Technical Notes

• 1: General Support Topics
• 1.1: Activity Screen Walkthrough
• 1.2: Best Practices
• 1.3: Changing Interface Locale
• 1.4: Changing Presenter Language When Streaming
• 1.5: Cvent Widget
• 1.6: Restoring Original Sound in Zoom
• 1.7: Sharing Minutes Between Accounts
• 1.8: Transactions Screen Walkthrough
• 1.9: Webex Support and Wordly
• 2: Creating and Using Wordly Sessions
• 2.1: Adding a Session
• 2.2: Attending a Session (Quick)
• 2.3: Capturing Audio for Wordly with Any Platform
• 2.4: Downloading QR Codes
• 2.5: In-Person Session Setup
• 2.6: Meeting Shortcuts
• 2.7: Uploading Sessions
• 2.8: Attending a Session (Advanced)
• 3: Creating and Using Wordly Glossaries
• 3.1: Adding Glossaries
• 4: Transcripts
• 4.1: Accessing Transcripts
• 5: Wordly Changelog

1 - General Support Topics

1.1 - Activity Screen Walkthrough

The Activity screen allows you to track the date, duration, minute use, and all other session activity. You can also:

• Track how many sessions you’ve attended.
• Track how much time you’ve used.
• Track which sessions are currently active.
• Download transcripts of sessions.

Navigating to the Activity screen

To access the Activity screen from anywhere within Wordly:

1. Move the mouse cursor to the left side of the screen.

2. Click on Activity ( ) from the expanding menu, as seen here:

Overview

• Sessions are listed on the left side of the screen by Session ID and Date only.

• Click on a session to open up the Usage Summary for that session on the right side of the screen.

• Click the Transcript icon ( ) within the Session details page to be taken to the transcript of that session. See the Transcripts Page Overview Article for more information about transcripts.

• Click the Options dropdown in the top right corner of the screen to download an activity report:

  

  Activity reports are Microsoft Excel spreadsheets (.CSV files) that detail everything that happened during a session.

  Activity report notes

  • Activity is reported from the time a session starts to the time Wordly receives a command to “end” the session.

  • Occasionally, the length of a session reported on the Activity Screen won’t match the time reported on the Transaction screen (indicated as Used Minutes).

1.2 - Best Practices

Audio Tips

We suggest using high-fidelity audio equipment such as headsets, headphones, earbuds, or boom microphones, preferably with noise-canceling technology.

Advise your presenters to avoid using integrated laptop microphones, which capture too much background noise. If a laptop microphone is the only option available, we suggest turning the microphone gain levels up as high as possible in their laptop system’s audio settings.

Coach your speakers

• If you have multiple presenters, make sure they know to speak one-at-a-time and avoid interrupting or speaking over each other.

• Presenters should know to enunciate clearly.

• Avoid using music with lyrics.

• Presenters should speak at a moderate pace, pausing between sentences briefly.

• Advise your presenters to pick a single language to speak in.

• Make sure your presenters have sufficient bandwidth to support high-quality audio capture.

Create Glossaries

• Glossaries are custom libraries which significantly increase the accuracy of Wordly’s transcription results. Without a glossary for reference, Worldly may be unable to properly transcribe unique phrases, words, and terminology that may be specific to your organization, employees, or departments. Check out this article to learn how to create glossaries.

• Make sure to create glossaries for all the languages which presenters will be speaking.

Set Practical Expectations

Many variables can affect the accuracy of Wordly’s translation, including available internet bandwidth and possible issues with hardware, software, and operating systems. Make sure to let your presenters know that while they should expect a great experience with Wordly, errors are possible.

1.3 - Changing Interface Locale

How to change your locale in the Portal

1. Click on your profile icon at the top right of the page and select Profile.

   

2. You will see your profile information, go to the last item (Locale). Click on the Locale icon.

   

3. Select your desired language from the dropdown menu. We currently support Japanese, French, Spanish, and English.

   

4. Click Change Locale when finished.

   

How to change your locale in the Attend app

1. At the bottom of the Attend page, you will see “Learn About Wordly Interpretation”. Under that section in grey print, to the right of “Terms of Service”, click on the Locale icon

   

2. Select your desired language from the dropdown menu. We currently support Japanese, French, Spanish, and English.

   

3. Click Apply when finished.

   

1.4 - Changing Presenter Language When Streaming

Intro

The Presenter Language (also called “Streaming Language”) is initially set up when adding a session. However, it’s possible to change it during a stream if necessary.

The method of changing the Presenter Language is different depending on how audio is being sent to Wordly:

• If audio is being sent to Wordly via Zoom or RTMPS, you must select and toggle the streaming language in your Wordly Portal. See Changing the Presenter Language in Wordly below.

• If each speaker in your meeting is sending their audio to Wordly via https://join.wordly.ai, then see “Join Instructions” below.

• If audio is being sent to Wordly via the mobile app, see “Mobile App Instructions” below.

Changing the Presenter Language in Wordly

1. With the session in progress, Go to Wordly’s Sessions page and use your meeting’s session ID to locate the session. Click on the black gear button to open the Live Session Controls box.

2. Click Change Streaming Language and select your desired language from the drop down menu:

   

3. Click Change when finished:

   

   If successful, a green SUCCESS box will appear briefly in the top-right corner of the screen. See the below image:

   

   Note

   Clicking change must be done at least 2 seconds before your speaker begins talking in that language.

Switching languages

When you add a language to a session, a blue toggle button with the language you just added will appear within the Live Session Control box.

To switch between languages, simply click the blue toggle button of the language you want to use at least 2 seconds before a presenter begins speaking in that language. See the image below:

You can add as many languages as you like to a session, and Wordly will create a blue toggle button for each language.

