CastScribe Documentation

Everything you need to turn audio and video into transcripts, articles, and publish-ready content.

CastScribe User Documentation

Overview

Welcome to CastScribe.

CastScribe helps you turn audio and video into ready-to-use content for publishing and repurposing. From one upload, you can create:

  • transcripts
  • subtitle files in SRT and VTT format
  • AI-generated articles
  • AI-assisted summaries, quotes, outlines, social content, and SEO helpers

This guide is written for a brand new user and walks through the full experience from signup to using the main pages inside the CastScribe app.

What Happens First

When you create a new CastScribe account, the flow looks like this:

  1. You sign up.
  2. You receive a verification email.
  3. You click the verification link.
  4. Your account is verified.
  5. Your organization is created automatically.
  6. You are signed in and taken into the app.
  7. Your free trial is active and ready to use.

Quick Start

If you want the shortest path to value, do this:

  1. Sign up for an account.
  2. Verify your email.
  3. Open the Dashboard.
  4. Upload your first audio or video file.
  5. Start transcription.
  6. Open the completed job.
  7. Preview or download your transcript, subtitle files, and optional article drafts.
  8. Check Billing & Usage to track your free trial or subscription usage.
  9. Create a Writing Style Profile if you want article output in a specific tone or style.

1. Signing Up

Where you begin

New users start on the signup page.

During signup, you provide:

  • your email address
  • your password
  • your display name
  • your organization name

If you do not enter an organization name, CastScribe creates a default organization name for you automatically.

Signup requirements

To create an account:

  • your email address must be valid
  • your password must be at least 8 characters
  • your email address cannot already belong to an existing account

Security protections may also limit repeated signup attempts in a short period of time.

After you submit the form

CastScribe does not immediately activate your account for login.

Instead, it sends you a verification email and asks you to verify your address first.

You will see a message telling you to check your inbox to verify your account and start your free trial.

2. Verifying Your Email

Verification email

After signup, CastScribe sends a verification email to the address you entered.

That email contains a secure verification link.

Why verification is required

Email verification is required before:

  • your account can be used normally
  • your first organization is activated
  • your free trial fully begins

The verification link:

  • must match your email address
  • expires after about 24 hours
  • cannot be reused indefinitely

If your link is expired or invalid, CastScribe will prompt you to try again so a fresh verification link can be sent.

Logging in before verification

If you try to log in before verifying your email:

  • CastScribe blocks access
  • you are told to verify your email before starting your free trial
  • a fresh verification link may be sent automatically

After verification succeeds

When you click a valid verification link:

  • your email is marked as verified
  • your user account is finalized
  • your organization is created if needed
  • you are signed in automatically
  • you are redirected into the app

You should also receive a welcome email once setup is complete.

3. Your Free Trial

What the free trial includes

New organizations begin on a free trial.

Based on the current app rules, the free trial includes:

  • 300 free transcription minutes
  • up to 3 Writing Style Profiles
  • access to the main app experience

What the free trial does not include

On the free trial:

  • additional team members are not included
  • you may be prompted to upgrade for team features
  • once your free minutes are exhausted, you must subscribe to continue transcribing

What happens when trial minutes run low

If a new upload would exceed your remaining trial minutes, CastScribe warns you and directs you to subscribe.

What happens when the trial ends

When your free trial is exhausted:

  • the Billing & Usage page will show that the trial has ended
  • transcription is blocked until you subscribe
  • your existing account and organization remain available

4. First Login and Onboarding

Entering the app

After verification and automatic sign-in, you land in the CastScribe app.

The main app includes these primary areas:

  • Dashboard
  • Organization
  • Billing & Usage
  • Writing Style Profiles
  • WordPress Publishing for organization owners and admins

Guided onboarding

New users may see a built-in onboarding guide that walks through:

  1. Welcome
  2. Upload
  3. Run job
  4. Results
  5. View plan usage
  6. Writing Style Profiles

You can:

  • move forward and backward through the steps
  • skip the guide
  • restart the guide later from the app menu

5. Main Navigation

The main account menu lets you move between core areas of the app.

