ✅ Highlights & Notes

Perfect for: Students, content creators, small teams

💎 Premium

  • ✅ Unlimited transcription
  • ✅ Everything in Basic
  • ✅ Priority processing
  • ✅ Priority support
  • ✅ No monthly limits
  • ✅ Bulk transcription

Perfect for: Professionals, businesses, heavy users

📤 How to Upload & Transcribe

Step 1: Choose Your File

  1. Click the upload area or drag and drop your file
  2. Select your audio or video file

Supported Formats:

  • 🎵 Audio: MP3, WAV, M4A, OGG, AAC, FLAC
  • 🎬 Video: MP4, WebM
  • 📦 Max size: 500 MB

Step 2: Select Language

  1. After selecting your file, a language dropdown appears
  2. Choose the primary language spoken in your audio
  3. Selecting the correct language improves accuracy by 15-30%!

Tip: For mixed-language content, choose the dominant language

Step 3: Start Transcription

  1. Click “Start Transcription” button
  2. Wait while we process your file:
    • ⏫ Uploading… (10-30 seconds)
    • 🔄 Processing… (30 seconds – 5 minutes)
    • ✅ Complete! Auto-redirects to viewer

Processing Time:

  • 1 minute audio = ~30-60 seconds processing
  • 10 minute audio = ~2-4 minutes processing
  • 60 minute audio = ~5-10 minutes processing

📝 Using the Transcript Editor

Once your transcription is complete, you’ll see a powerful editor with many features:

📺 Main Interface

┌─────────────────────────────────────────────┐

│  [Audio Player Controls]                    │

├─────────────────────────────────────────────┤

│  🔊 Waveform Visualization                  │

├─────────────────────────────────────────────┤

│  Speaker A: Hello, welcome to…           │

│  [00:00:05] ───────────────────────         │

│                                              │

│  Speaker B: Thank you for having me…      │

│  [00:00:12] ───────────────────────         │

└─────────────────────────────────────────────┘

🎯 Key Features

1. Audio Playback

  • ▶️ Play/Pause: Click play button or press Space
  • ⏩ Fast Forward: Skip +10 seconds with → arrow key
  • ⏪ Rewind: Skip -10 seconds with ← arrow key
  • 🎚️ Volume Control: Adjust with slider or mouse wheel
  • 🔊 Playback Speed: 0.5x, 0.75x, 1x, 1.25x, 1.5x, 2x

2. Click-to-Play Timestamps

  • Click any timestamp to jump to that moment
  • Click any text segment to hear that part
  • Great for reviewing specific sections!

3. Speaker Detection

  • Automatically identifies different speakers
  • Default names: “Speaker A”, “Speaker B”, etc.
  • Rename speakers by clicking on it, rename it and press enter
  • Names sync across entire transcript

4. Edit Transcript Text

(Basic & Premium users only)

Inline Editing:

  1. Click on any text segment
  2. Edit directly in the text box
  3. Press Enter or click outside to save
  4. Auto-saves every 2 minutes

Tips for editing:

  • Fix transcription errors
  • Add punctuation
  • Correct names or technical terms
  • Use proper capitalization

5. Highlights & Notes

(Basic & Premium users only)

Create Highlights:

  1. Select text with your mouse
  2. Click “Highlight” button that appears
  3. Choose a color (yellow, green, blue, pink, orange)
  4. Optionally add a note

Manage Highlights:

  • View All: Click “Highlights” tab at top
  • Edit Note: Click the highlight, modify note
  • Delete: Click trash icon on highlight
  • Export: Includes in PDF/DOCX exports

Use cases:

  • 🎯 Mark important quotes
  • 📝 Add context notes
  • 🔍 Tag action items
  • 💡 Highlight key insights

6. Search Transcript

  1. Click 🔍 Search button
  2. Type your search term
  3. Results highlight in yellow
  4. Click result to jump to that moment

Search tips:

  • Use quotes for exact phrases: “customer feedback”
  • Case-insensitive by default
  • Searches through all text and speaker names

7. AI Summary

(English transcripts only, Basic & Premium)

  • Automatically generated bullet-point summary
  • Click “📄 Summary” tab to view
  • Shows key points and main topics
  • Great for long transcripts!