To add new toggle buttons, you’ll need to select a language from the list and click on the red Change button:

Once you click on the red Change button, the new language will take effect 2 seconds later, and you’ll have created a new blue toggle button for that language. See the image below:

Changing the Presenter Language in Wordly Join

1. Once you join an active session through a Wordly Join link (https://join.wordly.ai), you’ll see a screen similar to the one below. In this example, Worldy is currently expecting the presenter to speak in English:

   

2. To change the language Wordly expects to hear, click on the triangle button to the immediate right of the current language, as seen below:

   

3. This will open the dropdown menu of available languages. Select the language you want to speak.

   

   Note

   You can also click on the “down” arrow button on the far right side of the screen. This will open a new row that includes the two languages most recently selected, which you can toggle between.

4. Confirm that your preferred language is now visible at the top of the screen, as seen below:

   

Mobile App Instructions

1. Open the Wordly mobile app and start a session or join an existing one. You’ll see a screen like this:

   

2. Tap the named language (“English (US)” in this example) near the top left corner of the screen. This will open the language menu at the bottom of the screen, as seen here:

   

3. Tap on your preferred language. In the example below we’ve selected Japanese, which now appears in the top left corner as the active language. Wordly will now translate what speakers say into this chosen language:

   

4. To switch back to your initial language, tap the blue button with that language near the top of the screen. As you switch languages, up to 3 buttons can be displayed. In this manner you can switch between your preferred languages rapidly. In the example below we’ve switched back to English (US).

   

   Note

   The currently active language is indicated with a blue circle.

1.5 - Cvent Widget

The Cvent Widget allows you to integrate the Wordly App into the Cvent Attendee Hub for your webinars and conferences, providing a cohesive translation experience.

Setting up the Cvent Widget

1. In Cvent, begin by selecting your event. From the left-hand navigation, click Attendee Hub, then Website and App.

2. Click on Manage website and app. This will take you to the Event App Builder.

3. In the left-hand menu, Click on Features, then Session Content. Scroll down to Code Widgets, then click on Set Up or Manage.

4. Click Create code widget to the left of the canvas. Enter in a name and select an icon to represent your widget.

5. Click Select Session then select the session to which you’d like your widget assigned. Then click on Add code to the right of the session name.

   a. In the text box, enter the iframe code for your Wordly session in the following format:

   <iframe src="https://attend.wordly.ai/frame/AAAA-0000?bgcolor=FFFFFF&fgcolor=000000" width="100%" height="400px">

   b. Do not include a terminating tag.
   

   Note

   Be sure to replace “AAAA-0000” in your iframe code with the Session ID for your Wordly session.

Verifying Wordly Widget Was Successfully Added

1. Click on Overview, then click on Visit Website at the right of the page.

2. Navigate to your session, and click on the Session Title. This will take you into the session where you will be able to see the Wordly Widget at the right side of the screen.

3. Click on the widget to see if the iframe you have installed.

   a. <iframe src="https://attend.wordly.ai/frame/AAAA-0000?bgcolor=FFFFFF&fgcolor=000000" width="100%" height="400px">

1.6 - Restoring Original Sound in Zoom

Standard Zoom audio changes the way speakers sound in an attempt to improve audio quality. Unfortunately, this introduces distortions in the speech pattern of spoken audio, which can degrade the quality of Wordly’s translation.

It’s possible to restore the original quality of Zoom’s audio by following the steps below. Wordly translations will be significantly better in all languages when “Original Sound” is used:

1. Run Zoom.

2. Start a Zoom meeting or join an existing one.

3. Once you’re in the meeting, click the up arrow next to the Mute button in the bottom-left corner:

   

4. Click Audio Settings…

   

   This will open the Zoom Audio Settings window:

   

5. Under Music and Professional Audio, check the following boxes:

   • Show in-meeting option to enable “Original Sound”
   • Echo cancellation

6. Uncheck all other options within Music and Professional Audio, as seen below:

   

7. Close the Settings window, and Leave the current Zoom meeting.

8. Rejoin the meeting you were in, or start a new one. In the top-left corner of the meeting window you’ll see the following:

   

9. Click on Original Sound: Off (and not the arrow). It will change to the following:

   

You are now using Zoom’s Original Sound setting. To deactivate original sound or change your audio options, return to Zoom’s Audio Settings screen.

1.7 - Sharing Minutes Between Accounts

Follow the steps below if you want to share billable minutes between multiple accounts.

There are two prerequisites for sharing minutes:

• The Wordly accounts you want to share minutes with must already exist.

• If you intend on manually sharing minutes between multiple accounts, you’ll need more than one web browser (Chrome, Safari, Firefox, Edge, etc) installed on your computer so that you can log in to both accounts simultaneously.

  • If you attempt to use the same browser to log into another account, Wordly will automatically sign you out of the current active account.
    
    

Sharing minutes

When you first login to Wordly, you’ll automatically start on the Dashboard:

1. Move the mouse cursor to the left side of the screen

2. Click on Accounts ( ) from the expanding menu to open the accounts page, as seen here:

   
   
   

3. From the Accounts page, click on + Add Account ( ) in the top right corner:

   
   
   This will open up the Add Account window:

   

4. Enter a Title and Description for the pre-existing account you want to share minutes with.

   Caution

   Avoid checking the Set as Default box, as this will change your default account to the one you’re adding.

5. Click Save ( ) when ready.
   
   

6. With the account added, click Transfer Minutes ( ) in the top right corner. This will open up the Transfer Minutes window:
   
   
   
   

7. In the From Account dropdown, choose your current account if it’s not already selected.

8. In the To Account dropdown, choose the pre-existing account you just added in step 5.

9. In the Minutes Dropdown, enter the number of minutes that you want to share and click Transfer ( ).
   
   

10. Click Share ( ) to open the Share Account window:
    
    
    
    

11. In the Share Account window, enter the email address associated with the pre-existing account you want to share minutes with, and click Share ( ).

    Note

    No actual email is sent during this step. This is a verification process to ensure the minutes are going to the correct account.

    If successful, you’ll see that the account has been sent an invitation to share minutes:

    

    • Click the edit button ( ) to edit the account information.

    • Click the white trashcan button ( ) to delete the account.

    • Click the book button ( ) to go to the Transactions page.

    • Click the shopping cart button ( ) to go to the Purchase page and buy more minutes.