Dashboard

Use the Dashboard to:

  • upload files
  • start transcription jobs
  • view your jobs
  • search and filter results
  • open completed jobs
  • preview and download generated files and article drafts

Organization

Use the Organization page to:

  • view your organization details
  • edit your display name
  • manage custom vocabulary for preferred spellings in generated articles
  • rename the organization if you have the right role
  • review team members
  • invite users if your plan allows it
  • review high-level usage analytics if you are an admin or owner

Billing & Usage

Use Billing & Usage to:

  • see your current plan or free trial status
  • monitor transcription usage
  • see how many article generations have been used
  • manage billing if you are the organization owner
  • start a subscription
  • switch plans
  • review plan limits and overage rates

Writing Style Profiles

Use Writing Style Profiles to:

  • create writing-style profiles for article generation
  • edit existing profiles
  • delete profiles you no longer need
  • manage the tone used for AI-generated articles

WordPress Publishing

Organization owners and admins can use WordPress Publishing to:

  • connect one or more HTTPS WordPress sites
  • test or remove existing site connections
  • create completed CastScribe article variants as WordPress drafts
  • update the same remote draft after republishing from CastScribe
  • save reusable Publishing Recipes for repeated WordPress draft settings

CastScribe connects through a dedicated, revocable WordPress Application Password. It does not request or store your normal WordPress account password.

Switching organizations

If your user belongs to more than one organization, the account menu lets you switch between organizations.

The organization shown in the app header is your active workspace.

Your active organization determines:

  • which organization details you see
  • which jobs you see
  • which billing information you see
  • which team members you manage
  • which writing style profiles are available
  • which custom vocabulary terms guide article generation

You can switch organizations at any time. After switching, CastScribe refreshes the app so the Dashboard, Organization page, Billing & Usage page, and Writing Style Profiles page all reflect the selected organization.

6. Dashboard

The Dashboard is where most users spend their time.

Starting a new transcription

The Dashboard intake panel allows you to create a job from an uploaded file, a direct media URL, or a podcast RSS feed episode.

Choose an intake method

  • Upload file: Select an audio or video file from your device.
  • Import URL: Enter a public URL that points directly to an audio/video file.
  • Podcast RSS: Enter a public podcast RSS or Atom feed URL, or a supported Apple Podcasts, Spotify, or iHeart show page. CastScribe resolves supported show pages to the underlying RSS feed, loads its episodes, and lets you select the episode to transcribe.

RSS lookup displays up to 50 episodes. When available, CastScribe shows each episode's publication date, duration, and description. Selecting an episode automatically fills the job title, which you can edit before starting transcription.

Saved podcast feeds

In the Podcast RSS intake tab, you can save a feed for later checks. If you save a supported show page URL, CastScribe stores the resolved RSS feed URL for future checks. Saved feeds remember the current article-generation defaults from the upload form.

Organization owners and admins can also attach a Publishing Recipe to a saved feed. When a recipe is attached, future manual Check now imports and automatic feed imports use the recipe's current article defaults. If the recipe has automatic WordPress drafts enabled, CastScribe creates a draft on the connected WordPress site after the imported episode article finishes. If you later edit that recipe, future imports from the attached feed use the updated recipe settings.

After saving a feed, choose its automatic check cadence from the saved feed card:

  • Manual only: CastScribe checks the feed only when you click Check now.
  • Hourly: CastScribe checks the feed during the hourly feed-polling task.
  • Daily: CastScribe checks the feed at most once per day.

Saved feeds also support a manual Check now action:

  • CastScribe reloads the RSS feed.
  • It finds the newest episode that has not already been imported.
  • It creates a normal transcription job for that episode.
  • It records the episode enclosure so future manual or automatic checks do not create duplicate jobs.

Automatic checks import at most one newest unimported episode per feed each time they run. Existing jobs are not deleted if you remove a saved feed.

To import more than the newest episode, use Backfill on the saved feed card. Choose 1, 3, 5, or 10 and CastScribe queues that many newest unimported episodes, stopping when no unimported episodes remain or a plan limit prevents more jobs from being created. Backfill is manual; it does not change the feed's automatic check cadence.

Automatic WordPress draft creation only runs for saved-feed imports with an attached recipe that has the option enabled. It creates or updates a WordPress post with draft status and will not publish, schedule, or overwrite a post that has already left draft status.