Best for:

  • Meetings
  • Interviews
  • Lectures
  • Podcasts

📤 Export Options

Convert your transcript to various formats:

Available Formats:

📄 Plain Text (.txt)

  • Simple, clean text format
  • No timestamps or formatting
  • Universal compatibility
  • Smallest file size

Options:

  • ✅ Include speaker names
  • ✅ Paragraph by speaker or continuous

Best for: Email, notes, simple documents

🎬 SubRip (.srt)

  • Standard subtitle format
  • Includes timestamps
  • Works with video players
  • YouTube/Vimeo compatible

Format example:

1

00:00:01,500 –> 00:00:04,800

Speaker A: Welcome to our podcast today.

2

00:00:05,200 –> 00:00:08,500

Speaker B: Thanks for having me!

Best for: Video subtitles, YouTube, Vimeo

📺 WebVTT (.vtt)

  • Web standard subtitle format
  • Better than SRT for web videos
  • Supports styling and positioning

Best for: HTML5 video players, web videos

📝 Word Document (.docx)

  • Formatted Microsoft Word document
  • Includes speaker names
  • Professional layout
  • Editable after export

Features:

  • Speaker names in bold
  • Timestamps optional
  • Highlights included (color-coded)
  • Notes in margin or inline

Best for: Reports, documentation, sharing with team

📋 PDF (.pdf)

  • Professional, non-editable format
  • Preserves formatting perfectly
  • Universal compatibility

Features:

  • Clean, readable layout
  • Speaker names highlighted
  • Timestamps optional
  • Includes highlights and notes

Best for: Archives, presentations, official records

🎛️ Export Settings

When exporting, you can customize:

Timestamps:

  • ✅ Include timestamps – Add [00:00:00] markers
  • ❌ No timestamps – Clean text only
  • 🎯 Per utterance – One timestamp per speaker turn
  • 🎯 Per sentence – Timestamp every sentence

Speaker Names:

  • ✅ Include speakers – Show who said what
  • ❌ Remove speakers – Only text

Highlights:

  • ✅ Include highlights – Export with colors/notes
  • ❌ Exclude highlights – Plain transcript
  • Only in Docx and PDF

Format:

  • Paragraph by speaker – New paragraph for each speaker
  • Paragraph by utterance – Speaker turn = paragraph
  • Continuous – One long paragraph

📥 How to Export:

  1. Open your transcript
  2. Click 📤 Export button (top right)
  3. Choose your format (TXT, SRT, VTT, DOCX, PDF)
  4. Select your options
  5. Click “Download”
  6. File saves to your computer!

Note: Exports preserve all your edits and speaker names

🌐 Translation Feature

(Basic & Premium users only)

Translate your transcript to 20+ languages using AI:

How to Translate:

  1. Open your transcript
  2. Click Translate button
  3. Select target language
  4. Click “Translate”
  5. Wait 5 seconds
  6. View translated text next to the original

Supported Languages:

  • All major European languages
  • Chinese (Simplified & Traditional)
  • Japanese, Korean
  • Arabic, Hindi
  • And more!

Features:

  • ✅ Preserves timestamps
  • ✅ Keeps speaker names
  • ✅ Maintains paragraph structure
  • ✅ Can export translated version

Best for:

  • International teams
  • Content localization
  • Language learning
  • Accessibility

⌨️ Keyboard Shortcuts

Work faster with these shortcuts:

Playback Controls:

ShortcutAction
SpacePlay / Pause
←Rewind 10 seconds
→Fast forward 10 seconds
↑Increase volume
↓Decrease volume
MMute / Unmute
1-9Jump to 10%, 20%… 90%
0Jump to start

Editor Controls:

