1 - Quick Start Guide

Learn the basics of creating and attending a session

1.1 - Adding a Session

How to add a session through the Wordly Portal

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

Wordly’s Dashboard

To access the Sessions page:

  1. Move the mouse cursor to the left side of the screen
  2. Click on Sessions (Sessions):

Navigation Menu

Adding a Session

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

This will open up the following menu:

Empty Session

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 (Save button).

  • To edit an existing session, select it from the list on the left side of the screen, and click the Edit icon (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 (Trash 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

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 (Email button) to open your computer’s email client with a pre-populated message containing the provided link.

  • Click the copy icon (Copy button) 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 (Print button).

Meeting shortcuts

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

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.

1.2 - Attending a Session

Learn the basics of how to attend sessions through desktop and mobile browser versions of Wordly

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:

Wordly Attend Login

  1. 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.
  2. 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.

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

  4. When finished, close the browser, the tab, or click the exit button ( 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 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:

    Wordly Attend Mobile Login

  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 ( Attend Button ) to start.

  5. When finished, close the browser, the tab, or click the exit button ( 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:

    QR Code

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

    Wordly Attend Mobile Login

  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 ( Attend Button ) to start.

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


1.3 - Best Practices

Learn useful tips for making the best out of your Wordly sessions

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.


1.4 - Change Email or Password

How to change the email or password attached to your Wordly account

Follow these steps to change the email and/or password associated with your Wordly account.

  • In your Wordly account, click on your profile button located on the upper right of the screen.

Account Profile Button

  • Click on “profile” to view profile details. At the bottom, click on the blue “Manage email and password” link.

Wordly profile example

Wordly will automatically open to “Personal info”; however, two other options will be available on the side bar: “Account security” and “Applications”. This article covers Personal info and “Signing in” under Account security.

Wordly profile sidebar menu

  • In Personal info, click inside the boxes to update account name and email.

  • Use the dropdown menu to select locale.

  • Click the blue Save button at the bottom to save your changes.

Manage Name and Email

  • On the sidebar (if you do not see it, select the three horizonal lines button on the upper left), click “Account security” to show more options.

Signing in sidebar button

  • Click “Signing in”

  • To update your password, click the Update button. If you have always used a separate Single Sign On service like Google, Apple, or a corporate login, this option will not be available. You will have to change your password via that service.

Sign in settings

  • Click Update. You will be asked to verify your identify by entering your old password. After verification you will be taken to the Update Password screen where you can enter your new password.

  • Enter your new password and then confirm the new password. You can check the “Sign out from other devices” option to force other devices using your account to sign in using the new password.

  • Press “Submit” to save your new password.

Update password

  • On the Signing in page, you can also set up two-factor authentification through an authenticator application by clicking the vertical three-dot icon and clicking “Set up authenticator application”.

1.5 - Changing Speaker Language

How to change the speaker language during a session

Wordly supports multilingual speaking. This looks different whether you are using the Wordly Join App or using Wordly Meeting Bot.

Wordly Join App

In the Wordly Join App (accessed through Meeting Shortcuts), you can choose any language at any time, but to quickly switch between two languages, click the down arrow to reveal more language options.

Wordly Join App multilingual mode

One language will be labeled “speak/talk” while the other is in a gray font and labeled “paused”.

Choose your desired languages to switch between using the drop down menus. Changing the “speak/talk” language will immediately change the speaker language while changing the “paused” language selects a new language for fast switching via the arrows icon.

Click the arrows icon to switch the speak/talk language to paused and vice versa.

Wordly Join App language switch

Wordly Meeting Bot

On your Wordly account, go to the Sessions page and select the gear icon that appears when a session is live.

A pop-up window (the same one used to invite the Meeting Bot) titled with the Session ID and “Live Session Controls” will appear with two options: End Session and Active Meeeting Bot.

Active Meting bot

Under Active Meeting Bot, there will be the option to select the language of the speaker. Selecting a new language immediately changes the speaker language.

For each new language selected, a blue button of the previous selected language will appear underneath the language dropdown menu. Click the buttons to switch back and forth between speaker languages. The current speaker language is always the one selected in the dropdown menu.

Active meeting bot language buttons

Select as many languages as needed. If the X at the upper right of the popup is pressed, the window will close, but your selections will be saved.

1.6 - Downloading QR Codes

How to download session 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 ( Session Nav Button ), 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 ( Session Download Button Icon ).

Attendee Shortcuts QR Code Download

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.

QR code with instructions

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.

Multiple Sessions Select Screen

Printing QR Codes

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


1.7 - Meeting Shortcuts

Using Meeting Shortcuts

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

Navigation Menu

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.