    • Click the send icon button ( ) to send another invitation to the account.

    • Click the black trashcan button ( ) to cancel the invitation.
      
      

12. Open up your alternative web browser (Chrome, Safari, Firefox, Edge, etc) and log in to the account you shared minutes with. You’ll automatically start on the Wordly Dashboard:

    • Note that this account will have the 20 free minutes provided to every new Wordly account, indicated on the left side of the page.

    • Also Note the bell icon the top right corner of the screen, indicating you have a new alert.
      
      
      
      

13. Click the bell icon to open the Alerts page and see the invitation:
    
    
    
    

    Note

    If you want your alternative account to use the shared minutes, make sure to check the Set as Default box at this point. If you create multiple accounts, you’ll need to switch whichever account will be using the shared minutes to be the default for the duration of the session.

14. Click Accept ( ), and then Yes on the following confirmation dialogue box:
    
    

15. In the following window, click the Resolved check box to close the issue and remove the alert from the account:
    
    

16. You’ve now successfully shared minutes between accounts. Return to the Dashboard to see your updated minutes on the left side of the screen. In the example below, there are now 40 minutes available.
    
    

1.8 - Transactions Screen Walkthrough

The Transactions screen lists every addition and subtraction of billable minutes from any of your accounts, as they occur.

Navigating to the Transactions screen

To access the Transactions screen from anywhere within Wordly:

1. Move the mouse cursor to the left side of the screen.

2. Click on Transactions ( ) from the expanding menu, as seen here:

   

   This will take you to the Transactions screen.

Overview

Below is a screenshot of the Transactions screen. See the following information for details on the layout:

• Transactions are listed on the left side of the screen by date and the number of minutes added or subtracted.

• Click on a transaction to open up the Transaction details for it on the right side of the screen.

• If you have access to more than one account, you can select it from the Account dropdown near the top of the left side of the screen, as seen here:

  

• To the immediate right of the Account dropdown is the total number of minutes available for the selected account.

• Click the Options dropdown in the top right corner of the screen to download a Transaction report:

  

  Transaction reports are Microsoft Excel spreadsheets (.CSV files) that detail every transaction attributed to an account.

1.9 - Webex Support and Wordly

Wordly can be seamlessly integrated into Webex to enable meeting and Webinar attendees to participate in the language of their choice. Follow the instructions below to integrate Wordly into your Webex platform.

This guide covers:

• Configurations of your settings on Webex
• Initiating Wordly from a meeting or Webinar
• Displaying real-time translation or transcription
• Hearing audio in translated language

To use Wordly with Webex, you’ll need the following:

1. A Wordly account with available minutes.

2. A valid Webex account with administrator credentials. These are necessary to enable features on the Webex platform. (Contact your Webex administrator if you have any questions or need permissions on your Webex account).

Setup

Step 1 - Create a Wordly session

Create a session on the Wordly portal for the same time as your meeting/webinar. If you’re unsure how to create a session, check out the Adding a Session article first.

Step 2 - Enable “Other Streaming Services” in Webex

1. Sign in to your Webex account as an administrator.

2. Navigate to Common Settings > Site Options > Live Streaming Providers and check the Other streaming services box:

   

Step 3 - Enable “Live Streaming” in Webex for individual users

Check out the section at the bottom of this Webex support article to learn how to enable live streaming for individual users.

Step 4 - Start your meeting or Webinar

Step 5 - Start “Live Streaming” for your meeting

1. When you initiate Live Streaming in Webex, a window will appear asking for service information for “Other streaming services”. Enter the following info:

   • Streaming Service: Wordly
   • Target stream link: rtmps://media.wordly.ai/live
   • Target stream key: Wordly Session ID_Wordly Session Pass Key. See the following Example: ETOE-9747_298157

2. Click on Start streaming.

   

3. Select Share > Share Multimedia from the Webex menu:

   

4. Enter the following URL to share : https://attend.wordly.ai/enter/SESSION-ID

   

5. The audience can now pick the language of the translation they see by clicking on gear button ( ) and selecting a language:

   

Setting a language for the audience

Follow the steps below if the audience wants to hear the translation in a specific language.

1. In Webex, click on Multimedia Viewer and select Audio Connection:

   

2. Click Disconnect:

   

3. Unmute the speaker icon on the Wordly multi-media window

   

Users should now be able to hear the translated audio.

Known limitations:

1. All meeting conversations should happen only in one language.

2. Translation quality will be significantly affected if people speak in a language other than what is selected by the host as the default language for the meeting.

3. There is an inherent delay between when a speaker completes a sentence and the sentence being correctly translated into another language.

4. Transcripts are only accessible to the host and in the default language the meeting is hosted in.

2 - Creating and Using Wordly Sessions

2.1 - Adding a Session

When you first login to Wordly, you’ll automatically start on the Dashboard:

To access the Sessions page:

1. Move the mouse cursor to the left side of the screen
2. Click on Sessions () from the expanding menu, as seen here:

Adding a Session

If you’re using a web browser to log in to Wordly, click + Add Session ( ).

This will open up the following menu:

Fill in the following information as it appears:

Title

The name of your session. At the moment, session titles only display within the list of sessions on the left side of the Sessions page, and within exported session transcripts.

Presenter

The name of the person Speaking during the session.

• If the presenter will be using a streaming interface (Zoom, etc), this field will be auto-populated with “Wordly”.
• However, if the presenter uses the Join App or the Wordly mobile app as their audio source, then their actual name will come up.

Start Date

The date the session is planned to start.

Start Time

The time the session is planned to start.

• While it’s required to include a start time, a session isn’t required to begin at the indicated time, as long as it starts within 48 hours after the set time.

Account

The account field will be auto-populated with your account information. If you have multiple accounts or use a shared account, select the account you wish to bill from the dropdown.

Duration

The desired length of the session by hours and minutes. The duration you set will add to your scheduled minutes on the Wordly dashboard.

