Workspace Setup

A few minutes of setup improves transcription quality and helps your team work together.

Custom vocabulary

Add firm-specific terms so Ardela recognizes names, acronyms, and legal phrases correctly.

1. Open Settings → Vocabulary
2. Add words or phrases your team uses often
3. Save — vocabulary applies to future transcriptions

See Vocabulary settings for details.

Templates

Templates define the structure of generated notes and documents.

• Workspace templates — shared by admins for consistent firm output
• Personal templates — private to you

Configure templates under Settings → Templates, then select them when generating from a recording. See Templates.

Groups and visibility

Groups control who can view each other's recordings within the workspace.

1. Open Settings → Groups
2. Create groups for teams, practice areas, or matters
3. Enable Shared visibility so members can read (not edit) peer recordings in that group

Shared visibility is read-only. Only the recording author (or an admin) can edit or delete.

See Groups settings.

Invite your team

Workspace admins can invite members from Settings → Members:

• Assign roles (Member, Admin, Transcriber)
• Set permissions for recordings, Clara, and queue access
• Require two-factor authentication under Settings → Security

Document branding

Admins can upload a logo and configure header/footer styling under Settings → Document branding. Branded exports apply to generated documents, not plain transcript exports.

Plan and usage limits

Check Settings → Usage and Billing for your plan's limits on:

• Recordings per month
• AI generation and edits
• Audio minutes
• Storage

Contact your admin or Ardela support if you hit a limit.

Recommended checklist

When setup is done, move on to your first recording.