Core Functionalities

User Account Management

Login and Logout Procedures

Accessing the VRBTM platform begins with a secure login process. Users log in to the VRBTM platform using their registered email address and password via the official login page. Upon successful authentication, they are redirected to their personalized dashboard, where they can manage projects and access platform features.

Users must keep their credentials confidential to prevent unauthorized access. The system enforces multi-factor authentication (MFA) for all accounts and enforces session timeouts that may require re-authentication after a period of inactivity. To log out, users can select Logout from the navigation panel to securely end their session—especially when using shared devices.

Account Settings

Users can manage their personal account information within the VRBTM platform from two access points:

  • By clicking the My Account button located in the top-right corner of the interface, or

  • By navigating to Settings → Quick Actions → Edit Profile in the left-hand navigation menu.

Within the Account Settings section, users can update and manage:

  • Username

  • Email address

  • First Name and Last Name

  • Password

  • Multi-Factor Authentication (MFA) — optional security feature for enhanced protection.

Additionally, users can view their current role within the system, which determines their permissions and accessible features.

All changes require confirmation to preserve data integrity and account security. Maintaining accurate and up-to-date information helps ensure proper access, password recovery, and secure collaboration across projects.

User Roles and Permissions

VRBTM uses a role-based access control (RBAC) system to manage user permissions and ensure data security. Each role defines a specific level of access within the platform, allowing teams to collaborate efficiently while maintaining compliance and information integrity.

The current roles available in VRBTM are:

  • Reader
  • The Reader role provides view-only access within the platform. Readers can open and review projects, transcriptions, and disclosure packs, but they cannot make edits, upload files, or modify any content.

  • This role is ideal for individuals who need to audit or review work without altering data.

  • Transcriber

  • The Transcriber role can create, edit, and manage transcriptions. Users with this role can upload audio files, perform redactions, edit transcripts and speaker information, and generate disclosure packs.

  • They are responsible for ensuring transcription quality, accuracy, and compliance before submission.

  • User Admin

  • The User Admin role can manage both users and content. In addition to all Transcriber capabilities, User Admins can create new projects, manage user accounts, configure settings, and oversee project-level permissions.

  • This role is suited for team leads or supervisors who coordinate transcription teams and maintain data consistency.

  • Super Admin

  • The Super Admin role has full system-wide access. This includes managing users, roles, permissions, and all content within the platform.
  • Super Admins can configure platform-wide settings, enforce security policies, and oversee the overall operation of the VRBTM environment.
  • This role is restricted to system administrators responsible for governance and compliance.

This tiered structure ensures that every user only has access to the tools necessary for their role, maintaining both security and operational efficiency across the VRBTM platform.

Creating New Users

User creation in VRBTM is restricted to administrators with appropriate permissions (User Admin or Super Admin roles). This controlled process ensures proper onboarding, security, and license management.

Prerequisites for Creating Users

Before creating new users, administrators should verify:

  • Available Seat Licenses: The platform enforces a maximum user seat limit based on your organization's license. The current seat usage and availability can be monitored from the User Management dashboard. Active users count toward this limit, while disabled users do not.

  • Appropriate Permissions: Only users with the User Admin or Super Admin role can create and manage user accounts.

  • User Information: Collect the required information for the new user, including their email address, preferred username, and the role they will be assigned.

Step-by-Step User Creation Process

1. Access User Management: From the VRBTM dashboard, navigate to Settings → User Management or click Users in the navigation menu.

2. Initiate User Creation: Click the Add User button. If the maximum seat limit has been reached, the system will display a warning and prevent new user creation until the license is upgraded (contact your sales representative) or inactive users are disabled.

3. Complete User Information Form:

  • Username: Enter a unique username (minimum 3 characters, no spaces allowed). This will be used for system tracking, such as displaying in transcription history and PDFs to show what was changed and who did it.

  • Email Address: Provide a valid email address. This must be unique within the system and will be used for login, notifications, and password recovery.

  • First Name and Last Name: Enter the user's full name for identification and audit purposes.

  • Role: Select the appropriate role that defines the user's permissions:

  • Reader – View-only access to projects and transcriptions
  • Transcriber – Can create, edit, and manage transcriptions
  • User Admin – Can manage users and all content

  • Super Admin – Full system access and configuration

  • Groups (Optional): Assign the user to one or more groups if your organization uses group-based access control. Groups can inherit additional roles and permissions.

