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AI processing
When audio is in, SummitScribe runs a background pipeline. The website only enqueues the job; a worker does the work. You poll status - you do not wait on a single browser request.
Stages (in order)
- Transcribing - speech-to-text on the audio (long files are chunked).
- Speaker - names / labels for who spoke. If naming times out on a very long meeting, the job can continue with simple labels rather than failing everything.
- Sectioning and notes - divide the meeting and write per-section notes.
- Synthesis and vision - meeting-level takeaways, actions, summary; image analysis merged in. Pass the Test then merges per-section flashcards/facts and runs a practice-quiz pass (batched; length scales with the lecture).
- Finalizing - mark the meeting complete and clear stale error flags.
Progress appears on Overview and on the AI Processing tab.
Statuses you may see
| Status | Meaning |
|---|---|
| Uploading / pending | Audio or job is waiting |
| Processing | Worker is in a stage |
| Completed | Done |
| Partial | Later stages failed; earlier results are kept |
| Failed | Structural failure or reclaim limit |
Partial is your recovery: the worker will not auto-retry it in a loop.
Documents (attached files)
Meeting Documents (Word, PowerPoint, PDF, and plain text on web and Windows) run a separate background pipeline from audio. Each file shows a status chip that moves through:
| Status | Meaning |
|---|---|
| Uploaded | File is stored; processing has not started yet |
| Converting | Legacy .doc / .ppt is being converted for extraction |
| Extracting | Text is being read from the file |
| Analyzing | Our AI providers summarize the extracted text |
| Ready | Analysis finished; the file can feed Rebuild notes with documents and Ask |
| Error | Processing failed; the chip shows a short error message |
Document processing does not block the audio pipeline. When documents are Ready, you can optionally rebuild notes to merge document substance into AI notes (confirm first — notes are not rewritten automatically). Details, limits, and formats: Meeting documents.
Reprocess
On AI Processing (and recovery actions when a job failed):
- Re-run from speakers
- Re-run sectioning / one section
- Synthesis only - reuse sections, cheaper (used when you switch to a template that was never processed)
- Generic retry if the stage name is cancelled or unknown
Reprocess uses processing time according to the work. Prefer the smallest action that fixes the gap.
Hours
The transcribed duration is what counts toward your monthly cap, recorded when transcribe completes. Deleting a meeting issues a reversing usage event so the meter stays honest. See Plans and billing.
If it looks stuck
- Open the meeting AI Processing tab - read the canonical job, not a cancelled sibling.
- Wait out a long speaker or notes stage (multi-hour meetings take minutes to tens of minutes).
- If status is partial, use a targeted reprocess. Do not spam full reprocess.
- Email info@summitscribe.app with the meeting title and time.