• 01:00 = 1 hour
• 00:30 = 30 minutes

Language

Choose carefully, as the selected language is what Wordly translates from. For example, if the presenter of your session will be speaking French, the chosen language should be set to French, even if the intent is to have Wordly translate it into another language.

• It’s possible to change the language of a session after the session has started, as well as during an active session. Check out this article for instructions.

Glossary

Select a pre-made glossary.

• Only 1 glossary can be used per session.

Transcripts

Transcripts are written/printed versions of all the dialogue spoken during a session. At the moment, transcripts are only available to private accounts, and can’t be shared through Wordly. Choose an option from the dropdown:

• Save No Transcripts - No transcripts will be saved.
• Private - Transcripts will be saved to your account automatically on completion of a session, in the chosen language of the speaker.
• Allow Public Transcripts - Not functional at this time.

Access

Access determines who can attend a session and the security required to enter. There are two options available:

• Open - Anyone with an Attendee Shortcut (see below) can attend the session.
• Require Attendee Passcode - Determines whether or not a passcode is required to join the session. The passcode must be at least 6 characters.

“Pinned” checkbox

Typically, 24 hours after a session begins, it is moved from the Upcoming list to the All list. Checking the Pinned box retains the session in the Upcoming list indefinitely.

When you’re ready to continue, click Save ().

• To edit an existing session, select it from the list on the left side of the screen, and click the Edit icon () in the Session Details box on the right.

• To delete an existing session, select it from the list on the left side of the screen, and click the trashcan icon () in the Session Details box on the right.

Label

Labels allow the user to add a word or phrase to their session so it is easier to search for later.

Voice Pack

Sessions can be assigned a voice pack. A voice pack is a curated list of voices for the Wordly attendee languages.

• If you do not specify a voice pack when creating a session, then the created session will use the voice pack selected in your Wordly profile. By default, your profile will be set to use the default voice pack, which is currently Voice Pack 1.

• You can sample the voice packs for different languages when editing a session or updating your profile in the Wordly Portal.

Session Lists

Once your session is saved, it will be visible on the left side of the session screen. The Upcoming list shows sessions scheduled for the future or pinned sessions. Clicking All to the right of Upcoming will show all sessions, past and present.

Sharing the Session

Once you’ve finished adding a session, you’ll be provided with a series of links to send to attendees and presenters.

Attendee shortcuts

Attendee Shortcuts are intended for viewers/listeners only. Please do not get these confused with Meeting Shortcuts (see below), which are intended for speakers/presenters.

• Share the provided link with anyone you want to attend your sessions. Click the email icon () to open your computer’s email client with a pre-populated message containing the provided link.

• Click the copy icon () to copy the provided link to your system’s clipboard.

• Alternatively, provide the QR code so that anyone with a smartphone can scan it via their camera app. The QR code can be easily printed by clicking the print icon ().

Meeting shortcuts

Meeting Shortcuts are intended only for those people who you plan on presenting during this session. It’s important not to get these confused with Attendee Shortcuts (see above), which are intended for viewers/listeners only. Please use Meeting Shortcuts cautiously.

For security purposes, a six-digit passcode is required to access a session as a presenter.

• For convenience, the top link includes the passcode.

• For additional security the bottom link will ask for the passcode, which can be provided separately.

Streaming Shortcuts

• Click the “email” icon to open your computer’s email client with a pre-populated message containing the provided link.

• Click the “copy” icon to copy the provided info to your system’s clipboard.

Certain services (such as Vimeo) might not work with the information provided in the top-half of the box. If you’re having trouble streaming, try using the alternative links provided at the bottom of the box.

Billing Minutes

• Minutes are not charged based on the duration of a session, but actual used minutes.

  • For example, if a session is set for 1 hour but lasts only 37 minutes, only those 37 minutes are charged.

  • Conversely, If a session is set for 1 hour but goes 1 hour 5 minutes, 65 minutes will be charged.

• Minutes stop being charged either when the stream to the session is ended, or when the presenter mutes their microphone.

• Sessions do not end automatically at the end of the scheduled duration.

• If you’re streaming, you must end the stream manually to avoid having minutes charged.

• To prevent the usage of unused minutes, you’ll need to manually** end the session** when finished. Otherwise, Wordly will continue to bill your minutes until either your minutes run out, or the session is ended automatically.

  • To prevent minutes being charged accidentally, Wordly will automatically end a session after two hours if no stream is detected.

  ---

2.2 - Attending a Session (Quick)

Browser

To attend a session in a web browser, you must have first received an Attendee Link.

1. Click the Attendee Link. It should look like this: https://attend.wordly.ai/

2. Once clicked, a Wordly Attend page will automatically open in your default browser:

3. Choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

4. If it’s not already filled in, enter the Session ID.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

     • Example : https://attend.wordly.ai/join/RNBR-7474

5. When ready, click the Attend button ( ) to start.

6. When finished, close the browser, the tab, or click the exit button ( ) to leave the session.

Mobile browser

To attend a session on a mobile device’s web browser, you’ll need an Attendee Link or QR code to scan.

Attendee link

Attendee links are typically sent through email or text message.

1. Tap the Attendee Link. This will automatically open Wordly in your device’s default browser:

   

2. Tap on the language dropdown to choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

3. If it’s not already filled in, enter the Session ID number.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

   • Example : https://attend.wordly.ai/join/RNBR-7474

4. When ready, tap the Attend button ( ) to start.

5. When finished, close the browser, the tab, or click the exit button ( ) to leave the session.

QR codes

Follow these steps to attend a Wordly session through a QR Code:

1. Use your mobile device’s camera or barcode scanning app to scan the QR code, which will appear similar to this:

   

   The Wordly Attend window will automatically open in your device’s default browser:

   

2. Tap on the language dropdown to choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

3. If it’s not already filled in, enter the Session ID number.

   • The Session ID is always four-letters and four numbers.

