Media library
Media is where every recording lives — uploads, imports from your webinar platforms, and sessions captured with Live Transcribe. Each item gets a transcript, AI chapters, suggested clips, and quotes, all attributed to the speakers who appear in it.
Video transcript
Media is where every recording lives. Uploads, imports from your webinar platform, and the sessions you captured with Live Transcribe. It’s under Marketing, in Source and produce. Six tabs across the top. Library is everything you’ve brought in. Discover pulls new recordings from connected platforms. Quotes and Clips are the libraries built from these recordings. Import is how files get here, and History is the status of every import.
The Library opens on one search box that covers speakers, sessions and every word anyone said. Type a name, a topic or a question. This line sums up the library, how many items, how many hours, how many speakers, and how many voices still need a name. Then the recordings as cards, with the speakers on each. Sessions captured live show up here too, as Live session cards, with badges for the transcript and insights. Grid or list, your choice.
Two ways to bring something in from right here. Connect platform takes you to the Import tab’s platform list. Add media opens this dialog. Upload a file, or Import URL, a video link you own. It’s the same import the Import tab runs, you just don’t leave the Library. I’ll close it for now.
Each card has a Media options menu with Edit and clip, and Delete. Delete doesn’t destroy anything. The recording drops out of the Library and lands in Trash, with its transcript intact. Trash lists what you deleted and when, and Restore puts it straight back. Clips you delete land in the same Trash.
The Import tab. Drag files in, or Choose files or Choose folder, video and audio up to fifty gigabytes each, and recordings up to about six hours. Uploads keep running in a bar at the bottom while you work elsewhere, and if the tab closes, add the same file again here and it picks up where it left off, for up to a week. Below, paste a video link you own, tick the certification, and Queue import. Importing the same link twice won’t create a duplicate.
If you already have SRT or VTT captions, upload the recording first, then the caption file with the same name, keynote dot m p four, keynote dot s r t. It’s written in as that recording’s transcript. No transcription run, and nothing new in the Library. Caption files rarely say who’s talking, so those lines show as Speaker 0 until you tag the speaker.
Further down, Connect a platform. Link your webinar tool once, and new recordings show up in Discover, where you pick what to bring in. And History is where every import and every send shows its status, who ran it, and a link to the file.
Let’s open a recording. The panel discussion. Player on the left. On the right, where it came from, the type, the date, and Speakers in this recording, one row per voice the transcript detected, with how long each one spoke. Raquel and Grayson are Linked to their contacts. Speaker three and Speaker four still need a name, so they show Tag, and Ignore if it’s a voice that isn’t a contact. Attribute another speaker adds someone the detection missed.
Under the speakers, Edit and clip. That opens this recording in the Create video editor, and that’s where Chapters, Find quotes and Suggested clips live. It’s saved as a project named after the recording, so it reopens the same one. More actions has Copy share link, Download video, Tag sponsor or exhibitor, which surfaces the recording in that account’s portal, and Add to gallery, which puts it in one of your content galleries. And Podcast recap, Generate podcast turns the transcript into a short two host audio recap.
Below the player, the Transcript. Every line with its timestamp and who said it. Full shows everyone, or filter to one speaker. Find in transcript searches it. Copy transcript copies the text, and the VTT button downloads captions. The AI artifacts tab lists the clips and other pieces cut from this recording.
Hover a line and a pencil appears, Edit transcript text. Click it, fix the text, and Save, or Command Enter. Escape cancels. The corrected text is what recaps, exports, search and the attendee page use from then on, and the original wording is kept in an Edited chip on the line. One thing to know, re-transcribing regenerates every line from the audio and discards manual edits, so make your corrections after the final pass.
A session captured live opens a little differently. No recording was saved, and the page says so, so it’s the transcript, search, and speaker chips to filter by. On the right, Speakers, and Tag opens the Tag speakers dialog. It steps through each voice that still needs a name, with the session’s participants first, then a search across all your contacts, and the generic tags, Audience Member, MC, Staff, for a voice that isn’t a contact. Tag the voice once and every quote, clip and recap from it carries the name.
