Creating and Using Wordly Sessions

• 1: Adding a Session
• 2: Attending a Session (Quick)
• 3: Uploading Sessions
• 4: Attending a Session (Advanced)

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.

“Permanent” checkbox

Sessions typically expire 24 hours after they begin, and are removed from the list of sessions on the left side of the screen. Check this box to retain the session 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.

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.

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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.

3 - 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.

4 - 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 Flag ( ) and choose your desired language from the dropdown.

   • Currently, only Japanese is available.

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 language you need isn’t installed on your computer, or you’re using the “Display” or “CART” display modes.

  • To learn how to install language packs on your computer, check out the following links:

    • Windows users
    • MacOS users

  • 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 speech button ( ) to change the spoken text-to-speech voice, if you have other voice options for this language installed on your computer.

• To learn how to install text-to-speech voices on your computer, check out the following links:

  • Windows users
  • MacOS users

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

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 click 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 language you need isn’t installed on your mobile device, 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 speech button ( ) to change the spoken text-to-speech voice, if you have other voice options for this language installed on your computer.

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