Audio transcription

Overview

Audio transcription allows you to upload pre-recorded audio or video files and convert them into accurate text transcripts using AI-powered speech recognition. Unlike meeting recording, transcription works with existing audio files—no recording session needed. You can upload files directly, select your preferred AI transcription service, and get an instant transcript with full speaker identification and multi-language support.

Prerequisites

To use audio transcription, you need:

• A Swiftask account (sign up at swiftask.ai)

• Audio or video files in a supported format (MPEG, MP3, M4A, X-M1A, WAV, WEBM, MP4)

• No desktop app required – transcription is available directly in the web interface

• No recording needed – upload existing files anytime

Step-by-step guide

1. Access the Transcription section

Navigate to the Meetings section in the left sidebar of Swiftask.

Click on Transcription to open the transcription interface.

2. View your transcriptions list

The transcription screen displays all your uploaded and processed audio files.

When you first open Transcription, you'll see an empty state. The screen includes:

• Search bar – Find transcriptions by name or content

• Filter options – View all transcriptions or organize by collections

• Transcribe button – Upload a new audio file (top right, red button)

3. Click the Transcribe button

In the top right corner, click the red Transcribe button to upload a new audio file.

A new page opens titled "Audio transcription" with options to upload and configure your transcription.

4. Upload your audio file

In the upload dialog, you'll see a drop zone labeled "Drop your audio file here."

You can:

• Drag and drop your audio file into the drop zone

• Click to browse and select a file from your computer

Supported formats: MPEG, MP3, M4A, X-M1A, WAV, WEBM, MP4

File size: No limit – Swiftask handles large files with automatic chunking

5. Select your AI transcription service

Below the upload area, you'll see a section labeled "AI for transcription" with a dropdown menu.

The default service is AssemblyAI Speech to Text, which provides:

• Multi-language speech recognition

• Speaker identification (Speaker A, Speaker B, etc.)

• Automatic chunking for large files

• High accuracy even with background noise

You can click the dropdown to select a different AI service if available.

6. Start transcription

Once your file is uploaded and the AI service is selected, click the TRANSCRIBE button to begin processing.

Swiftask uploads your file and begins transcription. Depending on the file length, this typically takes a few moments.

7. View your completed transcription

Once transcription is complete, your file appears in the transcription list.

Each transcription entry shows:

• File name – Title of your audio file

• Initiator – Who uploaded the file

• Date and time – When the file was uploaded

• Duration – Length of the audio (e.g., "00:00:19")

Click on any transcription to open it and view the full text, search content, or perform AI analysis.

Practical use cases

Podcast or webinar transcription

Record a podcast episode or webinar and upload the audio file to get an instant transcript. Share the transcript with your audience or use it for content repurposing.

Interview documentation

Upload recorded interviews (client calls, user research sessions, or candidate interviews) to create searchable transcripts for future reference and analysis.

Training material conversion

Convert recorded training sessions or instructional videos into text format so participants can review and search for specific topics.

Legal or compliance recording

Upload recorded meetings, depositions, or compliance reviews to create official transcripts for audit trails and regulatory documentation.

Tips & best practices

Use clear audio quality

While Swiftask handles background noise well, clearer audio produces more accurate transcripts. Minimize background noise, speak clearly, and use a quality microphone when recording.

Choose the right file format

All common formats are supported. Use MP3 or WAV for best compatibility and quality.

Organize with collections

Create collections to organize your transcriptions by project, client, or topic. This makes it easier to find and share transcripts later.

Review transcripts for accuracy

After transcription completes, review the text for any technical terms, proper nouns, or industry-specific language that the AI might need adjustment.

Use search for large transcripts

For long transcriptions, use the browser's search function (Ctrl+F or Cmd+F) to quickly find specific words or topics within the transcript.

Export and share

Once transcription is complete, you can download or share the transcript with your team using secure links.

Troubleshooting

Upload fails or times out

Cause: Network connectivity issue or file corruption.

Solution:

• Check your internet connection

• Verify the file is not corrupted by trying to play it in another application

• Try uploading again

• If the file is very large, ensure you have a stable connection before starting

Transcription is incomplete or inaccurate

Cause: Poor audio quality, heavy background noise, or unclear speech.

Solution:

• Verify the audio file plays correctly

• Check that speakers are speaking clearly and at a natural pace

• If background noise is heavy, consider re-recording in a quieter environment

• Review the transcript and manually correct any errors or technical terms

File format not supported

Cause: The uploaded file is in an unsupported format.

Solution:

• Use one of the supported formats: MPEG, MP3, M4A, X-M1A, WAV, WEBM, or MP4

• Convert your file using a free online converter or audio editing software

• Try uploading again with the converted file

Transcription takes too long

Cause: Very long audio files or system load.

Solution:

• Wait a few more moments – transcription usually completes within minutes

• Refresh the page to check the current status

• For very long files (over 1 hour), transcription may take longer

• Contact support if transcription is stuck for more than 30 minutes

Additional resources

• Record meeting – Step-by-step guide to recording live meetings with automatic transcription

• Meeting transcription – Learn how to analyze and interact with transcribed meetings using AI

• Quick interface tour – Navigate the Meetings section and other Swiftask features

• Chat – Use AI Chat to analyze and extract insights from your transcripts