EdUHK SmartTranscribe (Pilot)

EdUHK SmartTranscribe (https://sclabs.eduhk.hk/SmartTranscribe/), launched as a pilot in Feb 2026, is an AI-driven, web-based tool designed for real-time transcription and summarisation for administrative purposes. By utilising speech recognition and natural language processing, it streamlines meeting documentation and reduces manual effort. The tool currently supports English, Cantonese and Putonghua, as well as real-time recording and audio file upload. 

Main features:

• Automatically generates meeting transcription, summary and meeting notes
• Allows users to choose from structured, action-focused, and committee-style meeting notes formats, or upload their own personal template (in PDF or DOCX format) 
• Enhanced security controls that allow users to select from recommended security levels or customise settings to meet specific needs 
  

  Real-time Recording Mode:

  	Strict Privacy Mode    Suitable for meetings with strictly confidential content. The meeting content is accessible on this computer for 30 days, protected by a password.	Standard Security Mode    Suitable for general meetings with no confidential information. The meeting content is kept for 30 days
  Local Storage	✓	✕
  Password	Must	✕
  Audio Playback	✕	✓ (Encrypted)

  Audio File Upload Mode:

  	Secure Offline Mode    Suitable for meetings with strictly confidential content. The audio file is deleted after processing, and the meeting content is accessible on this computer for 30 days, protected by a password.	Standard Upload Mode    Suitable for general meetings with no confidential information. The meeting content is kept for 30 days.
  Local Storage	✓	✕
  Password	Must	✕
  Audio Playback	✕	✓ (Encrypted)

• One-click quick start to launch live meetings with standard cloud storage with audio playback and no password restriction 
• Offers the flexibility to store generated meeting contents (i.e. transcript, summary and meeting notes) locally or on the server, encrypted for 30 days
• Offers options to process uploaded audio files by the Microsoft Cloud Services (for better performance) or EdUHK servers (for strengthened security) in Audio File Upload Mode  
• Supports live recording playback, with a “click-to-play” feature  that allows users to click any line in the transcription to instantly play the corresponding audio segment for easy reference, and audio capture in Zoom and Teams meetings in real-time recording mode 
• Supports the upload of audio files in MP3, WAV, M4A and FLAC below 500MB within 5 hours long 
• Features speaker diarisation that automatically identifies and labels speakers in the transcript (available in both Real-time Recording and Audio File Upload Modes) 
  (This beta feature works best with 2 to 8 clearly speaking participants. Performance may be affected by background noise, overlapping speech, or 9+ speakers.)
• Provides mobile support via SmartTranscribe Lite, a streamlined version focusing on core transcription and summarisation functionalities, available exclusively on the MyEdUHK mobile app   
  Please see MyEdUHK - Mobile App for All for the download instructions. 

  

Please note: 

1. Transcription typically takes approximately half the length of the audio file uploaded (e.g., 15 minutes for a 30-minute file). Users will receive an email notification once the transcription is completed. 
2. Live recordings and uploaded audio files cannot be exported and will be stored on the server for 30 days only. Users can delete recordings and uploaded audio files from the system after the meeting content has been generated. 
3. Reminder on Privacy: As stipulated in the Personal Data (Privacy) Ordinance, the audio recording itself may be regarded as personal data. Therefore, the meeting host should clearly inform participants before the recording commences and state the purpose, use, etc of the recording. Please refer to the EdUHK Personal Data Protection webpage for details. 
4. To use the audio capture feature in Zoom and Teams meetings, please check the Capture System Audio in SmartTranscribe and choose to share “Entire Screen” with “Also share system audio” enabled when prompted. For the best experience, we recommend using Chrome or Edge on a PC. 

We are committed to ongoing improvement. EdUHK SmartTranscribe is continually enhanced with new features, released from time to time.

Who can access the application?

All staff members have access to the application. Simply log in with their EdUHK email and password.

User Manual

Please click here for the user guide.

Enquiry

Should you have any questions or require assistance, please do not hesitate to contact IT Help Desk at 2948 6601 or helpdesk@ocio.eduhk.hk.