4. Submit and Create: Click Save User to initiate the user creation process.

What Happens After User Creation

Once the form is submitted, VRBTM performs the following automated steps:

1. Account Creation: The user account is created in the system with the specified role and permissions.

2. Email Verification and Invitation: An automated verification and invitation email is sent to the user's provided email address. This email contains:

  • Instructions for accessing the VRBTM platform
  • A secure link to set their initial password
  • Email verification confirmation

3. First Login Requirements: When the new user logs in for the first time, they will be prompted to:

  • Set a secure password that meets the platform's password requirements (minimum 8 characters, including uppercase, lowercase, numbers, and special characters)
  • Accept the VRBTM Terms and Agreements
  • Optionally set up Multi-Factor Authentication (MFA) for enhanced security

Managing User Seat Limits

VRBTM enforces a user seat limit based on your organization's license. This limit applies only to active users (disabled users do not count toward the limit).

To monitor seat usage:

  • Navigate to User Management dashboard
  • View the Seat Usage indicator showing current usage and available seats
  • The system displays warnings when approaching the limit

If the seat limit is reached:

  • The Add User button will be disabled
  • Administrators must either contact their sales representative to upgrade the license or disable inactive users before creating new accounts

User Account Status

Newly created users are automatically set to active status. Administrators can later:

  • Disable Users: Temporarily disable accounts without deleting them. Disabled users retain all their data but cannot log in. This action does not count toward the seat limit.

  • Enable Users: Reactivate previously disabled accounts (subject to available seat licenses).

Resending Verification Emails

If a user does not receive the initial verification email, or if it expires, administrators can resend it:

1. Navigate to User Management

2. Locate the user in the list

3. Click the Actions dropdown

4. Select Resend Verification Email

The system will send a new verification email with updated instructions.

Security and Best Practices

When creating new users, administrators should follow these security best practices:

  • Assign the Least Privileged Role: Only grant permissions necessary for the user's job function. Start with Reader or Transcriber roles and escalate only when required.

  • Use Groups for Team Management: For organizations with multiple teams or departments, utilize groups to streamline permission management and role assignments.

  • Multi-Factor Authentication: MFA is enforced for all accounts. New users must set up MFA during their first login for enhanced account security.

Project Management

Creating a New Project

Projects in VRBTM serve as organized containers for audio files and their associated transcriptions, edits, and disclosure packs. To initiate a new workflow, users must first create a new project. This process involves selecting the New Project button within the VRBTM dashboard.

Users will be prompted to provide a unique project name and an optional description to help categorize its purpose. Once created, the project becomes the central hub for all related audio files and their processing stages. It is crucial to name projects clearly and descriptively to facilitate easy retrieval and management, especially when dealing with a large volume of cases or clients.

Opening and Managing Existing Projects

Users can easily access and manage their existing projects from the VRBTM dashboard. The platform displays a list and a searchable interface of all projects associated with the user’s account. To open an existing project, users simply select the desired project from this list.

Once opened, users gain access to all files contained within that project, along with their current status, such as Not Started, In Progress, or Completed. Project management also includes the ability to rename projects and add or remove files. Efficient management of existing projects is key to maintaining an organized workflow and ensuring that all related documentation is easily accessible.

Searching within Projects

VRBTM provides robust search capabilities within project folders, allowing users to quickly locate specific audio files or transcriptions. This feature is particularly useful in projects containing numerous files.

Users can initiate a search by entering keywords, file names, or relevant metadata in the search bar located within the project interface. The system filters and displays only the files matching the search criteria, allowing users to find content quickly. Effective use of the search function enhances productivity and ensures that users can navigate their data efficiently, even in complex and extensive project environments.

Audio File Handling

Supported Audio Formats

VRBTM is designed to accommodate a variety of audio file formats, ensuring broad compatibility for users. The platform currently supports the following common audio file types:

  • MP3:
  • A widely used digital audio format that employs a form of lossy data compression. It is popular for its relatively small file sizes while maintaining good audio quality, making it suitable for efficient uploading and processing.
  • MP4:
  • Primarily a digital multimedia container format most commonly used to store video and audio. While often associated with video, MP4 files can also contain audio-only tracks, and VRBTM can process these audio components.
  • WAV:
  • A standard digital audio file format used for storing waveform data. WAV files are uncompressed, meaning they retain all the original audio information, which can result in higher fidelity but also significantly larger file sizes compared to MP3s. This format is ideal for users who prioritize audio quality and fidelity for transcription.

