Workspaces & collaboration

GoTranscript Workspaces provide an efficient way to collaborate with your team on multiple projects. By creating dedicated spaces for files, folders, and team members, you’ll keep all your audio, video, and transcribed content well organized and secure. Below is a step-by-step guide on how to set up and manage Workspaces for maximum productivity.

1. Creating a New Workspace

1. Log In to Your GoTranscript Account
   • Access your main Dashboard using your email and password.
2. Navigate to Workspaces
   • Look for the “Workspaces” or “Team” section in your account menu.
3. Click “Create Workspace”
   • Provide a name for the workspace (e.g., Marketing Campaigns, Client A Files) and an optional description.

Tip: If you work with multiple departments or clients, create separate workspaces for each one. This keeps files neatly contained and easier to locate.

2. Adding Folders & Subfolders

1. Open the Newly Created Workspace
   • Locate your workspace in the list and click to access it.
2. Add New Folder
   • Click the “New Folder” button to create a primary folder (e.g., Meeting Recordings).
   • Subfolders can be added for finer organization (e.g., January Meetings, Q1 Transcripts).
3. Drag & Drop
   • If you have multiple folders, drag them around to quickly reorganize. This helps maintain a clear folder hierarchy that mirrors your workflow.

3. Inviting Team Members

1. Access Workspace Settings
   • Within your chosen workspace, find “Manage Users” or “Add Members.”
2. Enter Email Addresses
   • Invite colleagues or external partners by entering their email addresses.
3. Assign Roles
   • Viewer: Can view billing and transaction history, but not edit files.
   • User: Can place orders and share files; ideal for regular collaborators.
   • Manager: Can edit files, create folders, and manage workspace permissions.
   • Owner: Has full access, including adding and removing teammates and controlling billing.

Note: Tailoring these roles ensures each member only has the level of access they need—keeping your workspace both collaborative and secure.

4. Uploading & Sharing Files

1. Select a Folder
   • Choose where you’d like to add your files (e.g., Meeting Recordings).
2. Upload Files
   • Drag and drop audio/video files or click “Upload” to select from your device.
3. Share with Team
   • Files within a shared workspace automatically become accessible to members based on their role permissions.

5. Organizing and Editing Files

1. File Details & Comments
   • Open a file to see details, add comments, or track transcription status.
   • This centralizes communication so everyone sees important updates in one place.
2. Interactive Editing
   • If you’re a Manager or Owner, you can edit the transcript directly in GoTranscript’s interactive editor—complete with word-to-audio synchronization and speaker labeling.
3. Folder Maintenance
   • Need to reorganize files? Drag and drop them between folders or rename folders to keep your workspace tidy.

6. Tracking Billing & Transactions

1. View Billing History
   • Managers and Owners can see order costs, invoices, or available credits in the Billing section.
2. Transaction Details
   • Check the cost per transcription, date of purchase, and any applied discounts or promotions.

7. Best Practices for Using Workspaces

• Define Clear Roles: Assign the Manager role to team leads who can organize files and oversee deadlines, while Users upload and process routine tasks.
• Keep a Logical Folder Structure: Use short, descriptive folder names to avoid confusion when searching for files later.
• Encourage Comments: Have team members leave notes on transcripts or projects to record feedback, revisions, or questions.
• Regularly Review Permissions: Periodically ensure that only the right people have access to each workspace.

Frequently Asked Questions

Can I create multiple workspaces for different clients?

Absolutely. You can create as many workspaces as you need to keep each client’s or department’s files separate and organized.

What if I want to remove a team member’s access?

Owners and Managers can remove users from a workspace at any time. This revokes their permission to view or edit files in that workspace.

Are there limits on file size or number of folders?

GoTranscript generally supports large file sizes and offers unlimited folder creation. However, if you’re working with extremely heavy volumes, contact Enterprise Support to discuss optimized solutions.

Does each workspace have its own billing?

No. Billing is typically managed at the account level. Workspace members with the Manager or Owner role can see and manage transactions for all orders placed within that account.