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Overview

Speaker Management allows you to identify, rename, organize, and merge speakers in your transcripts. The system automatically detects different speakers, and you can refine this identification to improve transcript accuracy and readability.
Speaker management is available for completed transcripts. The system automatically identifies speakers, but you can refine speaker identification for better accuracy.

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Automatic Speaker Detection

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How It Works

The system automatically identifies different speakers in your audio:
  • Voice Pattern Analysis: Analyzes voice characteristics
  • Speaker Separation: Distinguishes between different speakers
  • Automatic Labeling: Assigns labels (Speaker 1, Speaker 2, etc.)
  • Color Coding: Assigns colors for visual distinction

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Initial Speaker Labels

When transcription completes:
  • Speakers are automatically identified
  • Labeled as “Speaker 1”, “Speaker 2”, etc.
  • Each speaker gets a unique color
  • Segments are assigned to speakers
Automatic speaker detection works best with clear audio and distinct voices. Background noise or similar voices may require manual refinement.

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Viewing Speakers

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Speaker List

The speaker list shows all identified speakers: Displayed Information:
  • Speaker name/label
  • Color indicator
  • Number of segments
  • Visual representation
Speaker List Features:
  • Speaker count display
  • Quick access to speaker operations
  • Visual color coding

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Speaker Color Coding

Each speaker is assigned a unique color:
  • Helps visually distinguish speakers
  • Consistent across transcript view
  • Automatically assigned

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Renaming Speakers

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Rename Process

Give speakers meaningful names:
  1. Select Speaker
    • Click on speaker in the speaker list
  2. Edit Name
    • Click in the edit field
    • Enter new name
    • Press Enter to save
  3. Validation
    • Name cannot be empty
    • Name must be unique
    • Case-insensitive uniqueness check
Naming Guidelines:
  • Use descriptive names (e.g., “John Smith”, “Interviewer”)
  • Avoid generic names when possible
  • Use consistent naming patterns
  • Include role if helpful (e.g., “Manager - Sarah”)
Examples: 
Good: "John Smith"
Good: "Interviewer"
Good: "Customer Service Rep"
Bad: "Speaker 1", "Person", "Speaker"

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Rename Validation

Requirements:
  • Name must not be empty
  • Name must be unique (case-insensitive)
  • Cannot use existing speaker names
  • Maximum length: 255 characters
Error Handling:
  • Error message if name is duplicate
  • Error message if name is empty
  • Prevents invalid renames
  • Shows clear error messages

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Adding Speakers

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When to Add Speakers

Add speakers manually when:
  • System didn’t detect a speaker
  • You need to add a known participant
  • Speaker identification missed someone
  • You want to organize segments differently

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Add Speaker Process

  1. Open Add Speaker Form
    • Click “Add Speaker” button
    • Form appears in speaker list
  2. Enter Speaker Name
    • Type speaker name
    • Follow naming guidelines
    • Ensure name is unique
  3. Save Speaker
    • Click “Add” or press Enter
    • Speaker is created
    • Available for segment assignment
Speaker Addition:
  • New speaker gets unique color
  • Can be assigned to segments
  • Appears in speaker list
  • Follows same naming rules as renaming

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Merging Speakers

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When to Merge Speakers

Merge speakers when:
  • Same person identified as multiple speakers
  • System split one speaker into multiple
  • You want to consolidate speakers
  • Correcting identification errors

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Merge Process

  1. Select Source Speaker
    • Click merge icon on source speaker
    • Source is the speaker to merge FROM
  2. Select Target Speaker
    • Click target speaker
    • Target is the speaker to merge TO
  3. Confirm Merge
    • Review segments to be merged
    • Confirm merge operation
    • Merging cannot be undone
Merge Behavior:
  • All segments from source move to target
  • Target speaker retains its name
  • Segment assignments update automatically
Merging speakers cannot be undone. Make sure you’re merging to the correct target speaker before confirming.

