Maxly lets you upload pre-recorded audio files for automatic transcription and AI-powered clinical note generation. This is ideal when encounters are captured on external devices or captured as voice memos, digital recordings, or other audio files.
Supported Audio File Formats
Maxly supports a wide range of audio formats for maximum flexibility:
MP3 – Common and widely supported
M4A – Default format for iPhone voice memos
WAV – High-quality, uncompressed audio
AAC – Advanced Audio Coding, commonly used for recordings
WebM – Modern web-based audio format
And more – Most standard audio formats are supported
File size limits:
Files up to 100 MB upload and process directly
Files larger than 100 MB trigger an automatic compression option (see Large File Compression)
Two Ways to Upload Audio Files
You can upload audio files from two locations, depending on your workflow:
1. From the Dashboard
Use this option to create a new encounter from a pre-recorded audio file.
2. From an Existing Encounter
Use this option to add audio to an existing encounter you are already working on.
Note: Dashboard uploads automatically create a new encounter, while in-encounter uploads attach audio to the current document.
How to Upload from the Dashboard
Uploading from the dashboard creates a new encounter:
Log in to Maxly
Or open the Maxly mobile app
Open the Dashboard
Click Home or Encounters in the sidebar
Click Upload
Select the Upload button in the toolbar
The button includes an upload icon and may appear at the top of the page
Choose Your Audio File
Select a file from your device (e.g., voice memo or recorder file)
Confirm to begin uploading
Wait for Processing
A new encounter is created automatically
You are redirected to the encounter page
A progress indicator shows each stage:
Upload (0–25%) – Secure file upload
Transcription (25–60%) – Speech-to-text processing
AI Processing (60–85%) – Clinical note analysis and generation
Finalizing (85–100%) – Formatting and organization
Review Results
View the full transcription with speaker labels
Review the AI-generated clinical note
Action items and summaries are automatically extracted
How to Upload from an Encounter
This option adds audio to an encounter you already have open:
Open an Encounter
Select an existing encounter from the dashboard
Or click New Encounter to create one
Find the Upload Button
Locate Upload in the document editor toolbar
On mobile, scroll the toolbar horizontally if needed
Select an Audio File
Choose your file and confirm
Track Processing
Upload and processing progress is shown in real time
You can continue editing other parts of the document
Review the Output
Transcription appears in the Transcription tab
AI-generated content populates the clinical note
Speakers are labeled (e.g., Veterinarian, Client)
Large File Compression
Files larger than 100 MB prompt automatic compression.
Compression Dialog
You will see:
File name and original size
Estimated compressed size (about 15% of the original)
Options to Compress & Upload or Cancel
How Compression Works
Maxly applies optimized audio compression
Progress is displayed during compression
Audio quality is preserved for transcription accuracy
Example:
Original file: 150 MB
After compression: ~22.5 MB
Transcription quality: Maintained
What Happens After Upload
Once uploaded, Maxly processes your audio in stages:
Secure Upload (0–25%)
Audio is encrypted and uploaded securely
Transcription (25–60%)
Powered by Speech-to-text AI
Automatic language detection:
English
Spanish (Espanol)
French (Francais)
Veterinary-optimized models are used for accuracy
Speaker labeling is applied automatically
AI Analysis (60–85%)
Encounter summary generation
Structured clinical note creation
Action item extraction
Title and key topic identification
Document Finalization (85–100%)
Content is organized into the encounter
Your default template is applied, if configured
The document is saved and ready for review
Results Available
You can access:
Full transcription with timestamps
AI-generated clinical note
Encounter summary
Action items checklist
Tips for Best Results
Audio Quality
Record in a quiet environment
Use a reliable microphone or recording device
Speak clearly at a consistent volume
Allow brief pauses between speakers
Language Settings
Confirm the encounter language before uploading
Supported languages: English, Spanish, French
Maxly automatically selects the best model
iPhone Users
Voice Memos:
Record in the Voice Memos app (M4A format)
Share then save to Files
File Access:
Store recordings in Files or iCloud Drive
Navigate to Files when uploading
Third-Party Apps:
Export recordings to the Files app before upload
Troubleshooting
File Not Uploading
Confirm the audio format is supported
Compress files larger than 100 MB
Verify file access permissions
Check your internet connection
Transcription Issues
Improve audio clarity
Reduce background noise
Ensure clear speaker separation
Edit the transcript manually if needed
Use Smart Transform to refine notes
Upload Button Missing
Check the dashboard or encounter toolbar
Scroll horizontally on mobile
Verify account permissions
Slow Processing
Large files take longer
Compression adds processing time
Processing continues in the background
Compression Failed
Try a different browser
Confirm the file is not corrupted
Compress locally and re-upload if needed
Can't Find Your Upload
Check the Encounters list
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Use search by title or date