Dicta-Notes

Getting Started with Dicta-Notes

Find detailed guides and answers to common questions about using Dicta-Notes for AI-powered meeting transcription, speaker identification, and document analysis.

Universal Transcription Platform - Choose Your Engine

Dicta-Notes offers three powerful transcription engines for different meeting needs. Choose the best option for your situation.

🚀 What Dicta-Notes Does

Dicta-Notes is an advanced universal transcription platform that works natively in 130+ languages. It uses three powerful AI engines working together to give you the best transcription experience!

🟢 Browser Speech

Real-time UX feedback as you speak

🟣 Google Gemini 2.5

Powerful AI transcription engine

🔵 Google Translate

Translation between 130+ languages

📱 What You Need

  • Any computer, tablet, or phone with internet
  • A microphone (every device has one built-in)
  • Web browser (Chrome, Firefox, Safari, Edge)
  • That's it! No special software to install

🚀 Step 1: Access the Platform

  1. Open your web browser
  2. Go to: dicta-notes.com
  3. Log in with your account (ask your administrator if you don't have one)
  4. Click "Transcribe" in the top navigation

🎯 Step 2: Start Recording

The system has four key components working together:

🟢 Engine 1: Browser Speech (UX Feedback)

What it does: Shows real-time text as you speak

  • Instant visual feedback during recording
  • Client-side speech recognition
  • Display only - helps you see the meeting is being captured
  • No internet delay, responds immediately

Note: This is for UX only - not the final transcript

🟠 Recording System (Audio Capture)

What it does: Records the actual audio for processing

  • Captures entire meeting audio in high quality
  • Saves raw audio to secure cloud storage
  • Creates session document with meeting metadata
  • Ready for AI transcription when you need it

Setup: Runs automatically in the background

🟣 Engine 2: Google Gemini 2.5 (AI Transcription)

What it does: Creates professional transcription when you need it

  • Powerful AI transcription with speaker identification
  • Works in 130+ languages natively
  • Process saved audio whenever you're ready
  • High-quality, production-ready transcripts

Use: Click "Process" on any saved session to transcribe

Models: Most saved-session transcription runs on Gemini 2.5 Flash for speed and quality; Gemini 2.5 Pro is used in some backend flows.

🔵 Engine 3: Google Translate (Translation)

What it does: Translates transcripts between languages

  • Gold standard for text translation
  • 130+ languages supported
  • Translate transcripts for international teams
  • Real-time translation available

Note: Only needed if converting between languages - Gemini transcribes natively

📝 Step 3: Start Your Meeting

  1. Choose your transcription engine (see Step 2 above)
  2. Click the corresponding "Start" button
  3. Grant microphone permissions when prompted
  4. Begin your meeting and speak normally
  5. Watch words appear in real-time on your screen
  6. The AI automatically identifies different speakers

🌍 Step 4: Language Support

Native Language Transcription

Dicta-Notes transcribes natively in 130+ languages - no translation needed! Just speak in your language and get accurate transcription.

Optional Translation Features

For multilingual teams, use the translation toggle to convert transcriptions between languages in real-time.

Example: Spanish meeting → transcribed in Spanish → optionally translated to English for non-Spanish speakers

✅ Step 5: Save and Share

  1. When your meeting ends, click "Stop Recording"
  2. Click "Save Session" to preserve your transcription
  3. Enter a descriptive name (e.g., "Q1 Planning Meeting - Jan 2025")
  4. Choose export format: PDF, Word, Text, or Markdown
  5. Share with participants or archive for future reference

🔗 Enterprise Features Available

  • Organisation Workspaces - Personal, Union Local, or Corporate accounts
  • On-Demand Transcription - Process recordings when ready
  • Advanced Security - Firebase enterprise auth
  • PWA Installation - Works like native app
  • Document Analysis - Upload/capture document images for AI analysis
  • Speaker Management - 10+ speaker identification
  • Audio Playback - Waveform visualization
  • Cross-Platform - Desktop, mobile, tablet

💡 Pro Tips for Best Results

  • Speak clearly - Normal pace, clear pronunciation
  • Minimize overlapping - Let speakers finish before others start
  • Good audio setup - Close to microphone, quiet environment
  • Test first - Try a quick test recording before important meetings
  • Save recordings - Process with Google Gemini 2.5 when ready
  • Use System Audio for screen-shared presentations
  • Use Microphone for in-person meetings
  • Install PWA for better performance

📱 Mobile Recording Tips

On phones and tablets, the operating system pauses audio capture when you switch to another app. For an uninterrupted recording, keep Dicta-Notes open and in the foreground for the full duration of your meeting.

✅ Best practice on mobile

  • Dedicate your phone to the recording — don't use it for anything else during the meeting
  • Disable screen auto-lock or keep the screen on
  • Turn on Do Not Disturb to avoid notification interruptions
  • Install the app from Safari (iPhone) or Chrome (Android) for the best experience

💻 On desktop you can multitask freely

  • Switch tabs, look things up, or write notes — recording continues uninterrupted
  • Chrome, Edge, and Firefox all keep the recording running in the background
  • Use a laptop or desktop for meetings where you'll need your device for other tasks

Note: If you do switch apps on Android, the app will show you exactly how long it was in the background so you know what may have been missed.

⚠️ Troubleshooting

Browser Speech (UX) Issues:

  • Refresh page if words stop appearing
  • Check browser microphone permissions
  • Switch to Chrome/Edge for best compatibility
  • Remember: This is just visual feedback, your audio is still being recorded

Recording Issues:

  • Check microphone/system audio permissions
  • Ensure stable internet connection for saving
  • Verify sufficient storage space in your account

Transcription Processing Issues:

  • Wait for Google Gemini 2.5 processing to complete
  • Check session detail page for progress
  • Large audio files may take a few minutes to process

❔ Remember

This is a professional enterprise platform! Three powerful AI engines work together: Browser Speech for instant UX feedback, Google Gemini 2.5 for professional transcription, and Google Translate for international collaboration.

Universal language support: Google Gemini 2.5 transcribes natively in 130+ languages - you only need Google Translate if you want to convert transcripts between different languages for team collaboration.

Need help? Use the floating support chat in the bottom-right corner, or ask your team administrator for guidance on using the recording and transcription features.