If an automatic feed check fails because billing is inactive, the feed cannot be loaded or parsed, or CastScribe cannot create the episode import job, CastScribe emails organization owners and admins. Repeated notifications for the same feed and error are limited so hourly or daily checks do not flood your inbox.

When a saved-feed import finishes article generation, CastScribe emails organization owners and admins that the article is ready for review. If the feed's attached Publishing Recipe created a WordPress draft automatically, the email includes the WordPress draft edit link. If no draft was created, or draft creation failed, the email links back to CastScribe so the team can review the generated article.

What you can upload

CastScribe accepts these audio and video upload formats:

  • Audio: MP3, WAV, M4A, AAC, OGG, FLAC, WMA, OPUS, AIF, AIFF, and CAF
  • Video: MP4, MOV, AVI, MKV, WEBM, FLV, M4V, MPG, MPEG, and WMV

File size limit

Current upload limit:

  • up to 2GB per file

Upload form fields

When creating a new job, you can set:

  • Title
  • Audio/Video File, Direct Media URL, or Podcast RSS Episode
  • Article (optional)
  • Article Style when article generation is enabled
  • Article Word Count when article generation is enabled
  • Writing Style Profile for article generation when a profile is selected

Outputs included by default

Every job includes:

  • transcript
  • subtitle files

The transcript and subtitles are included automatically.

Optional article generation

You can optionally enable:

  • AI-generated article creation

If article generation is enabled, you can choose:

  • an Article Style
  • a target word count
  • a Writing Style Profile

Available Article Styles include:

  • Op-Ed / Commentary
    • Uses a strong point of view
    • Creates emotional, persuasive, publication-style writing
    • Best when you want the article to read like an editorial or commentary piece
  • News Article
    • Uses a neutral tone
    • Follows an inverted pyramid structure
    • Focuses on who, what, when, where, and why
    • Uses less personal voice than an opinion-driven article
  • Blog Post
    • Uses headings and subheadings
    • Sounds more conversational
    • Emphasizes practical takeaways
    • Works well for company websites and general web publishing
  • Listicle
    • Uses numbered sections
    • Is easy to skim
    • Works well for formats like “5 Lessons From...”
    • Is useful for SEO and social sharing
  • Q&A Recap
    • Uses a question-and-answer style
    • Works well for interview-heavy podcasts
    • Helps preserve the structure of a conversation
  • Executive Summary
    • Provides a short overview
    • Highlights key points
    • Uses bullets where appropriate
    • Works well for business or professional content
  • Long-Form Feature
    • Uses a narrative structure
    • Includes section headers
    • Can incorporate quotes from the transcript
    • Reads more like a magazine-style feature article
  • Show Notes Article
    • Provides a summary of the episode or recording
    • Highlights key takeaways
    • Includes notable quotes when available
    • Can include links or resources if they are present in the transcript

After the first draft is generated, CastScribe also runs an automated proofreading pass to clean up grammar, punctuation, typos, repeated words, and minor readability issues before saving the final article.

You can create more than one article for the same completed file. For example, you can keep an Op-Ed / Commentary draft, a Blog Post draft, and an Executive Summary draft for the same upload. Creating a new article does not replace earlier article drafts.

Starting transcription

After selecting a file, entering a direct URL, or choosing an RSS episode, click the corresponding start button:

  • Upload & Start Transcription
  • Import & Start Transcription
  • Import Episode & Start Transcription

CastScribe validates the selected source, creates the job, and shows its processing status in the jobs list.

Trial and plan warnings during upload

If your account cannot proceed because of trial or plan limits, CastScribe displays a notice and guides you to Billing & Usage.

Examples include:

  • your free trial minutes are exhausted
  • the file would exceed remaining trial minutes
  • your subscription needs to be updated or reactivated

Jobs list

Below the upload form, the Dashboard shows your jobs.

For each job, you can see:

  • title
  • status
  • duration
  • created date
  • available files and article drafts
  • a View action

Searching and filtering jobs

You can filter your jobs using:

  • title search
  • date from
  • date to
  • status filter

You can also:

  • apply filters
  • reset filters
  • change how many jobs are shown per page
  • move through paginated results

Job statuses

Jobs may appear in states such as:

  • processing
  • completed
  • failed

Opening a job

Click a job title or the View button to open the job details panel.

