Hear2Text
Shared workspaces

One Library of Transcripts for Your Whole Team

Put your team's recordings in a shared workspace with folders, and bring colleagues in as admins, editors or viewers. Workspaces are free on every plan, with no per-seat price and no limit on members.

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Admins, Editors and Viewers

Every member has a role. Admins invite and remove people and can do everything editors can. Editors correct transcripts, add notes, create folders and move transcripts in. Viewers read, play and export the transcripts without changing them. The owner, the person who created the workspace, is the only one who can rename or delete it.

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Folders, and One Switch Between Spaces

Each workspace has its own folders, so a team can file transcripts by client, project or month. The switcher at the top of the app moves you between your personal space and every workspace you belong to, and every list and search follows the space you picked.

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Team Transcripts: Without and With a Shared Workspace

FeatureWithoutWith Hear2Text
Sharing meeting notesExport the transcript and send the file to each personMove the transcript into the workspace once; everyone in it can open it
A new colleague joinsForward them the old files one by oneInvite them and they see every transcript already in the workspace
Who can change whatEveryone with a copy edits their own versionEditors correct the one shared transcript; viewers can only read it
Adding peopleMany tools charge for every seatFree: no per-seat price and no member limit

Use Cases

  • Agencies and content teams

    Keep each client's interviews and calls in their own workspace, with folders for every project, so whoever picks up the work finds the transcripts.

  • Newsrooms

    Reporters transcribe their interviews and move them into the desk's workspace, where editors check quotes against the same text.

  • Research groups

    Keep a study's interview transcripts together, with edit access for assistants and view access for supervisors.

How a Shared Workspace Works

A workspace takes a minute to set up and costs nothing. Everyone keeps their own personal space as well; the workspace is where the team's transcripts live.

  1. Step 01

    Create a workspace

    Give it a name, such as your team or a client. You become its owner.

  2. Step 02

    Invite colleagues by email

    Choose a role for each person. They get an email and accept the invitation from their account.

  3. Step 03

    Move transcripts in

    Transcribe as usual, then move one transcript or a whole selection into the workspace.

  4. Step 04

    Work on them together

    Members open the same transcripts; editors correct the text, add notes and file them into folders.

Key Features

  • Free on every plan

    Create as many workspaces as you need and invite as many people as you like. There is no per-seat price.

  • Three roles

    Admin, editor or viewer, set for each person and changeable at any time.

  • Folders

    Each workspace has its own folders for filing transcripts by client, project or date.

  • One switch between spaces

    Move between your personal space and your workspaces from the top of the app.

  • Notes on transcripts

    Editors and admins leave notes on a transcript for the rest of the team.

  • Workspace API keys

    On a paid plan, a developer API key can be pinned to one workspace, so an integration only ever sees and adds that workspace's transcripts.

Frequently Asked Questions

Are shared workspaces free?
Yes. Workspaces are included on every plan, the free plan too. You can create as many as you need and invite as many people as you like; there is no per-seat price. Each person uses their own account, free or paid.
Whose minutes does a workspace transcript use?
The minutes of whoever uploads the recording. A transcript is always created in the uploader's personal space and counts against their plan; moving it into a workspace afterwards costs nothing. Paid features on that transcript, such as PDF, Word and subtitle exports or naming speakers, follow the uploader's plan too.
What can a viewer do?
A viewer can open every transcript in the workspace, play the recording and export the text. They cannot edit transcripts, see or add notes, or file transcripts into folders. Give someone the editor role when they need to change things.
Can every member use the AI assistant on a shared transcript?
No. The AI assistant and summaries of a transcript are available to the person who uploaded it, because they run on that person's plan. Other members can read, play and export the transcript, and editors can correct it and add notes.
What happens to transcripts when someone leaves?
They stay in the workspace. When a member leaves or is removed, the transcripts they created remain there for everyone else. If the owner deletes the workspace, every transcript goes back to the personal space of the person who created it.
Does everyone I invite need an account?
Yes, and a free one is enough. You invite people by email address and they receive an email. Someone who already has an account accepts the invitation from their invitations page; someone new creates a free account with that address, and the invitation appears as soon as they confirm it.

Give Your Team One Place for Transcripts

Create a free account, set up a workspace and invite your colleagues. Workspaces are free on every plan, and the free plan includes 120 minutes of transcription every week.

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