So that’s Media. Bring recordings in, keep the speakers straight, and the transcripts, chapters, quotes and clips follow. What you do with the quotes and clips is under Quotes and Clips. The Help Center has this under Marketing, Media.
Why use it
Section titled “Why use it”Recordings end up scattered across a webinar platform, a drive and an AV vendor’s hand-off, and nobody can find the one where a speaker said the thing. Media puts every recording in one searchable place — transcribed, with the speakers named — so quotes, clips, recaps and the content gallery all draw from the same source, and a question like “who talked about reimbursement last year” is a search, not an afternoon.
The tabs
Section titled “The tabs”- Library — everything you’ve ingested
- Discover — pull recordings from connected platforms
- Quotes — the quote library
- Clips — the clip library
- Import — upload files or paste a URL
- History — the status of every import
At the organization level you get your whole corpus across events; inside an event it’s filtered to that event.
The Library tab
Section titled “The Library tab”The Library opens on a search bar that covers speakers, sessions and every word said — type a name, a topic or a question. Below it, the count line sums up the library (items, live sessions, hours, speakers, and how many detected voices are still unresolved), followed by the recordings as cards, with a Grid view / List view toggle. Sessions captured with Live Transcribe appear as Live session cards alongside uploaded recordings, with Transcript and Insights badges for what has been generated.
- Add media opens a dialog with two tabs: Upload a file, or Import URL for a video link you own. It is the same import the Import tab runs, without leaving the Library.
- Connect platform takes you to the Import tab’s list of platforms.
- Each recording card’s Media options menu (the ⋯ on the thumbnail) offers Edit & clip and Delete.
- Each Live session card’s ⋯ menu offers Open transcript, Download transcript, Copy link and Delete.
Trash and restore
Section titled “Trash and restore”Deleting a recording moves it to Trash rather than removing it: it drops out of the Library and its transcript stays intact. The Trash filter next to All lists what you deleted, with the date, and Restore puts an item back in the Library. Deleted clips land in the same Trash and restore the same way.
Live sessions are different. Deleting a Live session card removes the capture permanently, with no Trash and no Restore, and the session stays on your agenda. See Delete a captured session.
Import recordings
Section titled “Import recordings”Upload files
Section titled “Upload files”Go to Media → Import and drag files in, or use Choose files or Choose folder.
- Video and audio up to 50 GB per file
- MP4, MOV, MKV, WEBM, M4V, AVI, MP3, M4A, WAV, AAC, FLAC, OGG
- SRT and VTT caption files — uploaded with the same file name as a recording you have already uploaded (
keynote.mp4→keynote.srt), they become that recording’s transcript instead of a separate item - Recordings up to about six hours
Uploads keep running in the bar at the bottom while you work elsewhere in Sessionboard.
Import from a URL
Section titled “Import from a URL”Paste a YouTube or Vimeo URL on the same tab. Vimeo passwords are accepted for the import and aren’t stored. Importing the same URL twice won’t create a duplicate.
Discover from connected platforms
Section titled “Discover from connected platforms”Discover scans platforms you’ve connected under Apps — Zoom, Goldcast, ON24, BigMarker, Cvent, Google Drive, Dropbox, YouTube, Vimeo, and Descript — and lets you select what to bring in. Progress shows under History.
What happens after import
Section titled “What happens after import”Sessionboard extracts the audio, transcribes it with speaker diarization, and adds the result to your searchable corpus. Once the transcript is ready the item opens with a player, an editable transcript, and tools for chapters, clips, and quotes.
Speakers are matched to your contacts automatically, which is what makes content attributable per speaker across events.
When Multilingual live captions is on, a recording that switches language mid-talk can come back with a stretch of speech missing from the transcript. Sessionboard checks for this after transcription. If it finds a gap, the item opens with an amber notice above the transcript: Part of this recording may be missing from the transcript (possible language switch). Each gap is listed as a time range; click one to play the recording from that point and check what was said. The transcript itself is still marked ready, and the notice clears if a re-transcription comes back without gaps.