   • If not explicitly provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

   • Example : https://attend.wordly.ai/join/RNBR-7474

4. When ready, tap the Attend button ( ) to start.

5. When finished, close the browser, the tab, or click the exit button ( ) to leave the session.

2.3 - Capturing Audio for Wordly with Any Platform

Wordly needs access to session (webinar, meeting, conference session, so on) audio, so Wordly can output real-time translation. With video conference platforms like Google Meet, Discord, or Microsoft Teams, Wordly needs a way to “hear” all the audio from the meeting.

The overall idea is to attend your platform meeting in one window of your computer and run Wordly to capture the audio in another. Then you will connect the two windows together using a virtual audio cable. There are a number of ways to do this; this document will address one method that uses a third-party application called VB-Cable.

Pre-requisites

To capture audio from all participants, rather than only audio from your mic, you will need:

• A second computer not in use by a meeting participant. (You could use only one computer, but you wouldn’t be able to hear the meeting.)

• VB Cable application or alternative software. VB-Audio Virtual is a third party not associated with Wordly.

• A Web browser (to best capture audio, Wordly recommends Chrome).

Only one computer attending the meeting will need these downloaded. This computer will act as the audio routing device to Wordly for the entire meeting.

Setting Up VB Cable

You will only need to do this once. Please move to Preparing to Capture Your Meeting Audio if you have already downloaded and installed VB Cable.

1. Download VB Cable.

VB Cable can run on either Windows or Mac. Follow directions on VB Audio’s site for your operating system.

2. Install VB Cable.

Preparing to Capture Your Meeting Audio

1. With the second computer, join your virtual meeting as an attendee. Do not join as a host or panelist.

2. Mute the meeting on the second computer.

Connect Meeting Audio to Wordly through VB Cable

1. Go to system settings, sound.

2. Change audio input and output to VB Cable.

3. Launch Chrome.

4. Go to Wordly Portal, then go to Sessions .

5. Select your Wordly session.

6. In Meeting Shortcut, click on the top link.

7. Clicking the link will bring you to Wordly Join. Join the session.

8. Make sure the microphone icon on the Meeting Shortcut is not muted. Make sure your browswer has permission to use the microphone.

9. Click the upper right hand three dots within the Meeting Shortcut.

10. Click settings, then select VB Cable.

Audio will now be captured from your video conference platform for Wordly translation.

2.4 - Downloading QR Codes

Wordly offers QR codes as a quick and simple way to join a session. These QR codes can be downloaded in multiple formats for ease of use at meetings and conferences.

In Sessions ( ), select your target session.

Click Attendee Shortcuts to expand the box and reveal the URL and QR code. To the right of the QR code, click the download button ( ).

This will bring up a new window with three options for downloading format:

• QR code alone
• QR code with passcode
• QR code with instructions

Each will download as a .zip file. Inside will be a folder labeled session_qr_codes, which will contain a PDF with your QR code in your chosen format.

The QR code alone PDF will include the QR code as well as the URL to the session.

If your session requires an attendee passcode, you can use the “Download with passcode” option to create QR codes with the passcode built in or with the passcode provided below the QR code. See Adding a Session for how to create a session that requires a passcode.

The QR code with instructions PDF will present three illustrated steps to opening and attending the session. 1. Scan QR code or go to the URL. 2. Choose language and click attend. 3. Use headset on your phone for audio or read transcript on your device.

Downloading Multiple QR Codes

You can download multiple sessions’ QR codes at once. If you select multiple sessions, the option to download QR codes will appear on the right. Clicking the download button will bring up a window with the three format options. Note that when “QR code with instructions” is selected, sessions that require a passcode will not be included because they require the user to take additional steps to attend.

Printing QR Codes

To the right of the download button is the print button ( ). Clicking this will bring up a new browser window with the QR code.

2.5 - In-Person Session Setup

Wordly can be used for in-person meetings and events. To use Wordly in this manner, you will need to connect Wordly directly to the meeting or conference room audiovisual equipment.

The goal of this guide is to assist you in determining the equipment and configuration required to connect Wordly directly to your AV systems. Keeping in mind the variations in mobile devices and audio equipment, this guide will detail how to set up Wordly’s real-time translation for an in-person session.

Conference Room Setup

Required Equipment

To be provided by conference organizer

1. Presenter Device: Android (6.0 or later), iOS (11.0 or later) device, or laptop computer with WiFi connectivity.

   Note: This device is referred to as Presenter Device. However, this is the device used by the audiovisual technician to run Wordly to translate the presenter’s speech.

2. Internet connectivity for attendees to connect to session(s) from their personal device.

3. Audio mixer board or system with AUX output/headphone jack.

4. Speaker cable compatible with available output port on audio mixer and ending in a ¼-inch male connector (for example: a ¼” to ¼” cable: see on Amazon.

   Note: we suggest sourcing this cable from your AV supplier as they will be able to provide the correct cable for their equipment.

5. Audio interface adapter for iOS/Android/Laptop (

   • If you are using a device with a headphone jack, you will need the iRig 2.

   • If you are using a current model iPhone or Android with Lightning or USB-C, you will need the iRig2 HD.

Getting Started

• Create a Wordly by scheduling a session in the Wordly Portal. Go here to learn more about scheduling a session.
• While an account is required to create a session, the AV technician only needs the session-specific passcode to run the session.
  • The AV technician is not required to have an account or create the session.
• If using a mobile device, use the Wordly application (can be found in the App Store or Play Store).
• If using a laptop, find the Wordly meeting link. The Wordly meeting link can be found in the Meeting Shortcuts in the Wordly Portal.

Example Equipment Setup

Wiring diagram

(see pictures below)

1. Connect to the audio output port of the AV equipment sound board. (Pictured: a ¼" male to ¼" male speaker cable).

Alternately, if an audio output port is not available, connect to a headset port on the audio mixer board.

2. Connect the other end of the speaker cable to the “guitar” input of the audio interface device (iRig 2 or iRig 2 HD).

3. Connect the audio interface device (iRig 2 or iRig 2 HD) to the Presenter Device (i.e., the Android/iOS mobile device or laptop running Wordly). (Pictured: 3.5mm pin from the audio interface device connected to the headphone jack of an iPhone.)