Users should ensure their audio files are in one of these supported formats before attempting to upload them to the VRBTM platform to avoid compatibility issues.

Uploading Audio Files

Uploading audio files to VRBTM is a straightforward process designed for user convenience. Once a project has been created or an existing one opened, users can initiate the upload process by selecting the Upload Media button within the project interface.

Users will then be prompted to browse their local device files and can select one or multiple audio files at the same time. VRBTM supports batch uploads, allowing users to upload several files in a single action.

The platform is optimized for efficient file handling; upload time depends on the size and number of files selected, as well as the user’s connection speed. Each uploaded file is processed independently and will generate its own transcription and audit trail within the project.

Managing Background Noise Reduction

VRBTM incorporates advanced features to enhance the clarity and accuracy of transcriptions, including the ability to manage background noise. During the audio file upload process, users can configure background noise reduction settings to improve clarity before transcription.

This feature intelligently identifies and mitigates unwanted ambient sounds, such as HVAC hums, distant conversations, or other environmental distractions, that could interfere with the clarity of spoken words. By effectively reducing background noise, VRBTM significantly improves the quality of the audio input for the transcription engine, leading to more accurate and reliable transcripts.

Adjusting these settings helps balance clarity and performance based on the audio environment.

Selecting Transcription Language

Accurate transcription depends on correctly identifying the spoken language. VRBTM allows users to select the language of the audio file before starting a transcription. The language selection option appears in the upload interface.

The platform supports over 100 languages and dialects powered by AWS Translate, providing high accuracy across diverse linguistic inputs. Selecting the correct language ensures that the transcription engine applies the most suitable linguistic model, maximizing transcription quality and minimizing errors.

If the desired language does not appear in the dropdown list, users can choose Auto-Detect, which automatically identifies and applies the appropriate language model.

Administrators can manage which languages appear in the dropdown list by navigating to Settings → Application Settings → Language Configuration. From this section, they can add or remove available languages, tailoring the dropdown list to their organization’s specific operational needs.

Transcription Process

Initiating Transcription

Once an audio file has been successfully uploaded to a VRBTM project, the next crucial step is to initiate the transcription process. This is done by selecting the Transcribe button associated with the uploaded file within the project interface.

Upon initiation, the VRBTM system begins processing the audio, converting spoken words into text. This process leverages advanced speech-to-text algorithms, enhanced by the pre-selected language settings and any applied background noise reduction. While transcription is in progress, users can continue working in other areas of the platform.

This allows for efficient multitasking, enabling users to manage other projects, review existing files, or prepare for subsequent steps while the system handles the intensive transcription workload.

Monitoring Transcription Progress

VRBTM provides mechanisms for users to monitor the progress of their transcriptions. Users can monitor real-time progress directly from the project view. This status indicator will change from Uploaded or Processing to Transcribed once complete.

This real-time feedback indicates when files are ready for the next stage of editing and redaction. For very large files, the system may also provide a progress bar or estimated time to completion, offering greater transparency into the processing duration.

Understanding Processing Times

The time required for transcription in VRBTM can vary based on several factors, primarily the length and size of the audio file. While the system is optimized for efficiency, it is important for users to understand these variables.

Even for the largest supported files (up to 2 GB or approximately 2.5 hours of audio), transcription usually completes in under 10 minutes. However, factors such as the complexity of the audio (e.g., multiple speakers, accents, uncontrolled environments), the selected language, and current system load can influence the exact processing time.

Users should anticipate these variations and plan their workflows accordingly, especially when dealing with time-sensitive disclosures.

Transcription Editor

Upon successful transcription, users gain access to the VRBTM Transcription Editor, the central workspace for refining and redacting the generated text. The editor interface is intuitively designed to facilitate efficient review and manipulation of the transcript.

The editor features a synchronized view of the transcribed text and audio waveform. Key navigational elements include playback controls (play, pause, rewind, fast-forward), a timeline or scrubber for precise audio positioning, and tools for text selection and editing.

Users can easily move between different sections of the transcript, jump to specific timestamps, and utilize various editing functionalities. Familiarity with the editor’s layout and tools maximizes productivity and ensures accurate, high-quality outputs.

Listening to Audio and Editing Text

A core strength of the VRBTM editor is its ability to synchronize audio playback with the displayed text. This allows users to listen to the original audio recording while simultaneously reviewing and editing the transcribed text.