7. Job Details, Outputs, and AI Tools

When you open a job, CastScribe shows a detail panel with everything related to that file.

Job details panel includes

  • job status
  • error details if processing failed
  • duration
  • created date
  • media player for audio or video files
  • live subtitle display for audio playback
  • generated outputs
  • article actions
  • AI Assistant tools

Media playback

If the uploaded file is available, the detail panel includes:

  • an audio player for audio jobs
  • a video player for video jobs
  • subtitles when available

Files and Articles

The job detail panel separates generated files from article drafts.

The Files section may include:

  • Transcript
  • SRT Subtitles
  • VTT Subtitles

For each file, you can usually:

  • preview it in the app
  • download it directly

The Articles section shows article drafts created from the same transcript. If more than one article has been generated, CastScribe lists each article variant separately and shows the total article count.

Output display formats

Generated article previews and AI Assistant result modals open in Markdown view by default.

For supported generated text outputs, you can switch between:

  • Markdown: the original generated text format
  • Plain Text: readable text with Markdown and HTML formatting removed
  • HTML: a rendered HTML preview
  • Source: the HTML source generated from the Markdown

The Copy action follows the selected format. For example, if Plain Text is selected, CastScribe copies formatting-free text; if Source is selected, it copies HTML source.

Generated articles, Content Tools, AI Assistant responses, and SEO helpers avoid em dashes. If a model returns one anyway, CastScribe replaces it with a standard hyphen before saving or displaying the result.

Transcript output

Use the transcript output to:

  • read the full transcript
  • preview the text inside CastScribe
  • download the transcript file
  • edit the transcript, synced subtitle text, and cue timings
  • repair vocabulary and speaker-name mistakes using Custom Vocabulary and People & Speakers

Timed transcript editing

For completed jobs with subtitles, use Edit Transcript & Timing to review the media player, cue timeline, and transcript in one editor.

In the timed transcript editor, you can:

  • click a cue to jump the player to that point
  • edit cue text
  • change cue start and end times
  • nudge a cue earlier or later
  • set a cue boundary from the current playback position
  • split, merge, delete, or bulk-delete transcript/subtitle cues without changing the media file

Saving timed transcript edits updates the transcript, SRT, and VTT outputs together.

To repair a transcript before article generation:

  1. Add the relevant terms under Custom Vocabulary and recurring people under People & Speakers on the Organization page.
  2. Open the completed job.
  3. Preview the transcript.
  4. Select Repair Transcript.
  5. Review the repaired transcript before generating or regenerating articles.

Transcript repair saves the corrected transcript back to the job and updates synced subtitle text. Later article generation uses the repaired transcript.

Transcript repair uses the configured Proofreading Model because it is a correction/editing task. Choose Article, Proofreading, and SEO model settings based on your preferred balance of output quality, speed, and cost.

Subtitle outputs

Use subtitle outputs to:

  • preview subtitle text with timestamps
  • download SRT files
  • download VTT files

Article drafts

If one or more articles have been generated, you can:

  • preview each article draft
  • download each article draft
  • create a public review link if you are an organization owner or admin
  • see the Article Style used for each draft
  • see the generated word count
  • see the associated Writing Style Profile if one was used
  • create another article with different settings

Generated articles are automatically proofread before they are saved. The proofreading pass is designed to make small grammar and clarity fixes while preserving the selected article style and voice.

Organization owners and admins can click Review on a completed article draft to create a public review link.

Anyone with the link can:

  • view the shared article
  • view the transcript for context
  • mark the article Approved
  • mark the article Changes requested
  • optionally leave their name and one general comment

Reviewers do not need a CastScribe account. The link is meant for client or stakeholder review, not editing. Organization owners and admins can revoke the link from the same Review modal.

When a public review link is active, the Articles section shows the current review status beside that article, such as Needs review, Approved, or Changes requested. If the reviewer submits their name or feedback, the article metadata line includes the reviewer context.

When a reviewer submits Approved or Changes requested, CastScribe emails organization owners and admins with the job title, article type, reviewer name if provided, comment if provided, and a link back to the CastScribe app. Repeated submissions with the same status, name, and comment do not send duplicate emails.