Language select

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.

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.

Audio Settings

To change your microphone in a session, you will need to go to settings.

First, click the vertical elipses in the upper righthand corner.

Meeting Shortcuts More Options Menu

Click on Settings to open the dialog box.

Audio Input Device Settings

From there, you can click the dropdown menu to select your audio input device (microphone/headset).

Select Microphone Dropdown

Click “OK” to close the dialog box.


1.8 - How To Start a Session

How to start your Wordly session

There are a wide variety of ways to start a Wordly session.

In Person Events

Laptop

For speakers, in your Wordly account, click “Meeting Shortcuts”. Click the first URL under Meeting Shortcuts then click join. For attendees, follow the Attendee link to join the Wordly Session.

Anyone using a Meeting Shortcut link will start the Wordly session. It doesn’t have to start in the Wordly Portal.

Android/IOS Device

Download Wordly’s app on Google Play or Apple Store:

Once you have the app, join a session with or without logging in.

Virtual Events

CVENT

There are different versions of Cvent. Contact Wordly to make sure you’re using the appropriate steps for your version of Cvent.

To integrate the Wordly App into your Cvent session, follow the Cvent Widget article.

Zoom

As the Zoom host, use the apps button at the bottom of your Zoom screen, select the Wordly App, confirm your language, and, if desired, specify a Session ID.

Teams

On the Session page of your Wordly Portal, click “Join with Meeting Bot” to invite the bot to your Teams meeting. Wordly will start translating once the Teams host admits Wordly into the call.

Google Meet

On the Session page of your Wordly Portal, click “Join with Meeting Bot” to invite the bot to your Google Meet call. Wordly will start translating once the Google Meet host admits Wordly into the meeting.

Webex

Create a Wordly session then enable other streaming services in Webex. When you start your meeting or Webinar, start live streaming with Wordly using the information found in the Webex Support and Wordly article.

Streaming Generally

Starting an RTMPS stream to Wordly will start your Wordly session.

1.9 - Using Wordly Translator App for IOS

How to use Wordly on the IOS app

Getting Started

Download the App

Download the Wordly Translator app in the Apple Store

Wordly Translator in Apple Store Search

Open the App

When you first open the app, you will be asked to approve the terms of service. From there, you will be taken to the dashboard where you can join a session or sign into your Wordly account.

Click Sign In, which will bring you to the Welcome page.

Wordly IOS App Welcome

Press Sign In with Wordly. If you use your company SSO with Wordly, you should pick your SSO provider. This is the same process as the first time you logged into the portal using your company SSO.

Using the App

Sign In or Join a Session

Whether you have an account of not, you can use the front page of the app to join a Wordly session as either attendee or presenter!

On the front page you can add a Session ID and then the “Join” button will be enabled. Clicking it will connect you to the session as an Attendee. Enter a passcode before clicking “Join” will connect you to the session as a presenter, allowing your speech to be added to the session’s transcript.

Click “Manage” after entering the passcode to change the Presenter’s language and name for the session before starting it.

IOS App Sign In or Join Session Page

If you join a session, skip to Attending a Session for more guidance.

Also on the front page is the Sign In option. Click this to sign in to your Wordly account.

Sign into Wordly Account in the IOS App

After signing in, you will have access to your Wordly Account and see your upcoming/current sessions.

Wordly Account in IOS App

Attending a Session

To attend a session, either enter the Session ID (and passcode if required), or select your session and click the green “start” button at the bottom of the screen.

Worldy IOS Start a Session

In the session screen, you will see the live translation. At the top and bottom of the screen will be different settings:

  • Language selection
  • Microphone
  • Leave or End Session
  • Mute/Unmute button
  • View participants

Worldy IOS Attending a Session

Language Selection

When you click the language listed in the top left of the session, a dropdown menu will appear, allowing you to pick any of Wordly’s supported languages.

IOS Choose Language

For each language you select, quick access buttons will appear at the top of the translation.

IOS Multilingual Mode

Ending a Session

To leave or end a session, click the “END” button at the bottom left. This will bring up a window asking if you would like to leave the session.

Leave or End Session IOS

  • Hit “CANCEL” to return to the session.
  • Hit “LEAVE” to exit the session.
  • Hit “END” to end the session.

Creating a Session

If you would like to use the app to create a session, click the blue “Add Session” button at the bottom of the screen. This will bring up the Session Setup window.

Adding Session in IOS App

Here, you can name your session; name the presenter; schedule the date and start time; select duration, language, glossary (if any); choose your transcript preferences; and decide the access level for your new session.