As the audio plays, the corresponding text is highlighted, enabling users to verify accuracy and make corrections in real-time. This feature is invaluable for ensuring verbatim accuracy, correcting misinterpretations by the transcription engine, and adding punctuation or formatting as needed.

Users can pause, rewind, and replay sections of the audio to meticulously refine the text, ensuring that the final transcript precisely reflects the spoken content.

Redacting Text and Syncing Audio Redaction

One of VRBTM's most powerful features is its integrated text and audio redaction capability. Users can select specific portions of the transcribed text that contain sensitive information and apply redaction. Once the text is redacted, the system includes a crucial Sync function.

When activated, this feature automatically redacts the corresponding segment of the audio file to match the text redaction. This ensures that both the written and spoken versions of the disclosure pack remain consistent and secure, preventing any inadvertent disclosure of sensitive information through the audio.

This synchronized redaction represents a major improvement over manual methods, which often left audio unredacted or required separate, complex processes.

Using the Audio Waveform and Scrubbing

The audio waveform displayed within the editor provides a visual representation of the audio file’s amplitude over time. This graphical display is highly useful for navigation and precise editing. Users can scrub through the audio by dragging the cursor along the waveform to quickly jump to specific points in the recording.

The text display in the editor dynamically updates to match the current audio position, providing a seamless experience.

This visual aid is particularly useful for identifying pauses, speaker changes, or sections with challenging audio quality, enabling more efficient and accurate editing.

Reassigning Speakers

VRBTM transcription engine automatically separates different speakers within an audio recording. However, in complex scenarios —such as overlapping speech or noisy environments— the system may occasionally misidentify or incorrectly assign speakers.

The editor allows users to manually reassign speakers by selecting the segment of text with incorrect attribution and assigning the correct speaker’s name. This ensures that the final transcript accurately attributes spoken words to the right individual, which is critical for legal, compliance, and audit purposes.

Understanding Configurable Confidence Ratings

To help users identify potentially inaccurate transcriptions, VRBTM provides configurable confidence ratings. The system evaluates each word or phrase and assigns a confidence score. Any text falling below a user-defined confidence threshold is highlighted within the editor.

This visual cue directs reviewers to areas that may require closer inspection or manual correction. The threshold can be adjusted in the Settings section, allowing users to fine-tune the sensitivity based on their workflow or the audio’s complexity. This feature enhances review efficiency by focusing attention on sections most likely to contain errors.

Output Generation

Editing Auto-Generated Summary and Insights

Beyond transcription, VRBTM uses artificial intelligence to generate an editable summary and insights from the transcribed content. These auto-generated elements provide a concise overview and key takeaways from the audio, saving users time in content analysis.

Once transcription and redaction are complete, users can access and refine these summaries and insights within the editor. This ensures that the final version accurately reflects the main discussion points and meets disclosure requirements. Editable summaries provide flexibility and control, ensuring alignment with organizational standards and objectives.

Selecting Output Templates

VRBTM offers flexible output formatting through the use of templates. Users can choose between the standard VRBTM template or a custom template they have created.

The standard template ensures a consistent, professional appearance for all disclosure packs. For organizations with specific branding, formatting, or compliance requirements, custom templates allow inclusion of company logos, custom layouts, and branded visual elements. Template selection occurs during the final stage of disclosure pack generation.

Downloading Disclosure Packs

Once all editing, redaction, and customization are complete, users can download the comprehensive disclosure pack. The pack is delivered as a single ZIP file containing all required disclosure materials.

Users can choose to include the redacted, non-redacted, or both versions of the transcript. The system ensures that selected versions are accurately compiled and formatted according to the chosen template. The download is initiated by selecting the Download option, after which the ZIP file becomes available for local storage.

Understanding Disclosure Pack Contents

The downloaded ZIP file contains a complete, auditable disclosure pack that meets compliance standards for regulated and high-trust industries. Its contents include:

  • PDF (Text): The transcribed text in redacted and/or non-redacted versions, provided in a secure, print-ready PDF format.

  • MP3 (Audio): The corresponding audio file, including the redacted version when applicable, ensuring alignment between text and audio redactions.

  • Summary and Insights: The editable AI-generated summary and insights, providing an overview of key takeaways from the transcription.

  • Audit Log: A detailed activity record showing all access events and actions taken, ensuring complete transparency, traceability, and accountability.

This packaging ensures all components required for official disclosure are available in a single, organized, and secure archive.