Organization owners and admins can also open Reviews from the app menu to see active review links across the organization. The Reviews page can be filtered by status, and each row lets an admin copy the public link, open the public review page, open the source job, update the expiration date, remove the expiration date, or revoke the link.

New review links expire by default one week after they are created. Organization owners and admins can extend the expiration date or remove it. Expired links are blocked for public reviewers, but they remain visible to organization owners and admins so the expiration can be extended, removed, or the link can be revoked.

Review links can also be restricted to one reviewer email address. When a restriction is set, the public review page asks for that email before showing the article or accepting a review response. Owners and admins can add, change, or remove the restriction from the Review modal or Reviews page.

Owners and admins can send the review invitation email directly from CastScribe. The invite can include a reviewer name and short message, and the Reviews page shows when the invitation was last sent and how many times it has been sent.

Creating another article

Use New in the Articles section to create an additional article for the same completed file.

You can create another article using:

  • a different Article Style
  • a different word count
  • a different Writing Style Profile

The new article is saved as a separate draft. Existing article drafts remain available unless you delete them outside the normal app workflow.

Article filenames

Downloaded article drafts use descriptive filenames based on the original transcript filename, article style, and creation time.

Example:

episode-name.article-blog-post-20260524-143540.txt

If article generation failed

If an article fails to generate, CastScribe shows the error and may allow you to retry.

If no article was generated yet

For completed transcription jobs without an article, CastScribe shows an Articles section with a New action.

When generating an article after transcription is already complete, you can choose the Article Style, word count, and optional Writing Style Profile before starting generation.

AI Assistant

If a transcript exists, the AI Assistant becomes available for that file.

You can use the preset tools or enter a custom request. Custom requests can ask questions about the transcript, and when an article exists, they can also ask questions about the article.

If a file has multiple article drafts, article-based tools use the currently available job-level article content. In most workflows, this is the most recently generated article draft.

AI usage limit per file

Current in-app behavior shows:

  • each file gets 30 AI requests

From Transcript tools

CastScribe can generate items such as:

  • Summary
  • Quotes
  • Outline
  • Twitter/X thread
  • LinkedIn post
  • Show Notes
  • Newsletter intro

In the app, these transcript-based presets appear as Content Tools. Their result modal can be viewed and copied as Markdown, plain text, rendered HTML, or HTML source.

From Article tools

If an article exists, CastScribe can also generate article-based helpers such as:

  • SEO Titles
  • WordPress Tags
  • Meta Description

These tools are designed to help you repurpose content faster for publishing and promotion.

Student Tools

CastScribe also includes Student Tools for transcript-based study workflows. These are useful for lecture recordings when you have permission to record and process the class session.

Student Tools can generate:

  • Study Notes: structured notes with headings, concise bullet points, important explanations, and timestamps where useful
  • Key Terms: important terms, names, concepts, formulas, or frameworks with short definitions and context
  • Flashcards: front/back study cards for recall and understanding
  • Quiz Me: practice questions with an answer key based on the transcript

Student Tools use the transcript as the source. They do not require an article draft.

Library Search and Ask Archive

Library Search works across completed jobs in your active organization. CastScribe builds a searchable archive index from completed transcripts, generated articles, SEO metadata, and saved AI Assistant outputs.

Search uses exact matches, full-text archive ranking, and semantic expansion so related wording can still find cited matches. For example, a search about pricing may also find nearby wording about cost, billing, subscriptions, or plans.

OpenAI query expansion is local-first, cached, and rate-limited. Site admins can turn it off in settings, and CastScribe will continue using local semantic expansion plus the archive index.

Use it to search or ask archive-level questions across:

  • transcript and subtitle text
  • generated article drafts
  • SEO titles, WordPress tags, and meta descriptions
  • saved AI Assistant outputs such as show notes, summaries, quotes, newsletters, and social posts

Search results include source citations. When subtitle timing is available, transcript matches include the closest timestamp. If a speaker label is present in the source text, CastScribe shows it with the citation.

Ask Archive uses the same cited search results. If CastScribe cannot find matching source material, it does not create an unsupported answer.

Use source filters when you want to limit results to transcripts, articles, SEO metadata, or AI outputs.