Work with a recording
Section titled “Work with a recording”Open any item from the Library, or a captured session from Transcribe → Overview. A recording opens with the player on the left and, on the right, its source, type and date, the description, and Speakers in this recording — one row per detected voice with its speaking time. A voice matched to a contact shows Linked (with Unlink contact to undo it); an unmatched voice shows Tag and Ignore speaker; Attribute another speaker adds a person the detection missed.
Under the speakers:
- Edit & clip opens the recording in the Create video editor. That is where Chapters (Generate or Regenerate), Find quotes and Suggested clips live, and where clips are trimmed and exported — see Clips and Quotes. The editor is saved as a Create project named after the recording, so the next Edit & clip reopens the same one.
- More actions holds Copy share link, Download video, sending the recording to a connected clip editor, Tag sponsor / exhibitor, which surfaces the recording in that account’s portal, and Add to gallery, which puts it in one of your organization’s content galleries or the gallery of its own event.
- Podcast recap — Generate podcast turns the transcript into a short two-host audio recap.
Below the player, the Transcript tab shows every line with its timestamp and speaker. Full shows everyone; the second option filters to one speaker. Use Find in transcript… to search, Copy transcript to copy the text, .vtt to download captions, and the pencil on a line to correct it in place (see Edit a transcript line); Edit opens the same editor as Edit & clip. The AI artifacts tab lists the clips and other pieces cut from this recording.
Captions and transcripts
Section titled “Captions and transcripts”The Captions tab on a recording opens Captions & transcript: the caption tracks, text descriptions and transcript files that players show with this recording. Once the transcript is ready, captions made from it appear here automatically, marked Generated automatically. Captions make a recording usable for viewers who are deaf or hard of hearing, or watching without sound, and WCAG 2.2 AA requires them on published video.
Each track shows its name, its type and where it came from: Generated automatically, or the name of the file you uploaded. The track marked Default is the one players turn on first. On any track you can:
- Make default, so players turn it on first.
- Open the file to check it.
- Delete it. Deleting asks first, because the track stops showing in every player that plays this file.
To add your own file, use Add a caption file or transcript:
- Choose the File: WebVTT (
.vtt) or SubRip (.srt) for timed captions, or plain text (.txt) for a transcript. Files can be up to 5 MB. - Pick the Type:
- Captions, or Subtitles for a translation.
- Text descriptions: a WebVTT file that describes what is shown but not said, such as slide text, demos and on-screen names. Players offer it as a Described transcript.
- Transcript: plain text of everything said. It replaces the link to the generated transcript.
- Choose the Language. Optionally, enter the Name shown in the player and tick Turn these captions on by default.
- Click Upload.
A caption file you upload in the same language as the generated captions replaces them.
When a file has no captions yet and Sessionboard can transcribe it, Generate captions makes captions from its audio. It takes a few minutes, and you can leave the page while it runs. The new track is named after the language and marked auto-generated. If it fails, the panel says why and offers Try generating again.
The same panel is on other video and audio files too:
- Session files: Captions & transcript in a video or audio file’s ⋯ menu on the session’s Files tab, and in the file’s panel under Program → Submissions → Submission files. See Enable, upload, & download files.
- Content gallery items: in the item’s editor. See Content galleries.
Viewers see these tracks in the players on your Sites, content galleries, lessons, the review portal and attendee portal file previews. They can turn captions on and off, open the transcript, and read the described transcript when you have uploaded one. When a video has no captions, the player says so.
Tag speakers
Section titled “Tag speakers”On a captured session’s transcript page, Tag in the Participants panel opens the Tag speakers dialog, which steps through each voice that still needs a name with the session’s participants listed first and a search across all contacts. The panel and the picker list everyone on the session with their role — moderators, chairs, panelists and custom roles as well as speakers — so a moderator’s questions can be tagged to the moderator. Each detected voice in the transcript can be tagged as one of the session’s participants, which is what attributes the content to that contact. Not every voice belongs to a contact, though — an audience question, the emcee, a staff announcement. Tag those as a generic participant instead: Audience Member, MC / Emcee, Staff Member, or Unknown Speaker, or a type your organization has added. Give the tag an Instance label such as “1” or “2” to tell several apart — “Audience Member 1”, “Audience Member 2”. Each labelled tag can belong to only one voice in a transcript: the picker suggests the next free number and won’t let you reuse one that another speaker already has. Generic tags never create a contact, and they show on the transcript as a dashed grey badge so they are easy to tell from real speakers.