4. Connect the Presenter Device to power.

Troubleshooting

Presenter Device stops showing translation

• Make sure the Presenter Device is on.

• Make sure the Presenter Device is not in screen saver or screenlock mode.

• Ensure Presenter Device is connected to Internet.

• On Presenter Device, ensure that the session has started.

• Make sure cables are plugged in properly (see wiring diagram).

• Turn Gain on iRig 2 to maximum.

• Ensure iRig 2 is set to “Thru”.

• Adjust volume on audio mixer line out until presenter transcription is consistent and correct.

• If Wordly session has Internet and is started, but you are unable to see text on Wordly, unplug iRig 2 from Presenter Device and speak directly into device.

  • If text is seen, then the issue is likely with the audio not reaching the audio output from the AV system. Replug iRig 2 into Presenter Device and try audio mixer line again.

  • If no text is seen, check that the Wordly application is allowed to use the microphone in privacy and security settings of the Presenter Device.

Attendee’s device stops showing translation

• On attendee device, select END to leave the session.

• Enter code to rejoin session.

2.6 - Meeting Shortcuts

In Sessions (), select your desired session and click Meeting Shortcuts (below Attendee Shortcuts).

Using the first URL under Meeting Shortcuts, join the Wordly session. Be sure to allow your browser to access your microphone. Remember that if you want people to attend but not speak, send them the attendee shortcuts link instead.

Wordly will translate your speech and the text you see into the selected language (shown next to the microphone icon). Changing the language in “talk/listen” will change the language into which Wordly’s speech recognition translates and transcribes for you. Others’ translation settings will not be affected.

Wordly works best when enunciating clearly. You can use Glossaries to allow Wordly’s speech recognition to include unique terminology.

Bilingual Mode

Meeting Shortcuts also allows the user to switch quickly between two languages. Pressing the down arrow to the right of the End Session icon will bring up talk/listen.

The language selected in “talk/listen” should be the language you are speaking in. It will also be the language Wordly will translate into. The language selected in “paused” is, essentially, waiting in the wings. Wordly’s real-time translation will not appear in that language until you click the switch button (the icon of arrows pointing in opposite directions).

Once clicked, the language in “paused” will become the “talk/listen” language and the previous “talk/listen” language will be paused. You can switch back and forth ad infinitum.

2.7 - Uploading Sessions

Access the Sessions page using the expanding menu on the left:

1. Move the mouse cursor to the left side of the screen
2. Click on Sessions () from the expanding menu, as seen here:

How to add multiple sessions?

1. From the Sessions screen, click on the ▼ Options menu at the top right of the screen and then select “Upload Sessions”.

2. It should open the “Upload Sessions” dialog. This screen allows you to upload a spreadsheet containing data for multiple session.

Before creating the spreadsheet

After setting these defaults, the corresponding columns can be omitted from the spreadsheet if only the default values are required.

How to create the spreadsheet

1. Click on “Download Example Excel” and open the downloaded file.

2. Fill the spreadsheet

The downloaded file includes two rows:

• The first one is the header and should not be removed or edited.
• The second one is an example row to use as a reference. You can remove this row or replace the example values.

Fill out the spreadsheet with information for the sessions you wish to create. A new session will be created for each row in the spreadsheet. Below is a description of the values expected in each column.

Uploading the spreadsheet

Once you have added your sessions to the spreadsheet, save the file (the name can be changed) and use the upload dialog to upload the file to Wordly.

Reviewing and submitting the sessions

After the upload process is finished, the Portal will present the session information for your review. If there are any errors, the incorrect fields will be highlighted in red. All incorrect fields should be fixed or removed; otherwise the Submit button will remain disabled.

Click the pencil icon to edit the row you want to fix, or click on the trash icon to delete it. Once all rows are fixed and you’re happy with the changes, click “Submit” to create the sessions.

2.8 - Attending a Session (Advanced)

To attend a session in a web browser on your desktop, you must have first received an Attendee Link.

1. Click the Attendee Link. It should look like this: https://attend.wordly.ai/

2. Once clicked, a Wordly Attend page will automatically open in your default browser:

3. Choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

4. If it’s not already filled in, enter the Session ID.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

     • Example : https://attend.wordly.ai/join/RNBR-7474

5. To switch Wordly’s interface to another language, click the Symbol ( ) and choose your desired language from the dropdown.

6. When ready, click the Attend button ( ) to start. Alternatively, continue reading to learn about additional options for Wordly Attend.

Additional Options

Click “More options” at the bottom of the login box to access additional features.

• Enter passcode - Enter a passcode to join the session, if you’ve been provided with one. If not, it’s likely you won’t need one.

• Enter Name - Enter your name if desired. This is completely optional.

• Choose a display mode - Display modes change how the Wordly session appears in your web browser:

  • Normal - This is the default look of Wordly:

  

  • Display - If you have light accessibility concerns, choose Display mode:

  

  • CART - If you have strict accessibility concerns, choose CART mode:

  

Advanced options for desktop browsers

Within a “Normal” Wordly session are some advanced options you can access:

• Click the language dropdown ( ) to change the displayed language.

• Click the speaker button ( ) to hear a text-to-speech version of the translated dialogue.

  • If the icon isn’t visible, it means the audio output for that language isn’t supported, or you’re using the “Display” or “CART” display modes.

• Click the options button ( ) for more options:

  • Click the help button ( ) to show some common questions and answers.

  • Click the gear button ( ) to bring up the “Show only complete phrases” box.

    • Check this box If you’d prefer to only read complete phrases that have been translated by Wordly and not see the words and sentences update.

  • Click the exit button ( ) to leave the session.

When finished, close the browser, the tab, or click the exit button ( ) to leave the session.

Mobile browsers

Attendee link

Attendee links are typically sent through email or text message.