When you are done, hit “Save” at the bottom of the screen, and the session will appear on your list of sessions. You can edit the session after creating it. This session will also be available in the web portal.

Hitting “Back” will return you to the app’s homescreen.

2 - Advanced Topics

Learn about the more advanced features Wordly has to offer

2.1 - Accessing Transcripts

Learn how to find and download session 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:

Wordly’s Dashboard

To access the Transcripts page, move the mouse to the left side of the screen and click on Transcripts ( Transcripts nav button ):

Worldy dashboard with transcripts nav

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:

Transcripts page

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

Download format window

Translating Transcripts

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

  1. In Transcripts ( Transcripts nav button ), select your Session.

Transcript nav bar

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

Transcript language select

  1. 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 progress bar

Translation will continue if you click Close.

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

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

  3. 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.

2.2 - Activity Screen Walkthrough

Learn how to use Wordly’s Activity Screen

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.

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 ( Activity Nav ):

Nav Panel Activity

Overview

Activity Page

  • 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 ( Activity transcript button ) 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 options dropdown

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


2.3 - Adding Glossaries

How to add a glossary through the Wordly Portal

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 ( Glossaries Nav ):

Glossaries Nav Panel

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

Add Glossary Panel

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 ( Boost tab button ), 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 3000 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 (Add Language Button). This will automatically collapse the current “Phrases” box and create another. See the example of what that looks like here:

Multiple glossaries

  • 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 (Delete glossary button) next to it.

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

When finished, click the Save button (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 ( Glossaries nav button ), select your glossary.

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

Spicy Language Example Window

  1. Select the Block tab.

  2. 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.

Adding Blocklist Words

  1. Press Save ( Save Button )

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 ( Glossaries Navigation Button ) and select the desired glossary.

  2. Click the Replace tab ( Glossaries 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.

Replacement List Example

  1. Press Save ( Save Button ) 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.

Glossary Replace bean example

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.

Glossary Replace boring example

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.

Glossary Replace Do Not Translate Big Trees


2.4 - Attending a Session (Advanced)

Learn detailed info on how to attend sessions on desktop and mobile browser versions of Wordly

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:

Wordly Attend Login

  1. 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.
  2. 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.

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

  4. When ready, click the Attend button ( 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:

    Wordly’s NORMAL display mode

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

    Wordly’s DISPLAY display mode

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

    Wordly’s High Contrast display mode Hi

Advanced options for desktop browsers

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

Advanced options

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

  • Click the speaker button ( 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 High Contrast display modes.
  • Click the options button ( Options button ) for more options:

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

    • Click the gear button ( 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 ( Exit button ) to leave the session.

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

Mobile browsers

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:

    Wordly Attend Mobile Login

  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 ( Attend Button ) to start.

  5. When finished, close the browser, the tab, or click the exit button ( 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:

    QR Code

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

    Wordly Attend Mobile Login

  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 ( Attend Button ) to start.

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

Additional Options

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

Mobile Attend More Options

  • 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:

      Wordly’s “NORMAL” display mode

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

      Wordly’s “DISPLAY” mode

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

      Wordly’s “High Contrast” display mode

Advanced options for mobile devices

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

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

  • Tap the speaker button ( 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 High Contrast display modes.
  • Tap the options button ( Options button ) for more options:

    Advanced mobile options

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

    • Tap the gear button ( 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 ( Exit button ) to leave the session.

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


2.5 - Changing Interface Locale

You can change the language used by your Wordly interfaces

How to change your locale in the Portal

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

    Portal profile button

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

    Portal locale icon

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

    Portal locale dropdown

  4. Click Change Locale when finished.

    Portal change locale

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

    Attend locale icon

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

    Attend locale dropdown

  3. Click Apply when finished.

    Attend change locale

2.6 - Sharing Minutes Between Accounts

Learn how to share billable 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:

Wordly’s Dashboard

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

  2. Click on Accounts ( Accounts nav button ):

    Navigating to the Accounts page

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

    Accounts page

    This will open up the Add Account window:

    Accounts page

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

  5. Click Save ( Save button ) when ready.

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

    Transfer minutes

  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 ( Transfer button ).

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

    Share 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 ( Share minutes button ).

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

    Account with shared minutes

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

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

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

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

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

    • Click the black trashcan button ( Share minutes 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:

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

      Alternate account with an alert

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

    Invite

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

    Accept Invite

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

    Accept Invite

  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 2827 minutes available.

