This article has been adjusted to include the ability to generate and apply glossaries to live session recording transcripts, that will be available starting June 3, 2026.
How do live session and video breakout transcript glossaries work?
It may occur that, during your live sessions and video breakouts, a number of specialized or technical terms, expressions, product names, company names or people's names are used by the participants or speakers.
These terms may at times be difficult for the transcript tool to recognize and include accurately in the generated transcript and caption files for the recordings.
To help create more accurate transcripts and captions, you can associate glossaries with your video breakouts recordings, as well as your live session recordings. A glossary is a set of rules that guides transcription, using lists of terms. It helps the system recognize, replace, or block specific terms during a session.
Glossaries are always managed via the Sessions module, in the Transcript glossaries tab.
Tip: Glossaries can be managed directly in your organization’s workspace templates, so they can easily be carried over and applied to your newly created workspaces. Glossaries, when applied, are applied to both the transcript and the caption files.
In the example below, you can see that in this workspace there are already four individual glossaries that were created in the Sessions > Transcript glossaries tab, each showing a title, language, and number of words:
Below we’ll explain how glossaries can be created and how they can be applied to video breakouts and live sessions.
How to create glossaries
In the Sessions > Transcript glossaries tab, click on New glossary to create a new transcript glossary:
Add a title to the glossary that will help users to identify it in Backstage when associating it with a video breakout or a live session.
Select a language for the lists of terms that will be used in the glossary. This should be the language spoken during the video breakout or session. The choice is very large with over 95 languages available to choose from. You can only select one language.
Complete the Boost, Block, and Replace lists as follows for the glossary, as explained below.
Please note that numbers and punctuation (except "." and "-") are not allowed in the boost, block, or replace lists. See the details below and the error messages that may appear if relevant:
- When there is punctuation that is not allowed: Your glossary terms may contain the replace symbol “>”, a period “.” or a hyphen “-” but no other punctuation.
- When an arrow is required but is not there: Your glossary terms are missing the required replace symbol “>”.
- When they use more than one arrow: Your glossary terms should include only one replace symbol “>”.
- When there is one replace symbol (correct) but also others that are not allowed: Your glossary terms may contain the replace symbol “>”, a period “.” or a hyphen “-” but no other punctuation.
Boost
Boosting is applied to proper names, brand names, technical terms, or uncommon words to give them higher priority during transcription, improving accuracy for rare, ambiguous, or context-specific terms. You can add boosted terms here:
Block
Blocked words are terms or phrases that will not appear in the final transcript/caption file.
To help maintain professional, compliant transcripts, we apply a default block list for inappropriate or sensitive language (that is not displayed here). You can add any additional words to be blocked to this list here:
Replace
Replaced words apply to specific words or phrases that are automatically substituted with a defined alternative in the transcript/caption file.
Each line point represents a separate glossary term. Entries may include full sentences.
To replace a term, use the following format: "term to replace” > “replacement term":
Once you have populated the Boost, Block, and Replace tabs based on your needs, click on Save to finish creating the glossary:
The created glossary will now appear in the Transcript glossaries tab, and can now be associated with the recordings of individual video breakouts and live sessions in order to generate transcripts and captions. Read on below to find out how.
How to apply a glossary to your video breakout recording transcript and caption files
Open the session or sponsor page that contains the video breakout that you wish to apply a glossary to.
In the Recordings & Transcripts section of the video breakout settings:
Choose the single Glossary language to apply, as well as the Glossaries. You can select multiple glossaries here if needed. Glossaries must be selected before generating the transcript.
Please note that only the languages defined in the workspace general settings will show in the Glossary language and Transcript language dropdown menus.
Click on Transcript & captions for the necessary recordings, and choose the type of file you wish to download:
If the video breakout recording is split into multiple chapters, you'll need to do this for all chapters. The same selected glossaries will be applied to all the chapters.
Note: If, after downloading a transcript/caption, you want to apply a new glossary to the transcript/caption, you can add the glossary again and re-download the files. The new transcript will replace the previously generated one (using the newly applied glossaries). If no glossary is selected when you download the transcript/caption, then no glossary is applied.
Up until June 3, 2026, captions and transcripts can only be generated by SpotMe Support. Starting June 3, 2026, Backstage users with the Manager role in the workspace will be able to generate transcripts.
How to apply a glossary to your live session recording transcript and captions
Once it has ended (either when publishing the video or once it is published), open the live session that you want to generate a transcript/caption file for, and access the VOD settings.
Tip: When the live session recording is complete as a single file with its matching caption file, and has not been chapterized due to exceeding 4 hours in length, then the captions generated via the VOD settings described here can be directly added to the recording. They can be added via the Closed captions menu in the VOD settings or via the Video library.
Scroll down to the Transcript settings:
Choose the Transcript language to apply (the language spoken in the session - only one language can be selected), as well as any (optional) Glossaries that can be used to improve the accuracy of the recording transcript/caption files.
You can select multiple glossaries here if needed. Glossaries must be selected before generating the transcript/caption files.
Refer to the VOD settings transcript and captions section for more information on applying glossaries to live session recording transcripts/captions.
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