Four Status Stages
Every transcription request in 12scribe moves through a clear sequence of stages. Understanding these stages helps you know exactly what is happening with your recording at any moment and when to expect the finished transcript. The current status is always visible in the project view, displayed as a badge next to each recording session.
The four stages are: Pending, Processing, Completed, and Failed. In the normal case, a transcription moves from Pending to Completed within 2-5 minutes for a one-hour recording. During this time, you can continue using the app normally — browse other projects, start new recordings, or even close the app entirely. The transcription runs on the server independently of what you do on your device.
Progress Tracking
Each status stage gives you specific, actionable information about where your transcription stands:
- Pending — your transcription request has been received by the server and is waiting in the processing queue. This stage usually lasts only a few seconds during normal hours. During peak usage times (midday on weekdays, for example), the wait may be slightly longer. Pro users receive priority queue placement, meaning their requests are processed before Free plan requests.
- Processing — the server is actively transcribing your audio. This is where the work happens. A progress indicator shows the percentage complete, updating in real time as each audio chunk finishes processing. You can see a breakdown like "7 of 12 chunks completed" that gives you a concrete sense of how far along the process is.
- Completed — the full transcript is ready and has been delivered to your device. You can read the text, search through it, copy passages, and use the transcript for AI Smart Notes generation. The text is stored locally on your device, so it remains available even when you go offline later.
- Failed — something went wrong during the transcription process. This is uncommon but can happen due to network interruptions during upload, server errors during processing, or problems with the audio file format.
You receive a push notification when a transcription completes (or fails), so you do not need to keep checking the status manually. The notification takes you directly to the project when tapped.
What to Do if Transcription Fails
If your transcription shows a Failed status, do not worry — the issue is almost always temporary and resolvable. Follow these diagnostic steps in order:
- Check your internet connection — the most common cause of failure is a connection drop during the audio upload phase. If your Wi-Fi disconnected or you moved out of cellular range during upload, the transfer was interrupted. Reconnect to a stable network before retrying.
- Check your transcription quota — if your monthly transcription minutes are fully used, new requests cannot be processed. Open the Profile tab to see your remaining minutes and the date your quota resets.
- Retry the transcription — tap the Retry button next to the failed session. This re-uploads the audio and creates a fresh transcription request. In the majority of cases, the issue was temporary (a brief network hiccup, a momentary server spike) and the retry succeeds without problems.
- Check the audio file format — if you imported an audio file from an external source, verify that it is in a supported format (.m4a, .mp3, .wav, .aac). Corrupted or truncated audio files can also cause failures.
- Wait and retry — if the server is experiencing high load or maintenance, waiting 10-15 minutes before retrying often resolves the issue. Persistent failures across multiple retries should be reported through the app's support channel.
Retry and Re-send
The retry mechanism in 12scribe is designed to be safe, simple, and forgiving. When you retry a failed transcription, the following happens:
- The audio file is re-uploaded from your device to the server in its entirety
- A new transcription request is created on the server, completely replacing the failed one
- Your quota is only consumed when a transcription completes successfully — failed attempts do not use any of your monthly minutes
- You can retry as many times as needed. There is no penalty or limit on retries
For recordings made while you were offline, transcription requests are automatically queued on your device and sent to the server when connectivity is restored. In this case, there is no need to manually retry — the app handles the queue processing automatically. Learn more about the offline workflow in Offline Recording and Queued Transcription.
Understanding the complete transcription pipeline — from upload through chunking, recognition, assembly, and delivery — helps you troubleshoot issues faster and set realistic expectations for processing time. See How Transcription Works in 12scribe for a detailed walkthrough of each stage.