Skip to main content
The Transcribe page is where you submit audio or video content for processing. Select a Configuration (required) that defines how the content will be handled, optionally attach an Evaluator to score the transcript against quality criteria, optionally link a Participant to attribute the result to a specific person, then provide the media as a local file upload or a public URL.

​
Transcription parameters

The three parameters are arranged as a tree to communicate their relationship:

​
Configuration (required)

A searchable dropdown listing all your configurations. Selecting one associates all of its settings — language, summary, extraction fields, and webhooks — with this transcription job. The collapsed selector displays the configuration’s name, truncated if long (it falls back to the raw ID while the list is loading or if the configuration has no name).
Don’t have a configuration yet? Create one first →

​
Evaluator (optional)

Opens a selector modal listing your evaluators with name, ID, and criteria count. Selecting one causes the AI to score the transcript against that evaluator’s criteria once processing completes.

​
Participant (optional)

Opens a selector modal listing your participants with name, ID, and department (if set). Selecting one links the transcription result to that person for analytics and performance reporting.
Selecting both an Evaluator and a Participant gives you quality scores attributed to a specific person — the foundation of individual performance tracking.

​
Pinned defaults

If you upload batches all day with the same setup, you can pin your Configuration, Evaluator, and Participant selections as defaults for future uploads. Each of the three cards has a small pin icon at the far right of its header, after the REQUIRED/OPTIONAL pill — filled and tinted (blue / violet / emerald) when pinned, grey outline when not. The three pins are independent, and the recording date is not pinnable — a date is per-batch by nature.
Defaults are opt-in and never imposed: nothing is pinned until you pin it, and fields start empty for every user. This matters if several departments share one account — no configuration is ever guessed for you.
The pin renders as “pinned” only while the field’s current value equals the saved default. After changing the selection the pin looks un-pinned even though the old default is still saved — clicking it then overwrites the default with the new value.

​
Upload method

A toggle below the parameter selectors switches between two modes:

​
Local File(s) mode

​
Drop zone

Drag & drop files onto the zone or click anywhere on it to open a file picker. Supported formats: aac · aiff · amr · asf · flac · mp3 · ogg · wav · webm · m4a · mp4 For file size and duration limits, see Rate Limits & Quotas. Files with unsupported formats are automatically filtered out and a warning shows how many were rejected. You can add up to 25 files per submission.

​
Processing Queue

The queue appears as soon as files are added. Each item shows:
Files are processed sequentially with a short pause between each. This is intentional and prevents API rate issues — parallel uploads are not supported.
Re-submitting a batch only retries files in Queued or Error state. Files that already completed successfully are not re-processed.

​
Recording date

Both upload modes let you optionally state when the recording actually happened. Heify’s dashboards group everything by the transcription’s creation date — the timeline, the monthly comparison, the criteria evolution, the heatmap, and the analytics period filter — so a batch of April calls uploaded in June would otherwise all report as June. Setting the recording date fixes all of that at once. Leaving it empty is the previous behavior: the transcription is stamped with the upload time. All date inputs are capped at today — a recording cannot be in the future.

​
In Local File(s) mode

A bordered card — calendar icon · Recording date · an Optional pill — sits directly below the drop zone, above the Processing Queue (it appears even before any file is added). It contains a “Same date for all” switch, off by default: Toggling the switch on and back off does not wipe the per-file values.

​
In Public URL mode

No switch — a URL submission is a single audio, so there is nothing to apply “to all”. A labelled field block below Transcription Name offers a date input and a narrower time input side by side.

​
The time field

The time is a separate, optional input in all three places — leaving it empty is a fully supported end state, not an incomplete form. Why supply a time at all? It feeds the hour axis of the Evaluator Analysis heatmap: date-only calls are stored at midnight UTC and all pile into the midnight column. Everything else — month, timeline, evolution, comparison, date filters, weekday — is correct either way. Add the time when you know it; the date-only form is the normal choice for historical batches.

​
How dates are stored

A date-only value is deliberately sent unconverted: converting local midnight to UTC would shift the recording into the previous day for users east of Greenwich — and therefore into the previous reporting month. Sending the bare date preserves the calendar day for every user.
Because a date-only upload is stored at midnight UTC and timestamps are displayed in your local timezone, a call uploaded as “1 July” shows as 01/07/2026, 02:00 in Spain (UTC+2 in summer) — the date is right, the 02:00 is just midnight UTC rendered locally. In a negative-offset timezone the same value renders on the previous day (30/06/2026, 20:00 in New York). The stored data and all analytics grouping are still correct; supply the actual time if the display bothers you.
The recording date cannot be changed after submission. If a recording was submitted with the wrong date, delete the transcription and submit the audio again with the correct date.

​
Public URL mode

After successful submission, a result card appears showing the transcription ID with a copy button and a link to the detail view.
The URL must be publicly accessible with no authentication required. The file must be reachable at the time the pipeline processes it — the download has a 60-second timeout. Use a stable, fast URL.

​
After submission

Once a batch finishes or a URL submission succeeds, the submit button changes to Process More Files. Clicking it clears the file queue (or URL fields) so you can start a new batch — your Configuration, Evaluator, and Participant selections are retained (and pinned defaults re-apply them on future visits). In Public URL mode, Process More Files also clears the recording date and time. In Local File(s) mode, the global date and the “Same date for all” switch are not reset — convenient when the next batch is from the same day.

​
Best practices

Better audio quality produces more accurate transcriptions.Recommended:
  • Minimize background noise
  • Use quality recording equipment
  • Keep audio levels consistent — not too quiet, not too loud
  • 16 kHz+ sample rate (higher is better)
  • Mono or stereo both work; mono files are smaller
Avoid:
  • Heavy background music or ambient noise
  • Multiple speakers talking over each other
  • Very low bitrate compression
  • Heavily processed audio with effects
Before submitting a URL, verify that:
  • The URL opens directly in an incognito browser window (no login required)
  • It is a direct link to the file, not a media player page
  • The file format is one of the supported extensions
  • The URL uses HTTPS (HTTP also accepted)
  • The server can respond within 60 seconds
You can test the URL quickly with:
Expect a 200 OK response with Content-Type: audio/....

Configurations

Set up your processing templates

Evaluators

Create quality scoring rubrics

Participants

Manage agent profiles