ShortcutAction
Ctrl + SSave transcript
Ctrl + FOpen search
Ctrl + ZUndo edit
Ctrl + YRedo edit
EscClose dialogs
TabNext segment
Shift + TabPrevious segment

Selection:

ShortcutAction
Ctrl + ASelect all text
Ctrl + CCopy selected text
Double-clickSelect word
Triple-clickSelect paragraph

💾 Managing Your Transcripts

(Basic & Premium users only)

📂 My Transcripts Page

Access all your saved transcripts:

View modes:

  • 📋 List view – Detailed list with info
  • 🎴 Grid view – Visual thumbnail view

Each transcript shows:

  • 📝 Title (filename)
  • 📅 Creation date
  • ⏱️ Duration
  • 🌐 Language
  • 🎤 Number of speakers

🔍 Search & Filter:

Search bar:

  • Search by filename
  • Search by content
  • Real-time results

Filters:

  • 📅 Date range
  • 🌐 Language
  • ⏱️ Duration (short, medium, long)

Sort by:

  • Newest first
  • Oldest first
  • A-Z by name
  • Longest first
  • Shortest first

📝 Transcript Actions:

From the list:

  • 👁️ View – Open transcript editor
  • ✏️ Rename – Change transcript title
  • 📤 Export – Quick export menu
  • 🗑️ Delete – Permanently remove

Bulk actions:

  • Select multiple transcripts (checkbox)
  • Export all selected
  • Delete multiple at once

🎨 Tips & Best Practices

🎙️ For Best Transcription Quality:

  1. Use clear audio
    • Minimize background noise
    • Use good microphone
    • Avoid overlapping speakers
  2. Choose correct language
    • Accuracy improves 15-30%!
    • For mixed languages, pick dominant one
  3. Good audio quality = better results
    • Higher bitrate (128 kbps or above)
    • Clear pronunciation
    • Reduce echo/reverb
  4. Speaker separation helps
    • Clear speaking turns
    • Minimal interruptions
    • Distinct voices

✏️ Editing Best Practices:

  1. Review while listening
    • Play audio and follow along
    • Fix errors as you hear them
  2. Fix common issues:
    • Proper nouns (names, places)
    • Technical terms
    • Numbers and dates
    • Punctuation
  3. Use highlights strategically
    • Mark important quotes
    • Tag action items
    • Note questions to follow up
  4. Name your speakers
    • Use real names when possible
    • Makes transcript more readable
    • Easier to search later

📤 Export Tips:

  1. Choose the right format:
    • Subtitles → SRT or VTT
    • Documentation → DOCX or PDF
    • Simple notes → TXT
    • Archives → PDF
  2. Include timestamps for:
    • Legal records
    • Meeting minutes
    • Reference documents
  3. Remove timestamps for:
    • Blog posts
    • Articles
    • Stories
    • Clean documents
  4. Export settings tip:
    • Save as DOCX if you need to edit more
    • Save as PDF for final version

🔐 Privacy & Security

We take your privacy seriously:

Your Data:

  • ✅ All files encrypted in transit (HTTPS)
  • ✅ Secure storage on our servers
  • ✅ Not shared with third parties
  • ✅ You own your transcripts
  • ✅ Delete anytime

Guest Users:

  • Browser fingerprinting for abuse prevention
  • No personal data collected
  • Data auto-deleted after 90 days

Registered Users:

  • Transcripts stored securely
  • Optional data export
  • Account deletion available

We comply with GDPR, CCPA, and other privacy regulations.

📊 Understanding Your Usage

Check Remaining Minutes:

Guest users:

  • Shown at bottom of upload page
  • Resets on 1st of each month
  • 20 minutes per month

Basic users:

  • Shown in account dashboard
  • User status bar on upload page
  • 120 minutes per month
  • Resets monthly

Premium users:

  • Unlimited – no tracking needed!

