How to get your Whereby recording
After your call ends, save the recording file to your device before upload. Use the clearest version you have so review and export are faster.
- Finish the recording and confirm the session has ended.
- Open your recordings list or account recording area.
- Download or save the recording file locally.
- Upload that file here for transcription.
- Keep naming consistent: date + meeting title.
Before upload quick check
- Pick the file with the clearest speech, not just the smallest file size.
- If you have both video and separate audio, upload the cleaner track.
- Confirm the file includes the full section you need for notes or review.
- Use one filename owner so teammates do not create duplicate variants.
- Keep the original file untouched for reference and re-checks.
A 60-second workflow
This sequence is meant for fast handoff. Keep one file, one recap owner, and one review pass.
Download the recording
Save the final file locally so everyone references the same source.
Upload and transcribe
Upload the file here and generate a timestamped transcript.
Review key moments
Jump to decisions, names, and follow-ups with timestamps.
Checklist
- Download the recording.
- Upload it here.
- Use timestamps to jump to key moments.
- Search decisions and names.
- Export DOCX or PDF.
- Share internally.
- Delete or archive per your policy.
What to scan first in the transcript
- Decisions: what was approved, deferred, or blocked.
- Owners: who committed to each next step.
- Due dates: check that dates and numbers are correct.
- Risks: unresolved questions that need follow-up.
- Replay points: mark two to five timestamp ranges for review.
Common issues and quick fixes
Most problems are predictable. Fix high-impact lines first, then move on. This keeps review fast even for longer recordings.
Echo or room reverb
Fix: Use headset capture and keep mic distance stable.
- Re-listen only flagged timestamp ranges.
- Prioritize corrections around decisions and commitments.
Crosstalk
Fix: Keep speaker labels on and verify overlap moments manually.
- Check attribution around objections or action items.
- Use timestamps to isolate turn switches.
Quiet participant
Fix: Review low-volume segments first before broad edits.
- Focus on names, numbers, and dates.
- Keep a short list of uncertain timecodes.
Background noise
Fix: Clean up only critical lines instead of entire sections.
- Prioritize customer-facing statements.
- Use a single reviewer for final signoff.
Acronyms and proper nouns
Fix: Run a short terminology pass before sharing exports.
- Confirm product names, team names, and org names.
- Verify spelled-out codes and ticket IDs.
Long meetings
Fix: Review by timestamp blocks rather than start-to-finish playback.
- Create mini headings by topic change.
- Assign one owner per section for faster QA.
Fast QA order for noisy files
- First pass: names, numbers, and dates.
- Second pass: action items and owner attribution.
- Third pass: style cleanup only if the transcript will be shared broadly.
- Last pass: export and apply final filename conventions.
Exports that work for teams
Use one export format for drafting and one for distribution. This keeps review cycles predictable. It also prevents the “which version is final” problem in shared folders.
- DOCX: editable notes and comment-based review.
- PDF: stable sharing for internal recipients.
- TXT: quick copy/paste into systems and briefs.
- SRT/VTT: optional caption files when subtitle delivery is needed.
Simple handoff pattern
- Draft in DOCX with tracked comments.
- Finalize in PDF for broad internal circulation.
- Keep TXT snippets for ticket, CRM, or project tools.
- Attach 3-5 key timestamp ranges for anyone doing final verification.
Copy/paste “Whereby recap”
Meeting:
Date:
Decisions (timecoded):
- [00:__] ...
Action items:
- Owner - Action - Due - (Timecode)
Follow-ups:
Segments to replay: [00:__], [00:__]
Who this workflow is best for
- Team leads preparing concise post-meeting recaps.
- Operations teams documenting decisions and owners.
- Customer-facing teams preserving context for handoffs.
- Project managers keeping a searchable record of commitments.
- Anyone who needs traceable notes without replaying full recordings.
When to choose each export
- Use DOCX when multiple reviewers need inline comments before final circulation.
- Use PDF when leadership or stakeholders need a fixed version without accidental edits.
- Use TXT when you need quick snippets for project trackers, internal chats, or ticket notes.
- Use SRT/VTT when your workflow includes replay clips that need timed subtitle files.
- Keep one final filename pattern so related recap assets stay grouped in the same archive.
Related workflows: meeting notes transcription, transcription with timestamps, speaker label transcription, Zoom meeting transcription, and all tools.