A tag replaces the “Speaker 4” placeholder with the person’s name wherever the transcript is read: search results, answers from Ask, chapters, and session recaps. A generic tag shows its label, such as “Audience Member 2”, and is never treated as a person. A changed tag is picked up the next time the transcript is read, so you never need to re-import the recording; a recap or quote that was already generated keeps its text until you generate it again. A participant whose seat on the session is hidden is never named. Names that come from the recording platform itself, such as Zoom or Goldcast, are kept as they are.
Admins manage the list under Marketing → Transcribe → Settings, in Speaker tagging → Generic participant tags: add a New generic participant type for the whole organization or this event only, rename one (for example MC / Emcee to Host), or archive one you no longer use. Labels must be unique within your organization (capitalization does not count as a difference), and an organization-wide label cannot reuse a name already used by an event-only type, since it would appear in that event’s picker too.
Edit a transcript line
Section titled “Edit a transcript line”Hover a line in the transcript and click the pencil (Edit transcript text), change the text, and click Save — or press ⌘ Enter / Ctrl Enter (Escape cancels). The corrected text is what recaps, exports, search, and the attendee hub use from then on. Search and chat results across Content Studio pick up the correction after a short re-index. If the line came from a linked media recording, the recording’s transcript is corrected in the same step. The original wording is kept: an Edited chip on the line shows who changed it and when, and opens the line’s edit history. The audio is never altered.
If someone else saved a change to the same line after you opened it, your save is held instead of overwriting theirs: the editor shows their version next to yours, and you choose Use theirs or Keep mine. Your draft is kept until you decide.
Fix who said a line, split, add or remove lines
Section titled “Fix who said a line, split, add or remove lines”On a session captured with Live Transcribe, you can correct the transcript one line at a time:
- Change the speaker of one line. Click the speaker’s name on the line and choose Change. The picker, Change speaker for this line, re-attributes only that line. To re-attribute every line that voice spoke, tick Apply to all N lines by speaker before you pick. The box starts unticked once a voice has a name, and ticked for a voice that is still untagged. Remove in the same card clears the speaker from that line only.
- Split a line. When one line holds two people’s words, open the line with the pencil, put the cursor where the second person starts and click Split here. The words after the cursor become a new line with the same speaker; use Change on it to name the right person.
- Add a line. Hover a line and click + (Add a line above or below). Choose above or below this line, pick the speaker from the people already in the transcript, type what was said and click Add line.
- Remove a line. Hover a line and click the trash icon (Remove this line), then confirm. Use it to undo a mistaken split or an added line.
Changes are saved straight away and carry through to recaps, captions and exports. On an uploaded recording’s transcript, Change still renames the voice everywhere it speaks, and split, add and remove are not available.
Share with advocates
Section titled “Share with advocates”Tick items and click Share with advocates to have participants, exhibitors and sponsors, or attendees share them with their own tracked links: start a new Media campaign with them picked, or add them to one already on the event. Each item shows Shared in with its campaigns. See Share your own media through Advocacy.
How long does processing take?
It depends on length and queue. Upload is usually the slow part — a large file can run an hour or more. Transcription follows automatically once the upload finishes.
Why is my YouTube import failing?
YouTube sometimes blocks automated downloads from data-centre addresses. Upload the file directly instead.
Can I import captions I already have?
Yes. Upload the recording first, then its SRT or VTT with the same file name (keynote.mp4 → keynote.srt). The captions are written in as that recording’s transcript — no transcription run, and nothing new in the Library. Caption files rarely say who is talking, so lines without a speaker show as Speaker 0; tag that speaker to name them. If no uploaded recording matches the name, the upload is refused with a message saying so.
My library is empty but I've run events.
Media only contains what’s been ingested. Sessions captured before Live Transcribe was enabled won’t appear — import those recordings under Import.
Related
Section titled “Related”- Live Transcribe — capture sessions live instead of importing them
- Quotes and Clips
- Create — draft content grounded in this library