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Merge Validation

Requirements:
  • Source and target must be different
  • Both speakers must exist
  • Cannot merge if source has no segments
  • Prevents invalid merge operations
Error Handling:
  • Error if source and target are same
  • Error if source has no segments
  • Clear error messages
  • Prevents accidental merges

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Deleting Speakers

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When to Delete Speakers

Delete speakers when:
  • Speaker was incorrectly identified
  • Speaker has no segments
  • Cleaning up transcript organization
  • Removing unused speakers
Speakers can only be deleted if there are no segments associated with them. If a speaker has segments, you must first reassign those segments to another speaker or merge the speaker into another speaker.

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Delete Process

  1. Select Speaker
    • Click delete icon on speaker
    • Or select from speaker menu
  2. Confirm Deletion
    • Review speaker information
    • Confirm deletion
    • Cannot be undone
Delete Behavior:
  • Speaker is removed from list
  • Segments must be reassigned first
  • Cannot delete speaker with segments
  • Requires manual segment reassignment
You cannot delete a speaker that has assigned segments. You must first reassign or delete those segments, or merge the speaker into another speaker.

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Delete Validation

Requirements:
  • Speaker must have no segments
  • Or segments must be reassigned first
  • Cannot delete last speaker
  • Prevents data loss
Error Handling:
  • Error if speaker has segments
  • Suggests merging instead
  • Clear error messages
  • Protects transcript integrity

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Segment Assignment

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Assigning Segments to Speakers

After adding speakers, assign segments:
  1. Select Segment
    • Click on segment in transcript
    • Segment highlights
  2. Change Speaker
    • Click speaker dropdown
    • Select new speaker
    • Segment reassigns
Assignment Behavior:
  • Segment moves to new speaker
  • Updates transcript organization
  • Maintains timestamp and content
  • Updates speaker segment counts

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Best Practices

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Speaker Identification

Before Renaming:
  • Review automatic detection
  • Identify which speakers are which
  • Note any missed or incorrect identifications
  • Plan speaker organization
Naming Strategy:
  • Use real names when known
  • Use roles when names unknown
  • Be consistent across transcripts
  • Use clear, descriptive names

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Quality Control

Review Process:
  1. Review automatic detection
  2. Identify any issues
  3. Rename speakers with meaningful names
  4. Merge duplicate speakers
  5. Assign segments correctly
  6. Final review before export
Common Issues:
  • Same person as multiple speakers → Merge
  • Wrong speaker on segments → Reassign
  • Missing speaker → Add manually
  • Unclear identification → Review audio

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Troubleshooting

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Speaker Not Detected

Possible Causes:
  • Audio quality issues
  • Similar voices
  • Background noise
  • Speaker spoke too little
Solutions:
  • Add speaker manually
  • Review audio quality
  • Merge if split across multiple speakers
  • Check if speaker segments exist

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Duplicate Speakers

Issue:
  • Same person identified as multiple speakers
Solution:
  • Merge duplicate speakers
  • Review all speakers first
  • Identify which to merge
  • Merge to most representative speaker

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Cannot Delete Speaker

Issue:
  • Delete button disabled or shows error
Cause:
  • Speaker has segments associated with it
Solution:
  • Merge speaker into another speaker
  • Or reassign segments first
  • Then delete speaker

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Merge Not Working

Issue:
  • Cannot merge speakers
Causes:
  • Source and target are same
  • Source has no segments
Solutions:
  • Verify source and target are different
  • Check source has segments
  • Retry operation

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Integration with Editing

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Editing and Speakers

Segment Editing:
  • Editing segment text doesn’t change speaker
  • Speaker assignment preserved
  • Can edit and change speaker independently
Speaker Changes:
  • Changing speaker doesn’t affect text
  • Text content preserved
  • Only assignment changes

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Next Steps

Managing Transcripts

Organize and manage your transcription jobs

Creating Transcriptions

Learn how to create transcription jobs

Export Options

Export transcripts with speaker information

Overview

Learn about Speech to Text features