This guide will help you use glossaries to fine-tune your captioning accuracy for specialized terminology. Glossaries are useful primarily for unique names, internal terminology, or domain-specific vocabulary that wouldn't appear in standard dictionaries.
Note: Most users don't need glossaries — our transcription is highly accurate out of the box.
When You Might Need a Glossary
Consider creating a glossary if your content includes:
Proper names unique to your organization (Dr. Ramirez, Whitmore Hall, The Kaufman Institute)
Internal acronyms or abbreviations (your LMS name, department codes, project codenames)
Highly specialized technical terms (rare chemical compounds, proprietary product names)
Foreign words or phrases used repeatedly
Quick Start: One-Time Terms
If you have just a few special terms for a single video, use one-time terms instead of creating a full glossary.
When uploading, click the glossary selector in the upload modal. Choose One-time terms from the menu. Enter your terms, one per line.
These terms apply only to the current upload and aren't saved. Perfect for guest speakers' names or one-off terminology.
Creating a Permanent Glossary
For terms you'll use repeatedly, create a glossary that applies automatically to relevant uploads.
First, navigate to Profile > Glossary from your user menu. Click New to begin.
Name Your Glossary
Choose a descriptive name that indicates the content or context. Examples: "Biology 101 Terms", "Engineering Department", "Spring 2024 Speakers".
Choose a Scope
Select where this glossary should apply:
Organization — Applies to all videos across your organization. Only admins can create these. Use for institution-wide terms like campus building names or university-specific acronyms.
Folder — Applies to videos in a specific folder and its subfolders. Perfect for course-specific terminology. When you upload to that folder, the glossary auto-selects.
Personal — Applies only to videos you upload. Other organization members won't see or use these terms. Good for your personal naming preferences or recurring project-specific vocabulary.
Standalone — Doesn't auto-apply anywhere. You manually select it when uploading. Useful for specialized one-off projects where you want to reuse the same terms across multiple uploads but don't want them applied everywhere.
Add Your Terms
Enter terms one per line. Include the exact spelling and capitalization you want in the transcript.
Examples:
Dr. Martinez
Kaufman Institute
HIPAA
zygomatic arch
IntelliBoard
You can add as many terms as needed. Most glossaries contain 10-50 terms.
Click Create to save your glossary.
Smart Auto-Selection
When you upload videos, glossaries auto-select based on where you're uploading and who you are.
Organization glossaries apply to every upload in your org. Folder glossaries apply when uploading to that folder or any subfolder. Personal glossaries apply to your uploads.
The upload modal shows which glossaries will apply. Checkmarks indicate auto-selected ones. You can manually add standalone glossaries or remove auto-selected ones before uploading.
This means you set up glossaries once and they apply automatically to the right content without you thinking about it.
Managing Existing Glossaries
View all your glossaries in Profile > Glossary. The list shows glossaries you have access to, organized by scope.
Filtering and Search
Filter by scope using the dropdown to see only organization, folder, personal, or standalone glossaries.
Use the search field to find glossaries by name or search within their terms.
Editing
Click the three-dot menu on any glossary and select Edit. You can only modify glossaries within scopes you have permission to manage.
Update the name, add or remove terms, or change the scope. Changes apply to future uploads. Videos already processed with the old version aren't affected.
Deleting
From the same menu, select Delete. Deleting a glossary doesn't affect videos already processed with it.
You can only delete glossaries within scopes you control.