If you’ve ever left a client call with a fuzzy idea of what was agreed (or who’s actually doing what), you know how valuable a dead-simple, accurate transcript can be. But most transcription tools either miss the details, mangle the speakers, or need so much cleanup that you may as well have written notes by hand. This guide is for anyone in an enterprise setting who wants transcripts that don’t suck—and doesn’t want to spend hours babysitting them.
This isn’t about chasing some AI dream—just getting a real-world, repeatable process using Sembly to capture and use client call transcripts without extra hassle.
Why Even Bother With Transcripts?
Before we get into the “how,” let’s be honest: not every meeting needs a transcript. But for client calls—especially those involving contracts, decisions, or any hint of finger-pointing down the road—having a clear, timestamped record can be a lifesaver.
Transcripts help you: - Track what was actually said (not what you think you remember) - Share outcomes with people who missed the call - Avoid misunderstandings, misquotes, and “he said, she said” messes - Make follow-up tasks and next steps dead obvious
Still, if your transcripts are riddled with errors, misattributed speakers, or privacy issues, they’ll just create new problems. That’s where Sembly comes in.
Step 1: Setting Up Sembly for Enterprise Use
Sembly isn’t magic—you need to set it up right, or you’ll end up with the same old headaches.
1.1 Choose the Right Plan
- Don’t cheap out if you need accuracy. Sembly’s free or basic tiers are fine for quick, informal calls, but if you’re running anything important (think: client contracts, legal discussions), spring for the enterprise or business plans. These come with better security, speaker identification, and more robust support.
- Check for compliance. If you’re in finance, healthcare, or law, make sure Sembly’s compliance matches what your company needs (GDPR, HIPAA, SOC 2, etc.). Don’t just trust the marketing—ask for proof.
1.2 Add Sembly to Your Call Workflow
- Sembly can join Zoom, Teams, and Google Meet as a “bot” or virtual participant.
- Decide if you want Sembly to join automatically or manually. For most client calls, manual is safer—you don’t want to accidentally record internal team chatter.
- Pro tip: Name your Sembly bot something obvious (e.g., “Transcription Bot – Recording”) so everyone knows it’s there. Surprising people with a silent bot is a good way to kill trust.
1.3 Set Clear Expectations
- Always tell participants you’re recording and transcribing. This isn’t just good manners—it’s often a legal requirement.
- If you’re getting pushback, explain that the transcript helps everyone avoid misunderstandings, and that it’s not “gotcha” surveillance.
Step 2: Running the Call—What Actually Works
2.1 Prep the Environment
- Use headsets or good mics where possible—echoey conference rooms and speakerphones will trip up even the best AI.
- Avoid talking over each other. Sembly does a decent job with speaker separation, but nobody’s perfect. If you’re in a group, ask people to state their names before big updates (“This is Jane. I think…”).
- Mute background noise—Sembly’s noise reduction is okay, but don’t expect miracles.
2.2 Start the Recording
- Make sure Sembly has actually joined the call and is recording. Don’t assume—check the participant list.
- If the bot drops, you’ll need to re-invite it. Don’t wait until the end to find out nothing was captured.
2.3 During the Call
- Speak clearly, but don’t obsess over “presenting for the AI.” You’re not making a podcast.
- Use people’s names when addressing questions or decisions. This helps with speaker tagging (and with human follow-up).
- If something is especially important (“That’s a key decision”), say so out loud—it makes it easier to spot in the transcript later.
Step 3: Reviewing and Editing Transcripts
Even the best AI will get things wrong. Here’s how to get a transcript you can actually use.
3.1 Find Your Transcript
- After the call, Sembly will process the audio and usually email you a link. You can also access transcripts from the Sembly dashboard.
- Processing time depends on call length, but most 60-minute calls finish in under 10 minutes.
3.2 Check the Basics
- Speaker labels: Are names matched to the right voices? Sembly’s speaker ID works well if you have clear, distinct voices and everyone speaks up, but it can struggle with large groups or accents.
- Major errors: Skim for obvious mis-hearings (e.g., “SaaS” turning into “sass” or “Dunn” instead of “Don”). If it’s a critical word (company name, contract term), fix it now.
3.3 Edit for Clarity (But Don’t Over-edit)
- Most transcripts don’t need to be perfect—they just need to be “good enough to understand.”
- Fix the big mistakes, leave the small ones. If you get stuck, ask: “Would this confuse someone who wasn’t there?”
- Sembly lets you edit transcripts directly in the dashboard. Use the search and highlight features for fast cleanup.
3.4 Tag and Annotate
- Add tags or comments if your team will use the transcript later (“Follow-up needed,” “Decision made”).
- For sensitive topics, mark sections as confidential or redact as needed. Sembly supports basic redaction, but don’t rely on it for ironclad privacy—if it’s truly sensitive, consider if it should be transcribed at all.
Step 4: Sharing and Storing Transcripts Safely
4.1 Who Really Needs Access?
- Don’t blast transcripts to everyone “just in case.” Decide who needs the full transcript, who needs a summary, and who just needs the action items.
- Sembly can generate summaries and action points, but treat them as drafts—always check for accuracy.
4.2 Export Options
- Download as PDF, DOCX, or plain text—pick what works for your workflow.
- If you need to import into other tools (CRM, ticketing systems), check Sembly’s integrations. Most major platforms are covered, but test with a dummy call before you bet the farm on it.
4.3 Privacy and Retention
- Transcripts are only as secure as your cloud setup. Use Sembly’s enterprise controls for user permissions, audit logs, and retention policies.
- Set a regular purge schedule. Don’t hoard transcripts forever—delete them when they're no longer useful.
What Sembly Does Well (and Where It Falls Short)
It’s easy to get swept up in AI hype, so here’s what actually works—and what to ignore.
Where Sembly Shines
- Solid accuracy for clear audio and small groups. If you use good mics and don’t talk over each other, Sembly’s transcripts are about as good as it gets for automated tools.
- Speaker identification is reliable for up to 5-6 people. Beyond that, expect some mix-ups.
- Integrates smoothly with major video call platforms. The “bot” method is less clunky than uploading recordings after the fact.
- Search and highlight features save time. You can find key decisions or action items quickly.
Where You’ll Still Need to Be Careful
- Accents, jargon, and crosstalk trip things up. No surprise—every AI struggles here.
- Big groups (>6 people) = more errors. If you’re running a 20-person town hall, don’t expect perfection.
- Summaries and action points are “dumb.” They’re a starting point, not a replacement for human review. Don’t blindly copy-paste them into client emails.
- Privacy is on you. Sembly gives you tools, but it’s your job to use them properly and stay compliant.
Ignore the Hype
- “100% hands-free meeting notes.” Not happening. You’ll always need to check and fix.
- “AI can understand context and tone.” Only to a point. Don’t expect transcripts to capture sarcasm, intent, or subtle negotiation tactics.
Keep It Simple—and Iterate
You don’t need a PhD in AI or a six-month rollout plan. Start with one or two important client calls, see what works, and adjust. Focus on clear audio and clear expectations, and don’t get hung up on making every transcript perfect.
Most importantly: use transcripts to make your life easier, not more complicated. If you’re spending more time editing than you would taking notes by hand, something’s wrong. Keep it practical, keep iterating, and rely on Sembly to do what it does best—capture the details you’d otherwise miss.