1. Tap the Attendee Link. This will automatically open Wordly in your device’s default browser:

   

2. Tap on the language dropdown to choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

3. If it’s not already filled in, enter the Session ID number.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

   • Example : https://attend.wordly.ai/join/RNBR-7474

4. When ready, tap the Attend button ( ) to start.

5. When finished, close the browser, the tab, or click the exit button ( ) to leave the session.

QR codes

Follow these steps to attend a Wordly session through a QR Code:

1. Use your mobile device’s camera or barcode scanning app to scan the QR code, which will appear similar to this:

   

   The Wordly Attend window will automatically open in your device’s default browser:

   

2. Tap on the language dropdown to choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

3. If it’s not already filled in, enter the Session ID number.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

   • Example : https://attend.wordly.ai/join/RNBR-7474

4. When ready, tap the Attend button ( ) to start.

5. When finished, close the browser, the tab, or tap the exit button ( ) to leave the session.

Additional Options

Tap “More options” at the bottom of the login box to access additional features.

• Enter passcode - Enter a passcode to join the session, if you’ve been provided with one. If not, it’s likely you won’t need one.

• Enter Name - Enter your name if desired. This is completely optional.

• Choose a display mode - Display modes change how the Wordly session appears in your web browser:

  • Normal - This is the default look of Wordly:

    

  • Display - If you have light accessibility concerns, choose Display mode:

    

  • CART - If you have strict accessibility concerns, choose CART mode:

    

Advanced options for mobile devices

Wordly sessions using the Normal display mode have some advanced options you can access:

• Tap the language dropdown ( ) to change the displayed language.

• Tap the speaker button ( ) to hear a text-to-speech version of the translated dialogue.

  • If the icon isn’t visible, it means the audio output for that language isn’t supported, or you’re using the “Display” or “CART” display modes.

• Tap the options button ( ) for more options:

  

  • Tap the help button ( ) to show some common questions and answers.

  • Tap the gear button ( ) to bring up the “Show only complete phrases” box.

    • Check this box If you’d prefer to only read complete phrases that have been translated by Wordly and not see the words and sentences update.

  • Tap the tap the exit button ( ) to leave the session.

When finished, close the browser, close the tab, or tap the exit button ( ) to leave the session.

3 - Creating and Using Wordly Glossaries

3.1 - Adding Glossaries

Glossaries allow you to customize Wordly’s speech recognition to include your organization’s unique terminology, such as the special phrases or names of products, people, and departments. Glossaries are custom libraries which significantly increase the accuracy of transcription results. Without a glossary for reference, Worldly may be unable to transcribe unique phrases, words, and terminology.

It’s possible to create multiple glossaries for specific uses (such as IT, research, regional sales teams, etc).

Tips

• Glossaries increase the accuracy of transcribing spoken words into text.

• Make sure your presenter has a quality microphone. The more clear the audio, the better the transcription.

• Glossary terms should be as concise and unique as possible for best performance.

• It’s important to add words, phrases, terminology, names, acronyms, and abbreviations as you expect them to be spoken aloud naturally.

  • For example, in the real world, the presenter isn’t likely to say “FBI - The Federal Bureau of Investigation”, so to transcribe this properly, the glossary should just include “FBI”.

Creating a New Glossary

To access the Glossaries page from anywhere within Wordly:

1. Move the mouse cursor to the left side of the screen

2. Click on Glossaries ( ) from the expanding menu, as seen here:

Once you’re on the Glossaries page, click +Add Glossary ( ) to get started. This will open up the following menu:

Enter the following info to create a glossary:

Title

Enter the name of your Glossary. A title is required to save the glossary.

Phrase Box

Language

Choose the language that the presenter will be speaking in.

Boost

In the Boost tab ( ), add the phrases and terminology that you think Wordly will need help with transcribing. This can include names, acronyms, terminology, and abbreviations, but must be added as they’re spoken aloud naturally.

• One term per line. You must add a line-break (press “Enter” on your keyboard) before adding another term.

• Glossaries can contain up to 2500 individual terms.

• One term can be up to 100 characters.

• It’s possible to copy and paste a list of terms into the “Phrases” box, as long as they’re separated with line-breaks.

Names

Include names that you’re unlikely to find in a dictionary. This includes:

• People’s names
• Organization names
• Place names
• Product names
• Department names

Terminology

Include terminology that is “specialized”, such as:

• Industry jargon
• Organizational terminology
• Departmental terminology

Acronyms

Acronyms should be included on their own, without their meaning. Examples:

• FBI
• CIA
• STD
• DARPA
• NATO

Abbreviations

Abbreviations include two-letter acronyms that are spoken aloud, such as:

• AI - (Artificial Intelligence)
• IT - (Information Technology)
• ID - (Identification)
• EG - (Exempli Gratia or “for example” )
• IE - (“In other words” or Internet Explorer)
• VR - (Virtual Reality)
• AR - (Augmented Reality)
• ER - (Emergency Room)
• RV - (Recreational Vehicle)

Emphasis

Emphasis can improve the accuracy of Wordly’s transcription quality by expanding how the sounds that make up a word are processed.

To add emphasis to a word, enter the word into the phrases box, add a space after the word, and either 1 or 2 exclamation marks. See the following examples:

• Wordly !
• Moishe !!
• Acetaminophen !!
• Parasetamol !
• Chevrolet !
• Porsche !!

If a word isn’t being transcribed correctly, try emphasizing it with 1 exclamation mark initially. If it still isn’t being transcribed, use 2 exclamation marks.

Wordly will prioritize the correct transcription of emphasized words over non-emphasized, similar-sounding words. For example, “Porsche” might be mistranscribed as “porch” if the word isn’t emphasized.

Using multiple languages

To include terms in more than one language, click Add Language (). This will automatically collapse the current “Phrases” box and create another. See the example of what that looks like here:

• Click on any of these Phrase boxes to edit the list of terms for that language.

• To remove one of your languages from a glossary, click the X () next to it.

• Click the alphabetize button ( ) to automatically alphabetize all the terms in the phrase box.

When finished, click the Save button ().

At this point your glossary will be saved, and you’ll be able to include it when adding a session.

