OnBoard's Speaker Identification feature helps identify who is speaking during a recorded meeting. After a recording is processed, OnBoard attempts to match speakers to names on the meeting's invitee list.

While Speaker Identification can help improve the accuracy of meeting transcripts and AI Minutes, results may vary depending on audio quality, meeting participation, and recording conditions.

This guide provides best practices, answers to common questions, and troubleshooting tips to help you get the most out of your meeting recordings.

Best Practices for Accurate Recordings

What Can I Do to Improve the Accuracy of AI Minutes Recordings?

Before the Meeting

• Check when your recording was scheduled. If your meeting's remote recording was scheduled before Speaker Identification was enabled (October 28, 2026), you will need to remove and re-add the remote meeting in OnBoard to enable Speaker Identification for the upcoming recording. You can use the same remote meeting link.
• Review the invitee list. Make sure the meeting's invitee list is accurate and includes all expected participants, including guests who may speak.
• Check your recording equipment. Confirm that microphones, speakers, and other recording equipment are working properly.
• Consider your meeting setup. When multiple participants share a microphone or conference room device, it may be more difficult to identify individual speakers.
• Inform participants. Remind attendees that the meeting will be recorded.

During the Meeting

• Begin with introductions or a roll call to help establish who is participating.
• Encourage participants to speak clearly and avoid talking over one another.
• Address participants by name when practical.
• Minimize background noise and side conversations.
• Clearly restate important decisions, motions, and voting results.

After the Meeting

• Allow the recording and transcript to finish processing.
• Review the transcript for unidentified or incorrectly named speakers.
• Listen to voice samples to confirm speaker identities before making corrections.
• Correct speaker names before generating or regenerating AI Minutes.
• Review the Meeting Outline and AI Minutes for accuracy before finalizing.

Troubleshooting Recording and Speaker Identification Issues

When to Contact Support

If the troubleshooting steps above do not resolve your issue, our Customer Support team is happy to help. Submit a support ticket here.

We recommend contacting Support if:

• A recording or transcript does not finish processing.
• Speaker corrections repeatedly fail to save.
• Speaker editing controls are unavailable when you should have access.
• Incorrect speaker names are reflected after regenerating AI Minutes.
• Similar speaker identification problems occur across multiple recordings.

When contacting Support, please include:

• Your organization and meeting name.
• The meeting date and approximate recording time.
• A brief description of the issue.
• Any error messages or screenshots.
• The troubleshooting steps you've already attempted.

Providing these details will help our team investigate more efficiently.

FAQs

Why are some participants listed as "Speaker 1" or "Speaker 2"?

• When OnBoard cannot confidently match a voice to a participant, it assigns a generic label such as "Speaker 1."
• This may happen when:
  • A participant is missing from the meeting's invitee list.
  • Multiple participants share a microphone.
  • A participant speaks only briefly.
  • Audio quality is poor or multiple people speak simultaneously.
• Meeting Admins can review the transcript and manually assign or correct speaker names.

Can I correct a speaker's name in the transcript?

• Yes. Meeting Admins can select a speaker in the transcript, listen to the corresponding audio, and assign or correct their name.
• Depending on the speaker, you may be able to update all lines associated with that voice or correct an individual line.
• For detailed instructions, refer to our Speaker Identification help center guide.

Will correcting a speaker automatically update AI Minutes?

• No. Speaker corrections update the transcript, and the Meeting Outline should update automatically after a short delay.
• AI Minutes must be regenerated to reflect corrected speaker names. We recommend completing all speaker corrections before regenerating your minutes.

Can I edit the transcript itself?

• Speaker names can be corrected, but the transcript's spoken text and timestamps cannot currently be edited.

Why doesn't every speaker's name appear in AI Minutes?

• AI Minutes are designed to summarize meeting discussions and important actions rather than reproduce the entire transcript. As a result, not every participant may be named in the generated minutes, even when they are correctly identified in the transcript.

Who can correct speaker names?

• Meeting Admins can review and correct speaker names for their meetings. 
• Speaker corrections must be completed before the meeting is archived or the minutes are finalized.

Can Speaker Identification be used with older recordings?

• Speaker Identification is available for remote meetings configured after Speaker ID or AI Minutes has been enabled for your organization.
  • Older recordings: Recordings created before Speaker Identification was enabled cannot be reprocessed to add speaker identification.
  • Previously scheduled meetings: If a meeting's remote recording was scheduled before Speaker Identification was enabled, the feature may not be available for that recording, even if the meeting has not yet taken place. Remove and re-add the remote meeting link to ensure Speaker ID is enabled for these meetings.