Wrong or missing speaker names: how Finalize works

Scalign ties every quote, action and insight to a person, so it needs to know who spoke. Meetings the assistant joins come with a participant list from the video platform, and the names are usually right out of the box. Recordings from the desktop recorder don't, which is why those ask you to confirm who was in the room before the summary is written. That step is called Finalize.

Which recordings ask you to finalize

Every recording made with the desktop recorder, online or in a room, and any transcript you split off into its own recording. Meetings the assistant recorded and meetings imported from another tool never ask.

Scalign first works out what it can on its own and only asks when something is left open. If every voice was matched, for example from the platform's participant names on a Teams call, the recording goes straight through.

Where you see it

• An amber count on Call Recordings in the sidebar, and a Show queue bar at the top of the list.
• On the recording itself, an amber card such as 2 voices to identify or Confirm who was in the room, with a Finalize meeting button. Where the summary would be, it says Written once you finalize the meeting.
• In the desktop app, a Needs finalizing section in History. Opening a recording there takes you to the Finalize page in Scalign.

Anyone who can open the recording can finalize it, not only the person who recorded it.

Finalize a meeting

1. Open the recording and click Finalize meeting, or choose Meeting details from the menu in the top right.
2. Check the Meeting type at the top. Discovery, follow-up and customer calls are analysed as sales meetings.
3. Under In the room, check the people chips. Click a chip to mark someone Internal or External and set the company domain; the domain decides which company the meeting counts toward. Use Add to add someone who's missing. If your calendar had an overlapping event with more attendees, Scalign offers to add them.
4. Under the voices, unanswered ones come first. Each card shows the voice's share of the talking and its longest quotes. Tap a person chip, or Someone else, Several people or Don't know.
5. Click Finalize meeting. Analysis starts a couple of minutes after your last save, so you can keep editing; Process now on the recording page skips the wait.

To finalize, every voice needs an answer. A sales meeting also needs at least one person from the customer's side with a company email address; a personal address like gmail.com can't be assigned to a company. Adding a person always requires their email, because that's how Scalign recognises them across meetings. If you don't have it, leave them off and answer the voice Don't know.

Voices marked "Too brief to identify"

A voice with under ten seconds of speech is usually a fragment the transcription split off, not another person. It never blocks finalizing. If it really is someone, click Identify and answer it like any other voice.

Two voices, one person

Pick Someone else on the second voice and choose the person under Or merge with. Both voices are then credited to them.

A name is wrong on a finished recording

Finalizing doesn't lock anything. Open the recording, choose Meeting details, click Change on the voice, pick the right person and Save. The summary is rewritten with the corrected names; if a voice moved from your side to the customer's side or back, the insights are re-analysed as well. Your answers are kept even when the recording is re-processed later.

If the names are right but the voices are mixed up, with several people's sentences under one label, the transcript needs re-doing rather than relabelling. For a room recording, open Advanced on the Meeting details page and turn on Detect speakers by voice; the voices come back as anonymous labels you then name. This re-transcribes the recording, and the summary is rewritten afterwards.

How Scalign guesses who spoke

Before asking you, Scalign fills in what it can:

• In the room starts from the calendar invite, the people you listed in the desktop app's Who's here?, the platform's participant list on online calls, and people your workspace has met before under the same name.
• Each voice is matched from facts, not from how it sounds: the platform attached an email to that voice, the voice's display name is spelled by one of the invitees' email addresses, the Host of a desktop recording is the person whose computer recorded, or someone with that exact name was confirmed in earlier recordings.
• For voices still open, Scalign reads the conversation: a voice addressed as Thomas, a voice that introduced itself, the only person on the customer's side. These are proposals: they appear with a check mark and a reason, and the recording still waits for you to confirm them.

Scalign never stores voiceprints and never guesses from the sound of a voice. Confirming a voice doesn't teach it how that person sounds; it remembers names, not voices.

If you never finalize

The recording isn't held forever. After one business day, Scalign writes the summary and insights over the voices as they stand: an unidentified voice reads as unidentified, and nothing that needs a company, such as deal health or the CRM note, is produced until a customer is on the roster. After five business days it stops asking, but the Finalize meeting card stays on the recording, and finalizing then fills in the rest. Scalign never accepts a guess on your behalf.

Still stuck? Email support@scalign.ai with a link to the recording.