Creating and Using a Blocklist

Blocklists are the inverse of Boosted phrases in that these are lists of words that you want Wordly to avoid. For example, suppose you want to block spicy words like “paprika” or “turmeric”. You can add them to your glossary’s Blocklist as shown below. Should a “spicy” word be spoken during a session, it will not appear in the transcript.

1. In Glossaries ( ), select your glossary.

2. Click the target language section to reveal your word lists. There will be three tabs: Boost ( ) Block ( ) and Replace ( ).

3. Select the Block tab.

4. Click inside the box to start typing words you do not want Wordly to transcribe. Each word or phrase should be on its own line.

5. Press Save ( )

Remember to select the desired glossary when creating a session. As long as your glossary is selected, the Blocklist will work just as the Boost list.

Adding Replacement Words

AI can often misconstrue words. To help create the smoothest translations, Wordly’s Glossary now offers word replacement along with the Boost and Block

For example, if talking about a 4D experience you might type “forty -> 4D” to make sure 4D is not recognized and translated as forty. Names can also sometimes cause issue. For example, with the last name Firby, you’d want to avoid it getting recognized as the toy Furby, and thus, should add “furby -> Firby” to your replacement list.

1. Open Glossaries ( ) and select the desired glossary.

2. Click the Replace tab ( ) and click in the text box.

3. Write the word you do not want, type “->”, then write the word you do want to appear instead. Note: Without the “->”, an error message will appear in red below the text box.

4. Press Save ( ) to save your work.

Customizing Translations Through Word Replacement

You can use the Replace function to customize translations. Whereas the Boost function nudges Wordly’s translation software, replacing will force the text into one translation as opposed to another.

In your Glossary, select your target language, go to the Replace tab, and write a rule to replace the unwanted translation with the desired translation.

For example, if you are talking about coffee, you might want to for the word “bean” translates to the correct sort of bean.

Another example would be if a geologist needed to talk about boring holes and wanted to assure that “boring” was not translated as the more common meaning of tedious or dull.

Do Not Translate

If you do not want a term translated, you can write a rule to replace the unwanted translation with the non-translated text. For example, if your company is named Big Trees, you wouldn’t want that translated literally.

4 - Transcripts

4.1 - Accessing Transcripts

Transcripts are written records of all the dialogue spoken during a Wordly session. Transcripts are available to users that select the “Private Transcripts” option when adding a session.

Some points about transcripts:

• Transcripts are only accessible for the account holder that set up a session, and are created whenever their connection to a session is ended (rather than the session itself). If you create a session and join it multiple times, each time will have its own transcript.

• Transcripts don’t contain translated dialogue. They are word-for-word records of the spoken dialogue only. If the presenter spoke in English, the transcript will also be in English.

• For sessions with multiple languages, the transcript will reflect the source languages as they were transcribed.

• At the moment transcripts can’t be shared within Wordly. If you want to share a transcript, you must download it first.

The Transcripts Page

When you first log in to Wordly, you’ll automatically start on the Dashboard:

To access the Transcripts page, move the mouse to the left side of the screen and click on Transcripts ( ), as seen here:

Once you’re on the Transcripts page, select a session from the list on the left side of the screen. An accompanying Transcript will appear on the right, as seen here:

You can search for a specific session or a range of sessions using the filters on the left side of this page.

Transcripts have two functions: Deleting, and Downloading.

Deleting transcripts

To delete a transcript, click the trashcan button ( ) in the top right corner of the transcript.

Downloading transcripts

Transcripts can be downloaded in four different formats.

• Plaintext file with timestamps

• Simple plaintext files

• VTT files

• SRT files

To download individual transcripts, select the desired session and click the download button ( ). This will bring up a window where you can choose the download file’s format.

Downloading multiple transcripts

To download more than one transcript at a time you first need to search through your sessions using the filters on the left-half of the screen.

After you’ve located your desired sessions, click the Options dropdown ( ) in the top-right corner of the page, and click Download selected ( ). A dialogue box will open, allowing you to choose the format of the transcripts to be downloaded:

Translating Transcripts

Subscribers to Wordly Pro and up are additionally able to translate Session Transcripts.

1. In Transcripts ( ), select your Session.

2. Click Translate ( ) to bring up the language selection window.

3. Select the languages to which Wordly should translate your transcript.

A cancellation button will appear at the bottom when translation begins. To cancel, you can also hover your mouse over a specific language and click the X that will appear to the right.

A percentage will show next to the selected language(s), and “Translation in Progress” along with a progress bar will show at the bottom of the window.

Translation will continue if you click Close.

4. After a few minutes, the translation will be complete.

5. Click Original ( “Original dropdown button”) to select your translated Transcripts.

6. Selecting a language, your Transcript text will change to that language.

You can click the same button to return to the original Transcript.

Wordly Pro users are also able to download translated transcripts. The transcripts must be translated before you attempt to download them.

5 - Wordly Changelog

March 17, 2023

Portal Version 3.1.0

• Added the session label to activity and transaction reports.
• Changed the name of the activity report from “UsageSummary” to “Activity Report” to be more consistent with other reports.

Wordly API Version 1.4.0

• Added a Captions API that will send live captions from an ongoing Wordly session to a provided webhook URL. Check out the Wordly API Changelog for more information.

February 16, 2023

Portal Version 3.0.0

• Session owners can now specify a ‘voice pack’ for their sessions to control the set of voices available to attendees.
• Security updates.

Attend App Version 3.0.0

• Updated to use more naturally sounding voices.
• Security updates.

Wordly API Version 1.3.0

• Added a voicePackId field to the Sessions API that allows for a voice pack to be optionally specified when creating and updating sessions. Check out the Wordly API Changelog for more information.

January 30, 2023

Portal Version 2.22.0

• Enhanced glossaries with replacement phrases. Customers can use this feature to improve transcription and translation accuracy.
• A variety of small interface improvements were made in the Wordly Portal.

Wordly API Version 1.2.0

• Updated the glossary model in the Wordly API to support the new enhanced glossaries. Check out the Wordly API Changelog for more information.