Your first transcript
From an empty dashboard to an exported subtitle file, in about three minutes.
VocaFlow turns spoken content into accurate, editable transcripts — then lets you translate, summarize, and export them for wherever you publish. Here's how to go from a fresh account to your first finished export.
1. Create your account
Sign up with your email and password. Once you're in, you'll go through a short one-time setup:
- What best describes you — Creator, Editor, Producer, Agency, Marketing, Educator, or Other. This helps us tailor defaults, not lock you into anything.
- Language defaults — your primary content language and (optionally) a default translation target, so new projects start with sensible settings instead of blank ones.
You can change any of this later from Settings → Profile.
2. Start a project
From your dashboard, click New project. You have two ways in:
- Upload a file — audio or video, drag-and-drop or browse.
- Paste a link — YouTube, TikTok, Instagram, or X. Paste the URL and VocaFlow pulls the media automatically; no need to download it yourself first.
3. Watch it move through the pipeline
Every project passes through the same five stages, shown as a status pill on your dashboard and in the project view:
| Status | What's happening |
|---|---|
| Uploading | Your file is being received/fetched |
| Processing | Audio is being prepared for transcription |
| Transcribing | The transcript is being generated |
| Completed | Ready to view, edit, translate, and export |
| Failed | Something went wrong — see below |
Most short files finish in well under a minute. Longer files take proportionally longer. You don't need to keep the tab open — check back from your dashboard any time.
If a job fails, the minutes you were charged for are automatically refunded to your balance in full — you're never charged for a transcript you didn't get.
4. Edit the transcript
Open a completed project to see the full transcript alongside the media player. Click into any line to correct it directly — useful for names, jargon, or anything the model misheard. Edits save as you go.
5. Translate it
From the project workspace, open the Translate panel and pick a target language — VocaFlow supports roughly 30 languages via DeepL. Translation runs on the edited transcript, so fix mistakes first for the cleanest result.
6. Generate a summary (optional)
Click Generate summary to get an AI-written recap of the content. This is on-demand — it doesn't run automatically — so it only uses credits when you actually want one.
7. Export
From the Export panel, choose your format:
- SRT / TXT — available on every plan.
- VTT / JSON — available on paid plans.
Exports include your edits and, if generated, your chosen translation.
What's next
- Check your usage and remaining minutes anytime from the dashboard or Settings → Billing.
- Need more minutes than your plan includes? Buy a one-time credit bundle — credits never expire and stack with your plan.
- Stuck on something? Use the support button in the bottom corner of any page to reach us — it's the fastest way to get help, and if you're reporting a failed job, it automatically attaches the relevant project details.