    Updated minutes on the dashboard

2.7 - Transactions Screen Walkthrough

Learn how to use Wordly’s Transactions screen

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

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 ( Transactions Nav ):

    Select Transactions

    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 Screen

  • 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:

    Transactions Action selection

  • 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:

    Transactions Action selection

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


2.8 - Uploading Sessions

How to add multiple sessions through the Wordly Portal

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 (Sessions):

Navigation Menu

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”.

Sessions Options

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

Upload Sessions Dialog

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.

Wordly Sample Sessions Screenshot

  1. 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.

Column Expected information
Title The name of the session. It can be any text.
Presenter The name of the person that will be speaking; also accepts any text.
Date The day the session is planned to start. It should be in the future and preferably it should be formatted as a date using the spreadsheet software used to edit the file.
Time The time the session is planned to start. It can be any text using 12hs format or 24h format (i.e. 1:00 PM or 13:00)
Timezone The local timezone or region where the session will take place at the specified time. It can be a timezone name (PST), city (Los Angeles), any GMT/UTC offset (UTC-4:30), or just left blank for your default timezone.
Duration The duration of the session. It can be specified in minutes or time (i.e. 95 or 1:35 ).
Glossary The glossary to use during the session, or blank for the default.
Account The account to bill for the session, or blank for the default.
Language The language used by the person that will be speaking and from which the Wordly will be doing the translations, also you can leave blank for the default.

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.

Sessions spreadsheet upload

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.

Uploading Sessions

3 - Wordly Changelog

Notable changes made to Wordly

January 17, 2024

IOS Phone App Version 2.21.0

  • Adds support for 20+ new languages.
  • Adds support for more natural voices .
  • Security and dependency updates.
  • Miscellaneous bug fixes.

January 5, 2024

Attend App Version 3.3.0

  • Improvments to spoken output.
  • Scrolling fixes.
  • Security and dependency updates.

December 21, 2023

Portal Version 3.8.0

  • Adds support for meeting bots in teams, google meet and zoom.
  • Security and dependency updates.

October 27, 2023

Portal Version 3.7.0

  • Dependency and accessibility updates.

October 6, 2023

Present App Version 2.1.0

  • Integrates support for nineteen new languages that can be spoken by a presenter.
  • Security and dependency updates.

Attend App Version 3.2.0

  • Integrates support for seventeen new languages that can be selected by an antendee.

Display App Version 1.2.0

  • Integrates support for seventeen new languages that can be shown for translation.
  • Security and dependency updates.

Portal Version 3.6.0

  • Integrates support for nineteen new languages that can be selected by the presenter.
  • Integrates support for seventeen new languages that can be selected for translation.
  • Adds the ability to clone sessions.
  • Updates the streaming language controls.
  • Security and dependency updates.
  • Miscellaneous bug fixes.

September 22, 2023

Display App Version 1.1.0

  • Adds a reload button to clear transcripts.
  • Verifies the session ID and passcode before starting.
  • Changes fullscreen to fullwindow mode.
  • Adds language name to each panel.
  • Implements URL encoding to save display state.
  • Miscellaneous bug fixes.

August 25, 2023

Present App Version 3.1.0

  • Adds the showScrollbar frame parameter.

August 11, 2023

Present App Version 2.0.0

  • Security and dependency updates.

Display App Version 1.0.0

  • Initial release.
  • Displays multiple languages on the same screen.

August 4, 2023

Portal Version 3.5.0

  • Adds the voice pack to the upload spreadsheet.
  • Updates dependencies.
  • Miscellaneous bug fixes.

Present App Version 1.8.0

  • Security and dependency updates.

June 30, 2023

Portal Version 3.4.0

  • Updates the interface so navigation menu is always expanded.
  • Updates framework and dependencies.

June 10, 2023

Portal Version 3.3.0

  • Adds manage email and password link to profiles.

May 18, 2023

Portal Version 3.2.0

  • Adds the Wordly logo to QR codes.
  • Fixes the session download search filter.
  • Adds copy and refresh for developer API keys.
  • Adds speaker language to transcript bubbles.
  • Changes the name of QR downloads from “session_qr_codes” to “Wordly_QR_Codes” for clarity.

April 21, 2023

Wordly API Version 1.5.0

Present App Version 1.7.0

  • Security and dependency updates.

April 3, 2023

IOS Phone App Version 2.20.0

  • Security and dependency updates.
  • Miscellaneous bug fixes.

March 24, 2023

Android Phone App Version 2.20.0

  • Security and dependency updates.
  • Miscellaneous bug fixes.

March 17, 2023

Portal Version 3.1.0

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

Wordly API Version 1.4.0

  • Adds 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

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

Wordly API Version 1.3.0

  • Adds 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

  • Enhances 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

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