Most transcript problems come down to audio quality, an incomplete member list, or a speaker number that needs a quick fix. Find your symptom below.
Speakers show as "Speaker 1", "Speaker 2" instead of names
Why it happens: ClerkMinutes names speakers by matching voices to the members in your Departments. If your account is new, or a person isn't on your list, it can only label them with a number.
What to do:
Make sure everyone who regularly speaks is added to the right department (see Set up your departments & members).
For the current meeting, click the speaker number and choose the person. Every line from that speaker updates at once (see Review & correct speakers).
A speaker has the wrong name
What to do: Click the name and choose the correct person. If only some lines are wrong, highlight those words and use Change Speaker. Check the audio at that point to confirm who is speaking.
If this keeps happening for the same person, check that they're not listed twice or under two different spellings.
Two different people are labeled as the same speaker
Why it happens: When voices sound alike, or the audio is poor, ClerkMinutes may treat two people as one speaker number.
What to do: On a line that's wrong, click the speaker number, select Change Speaker Number, and choose a different number. Then name each number separately. For single lines or short passages, highlight the words and use Change Speaker.
Many lines are assigned to the wrong person
Why it happens: This is usually caused by overlapping voices, background noise, distant microphones or phone recordings.
What to do: Fix the speakers that matter most, such as motions, seconds and votes, then generate your minutes. You don't need to correct every line. For future meetings, see Get better results from your recording.
Speakers get worse in the second half of a long meeting
Why it happens: Meetings of several hours with long agendas are harder to transcribe accurately, and speaker names are the first thing to slip.
What to do: Spot-check the later part of the transcript, especially motions and votes, and correct what matters.
Names, places or terms are misspelled
What to do: Click the text and correct it, then press Enter. Fix words that appear in your minutes, such as names, street names, vendors and ordinance numbers. Minor errors elsewhere won't affect the minutes.
The transcript doesn't line up with the video
If the timestamps are off, so the text doesn't match what you hear in the video, contact support and tell us:
The meeting name and date
A link to the meeting page
A line where the text and the video don't match, with its timestamp
This helps us find the problem quickly.
My recording won't upload or process
Check each of these:
File type. ClerkMinutes supports most audio and video formats, including MP3, WAV, MP4 and MOV.
File size and length. Files can be up to 7 GB and 17 hours.
Video links. The video must be public, with no sign-in or password. Private or restricted links can't be processed.
Wait a little. Transcription usually takes 2 to 4 minutes for each hour of recording. Longer meetings take more time.
If it still doesn't work after trying again, contact support and include the meeting link and, if you used one, the video link.
The transcript is empty or very short
This can happen if the recording has no audio, very low volume, or only silence. Play the original file to make sure the sound is working, then upload it again. If the recording sounds fine, contact support.
Still stuck?
Contact us and include the meeting link and a short description of what's wrong. We'll take a look.