Schedule agenda items for in-room transcripts – CaptionHub

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This is an optional feature in CaptionHub, currently in early access. Contact support if you want to use it.

An event often runs several sessions in one room: a keynote, a panel, a Q&A. Agenda items let you add those sessions to your Timbra project ahead of time. Each item gets its own in-room companion link and QR code, so you can print a poster for every session before the event starts. During the event, the in-room display and companion follow the agenda for you. They show which session is on, and point attendees at its transcript.

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Before you start

Agenda items are available on in-room projects with a single audio source. Projects that caption several audio tracks don't have an agenda.

You'll need an in-room project. See Introduction to in-room transcription.

Build the agenda

Open your project and select the In-room tab.

Scroll down to Agenda, below the in-room companion settings.

Select Add agenda item.

Enter a Title, such as "CEO's opening keynote".

Pick when the session Starts.

Optionally, pick when it Ends. If you leave this empty, the session runs until the next one starts.

Select Submit.

Repeat for each session. Each new item starts when the previous one ends, so a back-to-back agenda only needs a title for each session.

Some things to know:

Times are in your browser's timezone. The Agenda section names the timezone it uses. If you're planning an event in another timezone, check the times against your venue's schedule.

Sessions can't overlap. If they do, Timbra tells you which session clashes.

Gaps are fine. Leave time between items for breaks. The display shows what just finished and what's next.

An open-ended last session runs on. If the last item has no end time, its session continues until you add another item.

Duplicating a project doesn't copy its agenda. Add the agenda again on the new project.

To change or remove an item, select Edit on its row, or open the ⋮ menu and select Delete.

Share each session's link and QR code

Open the ⋮ menu on an agenda item's row:

Copy URL to in-room companion copies the session's link, for an email, a chat message or your event app.

View in-room companion opens the session's page in a new tab, so you can check it.

Download QR code and posters (.zip) downloads the session's QR code (SVG and PNG) and a printable PDF poster. The poster shows the session's title and times.

Download collateral (.zip), above the agenda, now includes a folder for each agenda item, alongside the QR code and poster for the whole room. Its info.txt lists each session with its times and link.

Posters print the session times in the timezone of the person who downloads them.

A session's link and QR code don't change when you edit its title or times. You can print posters early and still adjust the agenda later.

If you delete an item, its QR code still works. It takes attendees to the transcript for the whole room, with a note that the session is no longer on the agenda.

What attendees see

Open screens follow your agenda automatically. You don't need to reload them, and the stream doesn't need to be running for them to change. When you save a change to the agenda, open displays and companions update within a few seconds.

A session's own companion page

A session's link opens a companion page for that session only. The header shows the session's title and times.

Before the session starts, the page says "This session hasn't started yet." It links to the session that's on now, if there is one.

During the session, the page shows the live transcript from the start of the session. It also shows which session is up next.

After the session ends, the page says "This session has ended." The session's transcript stays on the page, so attendees can read back. It links to the session that's on now, or the next one.

AI summaries cover a whole stream, not one session, so they don't appear on a session's page.

The room's companion page

The room's companion link works as before, and shows the whole room's transcript. When the agenda has a session on, the header also shows its title and times.

The in-room display

When a session is on, the display shows its title and times above the QR code. The QR code points at that session's companion page, so attendees who scan it follow the session in front of them.

Between sessions, the display shows two smaller QR codes: one for the session that just finished, and one for the session that's up next.

Before the first session, the display shows the first session's QR code, labelled "Up next". After the last session ends, it shows that session's QR code, labelled "Just finished". The holding screen shows the same QR codes and titles as the transcript screen.

The session titles appear with the QR codes. If you hide the QR code in the display settings, the display doesn't show the session titles either. When the agenda is empty, the display shows the room's QR code, as before.

The Live transcript widget and webinar pages don't use the agenda.

Running late?

The agenda follows the clock, not the stream. If a session overruns, edit its end time and the start of the next session. Open displays and companions catch up within a few seconds.

A sentence spoken just as one session ends can appear under the next session once the page reloads.