The Library Search view shows archive indexing status, including how many completed jobs and searchable segments have been indexed, how many jobs remain, and the estimated number of indexing batches left. If older jobs are not indexed yet, CastScribe starts indexing automatically when you open Library Search. You can also use Index archive or Continue indexing to push the process forward manually.

While indexing catches up, CastScribe can still scan a limited number of recent unindexed jobs as a fallback. The fallback-depth control only appears when that recent unindexed scan is relevant. Once the archive is fully indexed, search uses the complete index instead of asking you to choose a scan depth.

If WP-Cron is disabled on the site, CastScribe shows a warning because background indexing may not continue unless someone uses the in-app indexing control or the server runs WordPress cron another way.

Site admins can use the Site Admin Archive Index tab to view index progress across all organizations and start or continue all-organization indexing.

Failed jobs and retention note

For older failed jobs, media and generated files may eventually be removed automatically after the retention window.

If that happens, the job record may still remain visible, but the original media and outputs may no longer be available.

8. Organization Page

The Organization page helps you manage your company or team workspace.

If you belong to more than one organization, this page reflects the organization currently selected in the app header.

Organization Details

This section shows:

  • organization name
  • your current role
  • organization creation date

Renaming the organization

Users with admin-level access can rename the organization.

If you have permission, you can:

  • click Rename organization
  • enter a new name
  • save or cancel the change

Your Profile

The Organization page also includes your personal profile details for the current workspace.

You can view:

  • your display name
  • your email address

You can edit:

  • your display name

Custom Vocabulary

Custom Vocabulary lets your organization save preferred spellings for names, brands, products, places, acronyms, and recurring phrases.

Each vocabulary term can include:

  • the preferred spelling or phrase
  • an optional pronunciation hint
  • optional notes explaining when or how to use it

CastScribe uses saved custom vocabulary as guidance during AI article generation. When a generated article references a matching term, the AI is instructed to use your saved spelling and notes.

People & Speakers

People & Speakers lets your organization save recurring hosts, guests, interviewers, and experts from your recordings.

Each speaker profile can include:

  • the speaker's preferred name
  • an optional role or title
  • an optional pronunciation hint
  • optional notes explaining how to identify or describe the speaker

CastScribe uses saved people and speaker profiles as article-generation guidance. When the transcript clearly refers to a matching speaker, generated articles can use the saved name, role, and context. People & Speakers does not force unused people into an article and does not invent quotes or attributions.

Use Writing Style Profiles when you want to control how the article sounds. Use People & Speakers when you want CastScribe to recognize who appears in the source recording.

Custom Vocabulary and People & Speakers are organization-specific. If you switch organizations, the saved lists change with the active workspace.

Custom Vocabulary and People & Speakers guide article generation and can repair completed transcripts before article generation. They do not yet pass hints directly into the transcription worker while audio is being transcribed.

Roles

Your organization role controls what you can do.

Common roles include:

  • owner
  • admin
  • member

In general:

  • Owner has the highest level of account and billing control
  • Admin can manage many organization-level settings and members
  • Member usually has access to use the app, but with fewer management permissions

Usage Analytics

Admins and owners can see organization-level analytics such as:

  • audio processed
  • included minutes used
  • articles written
  • current plan status
  • recent activity

This section is useful for monitoring team usage and recent jobs.

Team Members

The Team Members section shows:

  • current members
  • their roles
  • pending invitations

Inviting members

If your plan includes team seats and you have the right permissions, you can:

  • click Invite Member
  • enter the user’s email
  • choose a role such as member or admin
  • send the invitation

Team limits

If your plan does not include more members, or if you have reached your limit, CastScribe shows an upgrade prompt.

On the free trial:

  • team members are not included

Managing members

Depending on your role, you may be able to:

  • change a member’s role
  • remove a member
  • cancel a pending invitation

9. Billing & Usage Page

The Billing & Usage page is where you manage your plan and monitor consumption.

Current Plan section

This section shows:

  • your current plan name
  • your subscription or trial status
  • included usage
  • overage details when applicable

You may see labels such as:

  • Active
  • Trialing
  • Free Trial
  • Trial Ended

Managing billing

If you are the organization owner, you can use Manage Billing to open billing management.