How Minutes Are Calculated:

  • Based on audio duration, not processing time
  • 5-minute audio = 5 minutes used
  • Partial minutes rounded up
  • Failed transcriptions not charged

Example:

  • Upload 3:30 audio → Uses 4 minutes
  • Upload 10:15 audio → Uses 11 minutes

🆘 Troubleshooting

❌ Upload fails:

Solutions:

  1. Check file size (max 500 MB)
  2. Verify file format (MP3, WAV, M4A, etc.)
  3. Check internet connection
  4. Try different browser
  5. Clear browser cache

❌ Poor transcription quality:

Solutions:

  1. Verify correct language selected
  2. Check audio quality (play it back)
  3. Reduce background noise
  4. Use single-speaker audio if possible
  5. Upload higher quality audio

❌ Can’t save edits:

Solutions:

  1. Check if you’re logged in (required)
  2. Check internet connection
  3. Try refreshing page
  4. Clear browser cache
  5. Contact support

❌ Export not working:

Solutions:

  1. Check if you’re logged in (required)
  2. Disable popup blocker
  3. Try different format
  4. Check browser downloads folder
  5. Try different browser

❌ Reached monthly limit:

Solutions:

  1. Guests: Log in or create account (6x more minutes!)
  2. Basic users: Upgrade to Premium (unlimited!)
  3. Wait until next month (resets on 1st)

📞 Getting Help

Need assistance? We’re here to help!

Support Options:

  1. 📚 This Documentation – Check FAQ below
  2. 💬 Live Chat – Bottom right corner
  3. 📧 Email Support – [email protected]
  4. 🎥 Video Tutorials – Coming soon!

Response Times:

  • Premium users: Within 4 hours
  • Basic users: Within 24 hours
  • Guest users: 24-48 hours

🎓 Advanced Features

🎯 Keyboard Navigation

Navigate transcript hands-free:

  1. Use Tab to move between segments
  2. Use Space to play/pause at that point
  3. Use arrow keys to jump around
  4. Perfect for transcription review!

📊 Waveform Visualization

Visual representation of your audio:

  • See loud/quiet parts
  • Identify pauses
  • Spot sections to review
  • Click waveform to jump to that point

🎨 Custom Highlight Colors

Organize with color coding:

  • 🟡 Yellow – Important quotes
  • 🟢 Green – Action items
  • 🔵 Blue – Questions
  • 🟣 Pink – Follow-ups
  • 🟠 Orange – Issues

Create your own system!

🚀 Quick Start Checklist

New user? Follow these steps:

  • [ ] Choose your plan (Guest/Basic/Premium)
  • [ ] Upload your first audio file
  • [ ] Select the correct language
  • [ ] Wait for transcription (grab coffee! ☕)
  • [ ] Review and edit transcript
  • [ ] Rename speakers
  • [ ] Add highlights/notes
  • [ ] Export in your preferred format
  • [ ] Save for future reference

Congratulations! You’re now a Transcribe AI pro! 🎉

📈 Coming Soon

We’re constantly improving! Upcoming features:

  • 🎤 Live transcription
  • 👥 Team collaboration
  • 📁 Folders & organization
  • 🔗 Integrations (Zoom, Google Drive)
  • 📱 Mobile app
  • 🤖 More AI features
  • 🎨 Custom themes

Stay tuned!

🎯 Use Cases

Students:

  • Transcribe lectures
  • Convert study materials
  • Create study guides
  • Review recorded classes

Content Creators:

  • Generate video subtitles
  • Create blog posts from podcasts
  • Repurpose audio content
  • SEO-friendly transcripts

Businesses:

  • Meeting minutes
  • Interview transcripts
  • Customer calls
  • Training materials

Journalists:

  • Interview transcriptions
  • Source material
  • Quote extraction
  • Research documentation

Podcasters:

  • Episode transcripts
  • Show notes
  • Blog content
  • Accessibility

Researchers:

  • Interview data
  • Focus groups
  • Qualitative analysis
  • Academic transcription

Need more help? Check our FAQ below or contact support!

Last updated: October 2025 Version 1.0