Frequently Asked Questions

Here you’ll find answers to the most common questions about StoryVault. If your question isn’t covered, check Troubleshooting or contact us.

Transcription

My transcription is taking a very long time. Is that normal?

Yes, the duration depends on the length of the recording. As a rule of thumb: a one-hour recording typically takes a few minutes to transcribe. For very long recordings (two hours or more), it can take correspondingly longer. The status is shown in the session list and updates automatically.

If the transcription hasn’t finished after more than 30 minutes for a short file, there may be a problem. Check Troubleshooting.

Which file formats are supported?

Audio: MP3, WAV, M4A, OGG, WebM, FLAC, AAC

Video: MP4, MOV, AVI, MKV, WebM

For videos, the audio is automatically extracted and transcribed. The video remains available as a player in the session.

Can I change the speaker names in the transcript?

Yes. StoryVault automatically detects different speakers and initially names them “Speaker 0”, “Speaker 1”, etc. Click on the speaker name in the transcript and enter the correct name — for example “Ms. Smith” instead of “Speaker 0”. The assignment is applied throughout the entire transcript.

Can I merge multiple files into one session?

Yes. When uploading, you can select multiple files. StoryVault creates a combined session with a merged transcript. The individual recordings remain in the media tab. You can also add additional files to an existing session afterwards.

Sessions and Projects

Can I delete recordings?

Yes. Deleted sessions and projects go to the Trash. They remain there for 30 days and can be restored at any time. After 30 days they are permanently deleted — including recordings, transcripts, and associated data.

You’ll find the Trash at the bottom of the sidebar.

Who can see my sessions?

That depends on the role and project access:

Administrators see all sessions and projects in the organization
Managers, Users, and Participants see only sessions in projects they’re assigned to, as well as their own sessions
Participants see only sessions explicitly assigned to them

If you’re unsure who has access, ask your administrator. Learn more at Users & Roles.

Open the session and click Share in the top right. In the dialog you can:

Activate password protection — important for confidential content
Allow or disallow downloads
Share AI Chat — the recipient can ask their own questions to the AI
Set an expiry date — the link automatically becomes invalid

Copy the generated link and send it by email or messenger. The recipient only sees the shared session — no access to other content. Links can be deactivated at any time.

AI Features

What does using the AI cost?

AI usage is billed by consumption — depending on how many tokens (text units) are processed. You can see the costs for transcription, AI chat, and other services under Usage in the sidebar. Administrators find the detailed breakdown under Admin → Costs.

Can the AI give wrong answers?

Yes, like any AI system, StoryVault can occasionally deliver inaccurate or incomplete answers. The AI always works based on the actual transcripts and documents — it doesn’t invent content. Nevertheless, we recommend verifying important statements against the original, especially for legally or professionally relevant topics.

Is my data used to train AI models?

No. Your content — recordings, transcripts, chat histories — is not used to train AI models. The AI processes your data exclusively for the analysis you requested.

Meeting Bot

The bot won’t join the meeting. What can I do?

Check the following:

Meeting link — Is the link correct and complete?
Platform — Is the platform supported? (Google Meet, Microsoft Teams, Zoom)
Waiting room — Some meetings require the bot to be admitted manually. Check the waiting room.
Permissions — Do you have the “Manager” role or higher?

If the problem persists, check Troubleshooting or contact support.

How long can the bot record?

The maximum recording duration is 3 hours. Recordings under 30 seconds are automatically discarded. If the bot is the only participant left in the meeting room or there is 2 minutes of silence, it ends the recording automatically.

LMS and Courses

Can I use courses without a mandatory assignment?

Yes. Published courses appear in the course catalog and can be voluntarily worked through by all users with the “Learner” capability. Mandatory assignments with deadlines are optional and managed via user groups.

What happens if I miss a deadline?

You receive an overdue notification by email. Your administrator is also notified. The course remains available and can still be completed after the deadline. However, the compliance status will show as “overdue”.

Account and Access

I’ve forgotten my password.

Click “Forgot password” on the login page. Enter your email address. You’ll receive an email with a reset link within a few minutes. The link is valid for 1 hour.

If no email arrives: check your spam folder. If the problem persists, contact your administrator.

Yes. On the “Forgot password” page, you can choose “Sign in with Magic Link” instead of resetting your password. StoryVault sends a one-time login link to your email address.

The magic link is short-lived and can only be used once. For security, the link is only redeemed after you open the StoryVault page and click “Sign in”. If a link has expired or was already used, you will see an error and can request a new link.

If no email arrives, check your spam folder and wait a few minutes. After several requests, StoryVault may temporarily limit further emails.

Can I change the interface language?

Yes. Under Settings → Profile you can choose between German and English. The entire interface switches language immediately.