This is where owners typically handle:

  • payment details
  • subscription management
  • plan updates

If you are not the owner, you may still be able to view billing details, but you may see a message that only owners can manage billing.

Usage This Period

This section shows a visual usage summary.

Depending on your account state, it may show:

  • free trial usage
  • transcription minutes used
  • included minutes
  • remaining trial minutes
  • articles generated

This is the best place to answer questions like:

  • How much of my trial have I used?
  • How much plan time is left this period?
  • How many articles have been generated?

Plans

The Plans section lets you review available plans.

It typically shows:

  • monthly price
  • hours included
  • transcript support
  • subtitle support
  • AI article generation
  • writing style profile allowance
  • additional team member allowance
  • overage rate

Starting a subscription

If you are on the free trial and have permission to manage billing, you can start a paid plan from this page.

Switching plans

If you already have a subscription and have permission, you can switch plans from this page.

Owner-only actions

Only organization owners can typically:

  • start a subscription
  • switch plans
  • manage billing directly

Admins can often view billing information without having full billing control.

Enterprise or custom plans

For custom plans, CastScribe may direct you to contact sales.

10. Writing Style Profiles Page

Writing Style Profiles help CastScribe generate articles in a specific tone, voice, or editorial style.

Writing Style Profiles belong to the active organization. If you switch organizations, the available profiles and profile limits update to match the selected workspace.

What a Writing Style Profile is

A Writing Style Profile is a saved style guide that tells the AI how to write.

You can use these profiles to steer article output toward:

  • a person’s voice
  • a publication style
  • a brand tone
  • a topic expert’s perspective

What you can do on this page

You can:

  • create a new profile
  • view existing profiles
  • edit a profile
  • delete a profile
  • see how many profiles your current trial or plan allows

Creating a profile

To create a profile, click Add Profile.

You will be asked for:

  • Name
  • Bio / Writing Style

The writing-style field should describe things like:

  • subject matter expertise
  • tone and personality
  • intended audience
  • stylistic preferences

The more specific the profile is, the better CastScribe can guide article generation.

Editing a profile

You can open an existing profile and update:

  • the profile name
  • the writing-style description

Deleting a profile

If you no longer need a profile, you can remove it from the list.

Trial and plan limits

Writing Style Profiles are limited based on your trial or subscription.

Current free trial behavior allows up to:

  • 3 writing style profiles

If you reach your limit, CastScribe shows a message explaining that you must upgrade for more profiles.

Using a Writing Style Profile in a job

You can apply a profile when:

  • creating a new job with article generation enabled
  • regenerating an article from an existing job

11. WordPress Publishing

WordPress Publishing sends a completed CastScribe article to a connected WordPress site as a draft.

Connecting a site

  1. Open the account menu.
  2. Select WordPress Publishing.
  3. Enter the site's full HTTPS URL, such as https://example.com.
  4. Select Connect WordPress.
  5. Sign in to that WordPress site if needed.
  6. Review and approve the CastScribe application authorization request.
  7. WordPress returns you to CastScribe and the site appears under Connected sites.

The connected WordPress user must have permission to create posts. Application Passwords must also be enabled on the site.

Publishing an article draft

  1. Open a completed CastScribe job.
  2. Find the article variant you want to publish.
  3. Select WordPress beside that article.
    • If no site is connected yet, CastScribe opens WordPress Publishing, explains the required setup, and focuses the site URL field instead of interrupting you with an alert.
  4. Optionally select a saved Publishing Recipe to apply the saved site, author, categories, tags, and featured-image alt text.
  5. Review the connected site, post title, excerpt, tags, author, and categories in the publishing dialog.
  6. If SEO Titles were generated for the job, optionally select one as the post title. You can edit it after selecting it.
  7. Optionally choose a featured image and review its alt text.
  8. Adjust those fields when needed, then select Create WordPress Draft.
  9. CastScribe creates the post with draft status and opens the WordPress editor.

The initial publishing workflow sends:

  • the CastScribe job title as the post title
  • the selected article converted to Gutenberg blocks
  • the generated meta description as the excerpt when available
  • generated WordPress tags when the connected user has permission to create or assign tags
  • the selected WordPress author and categories
  • an optional JPEG, PNG, GIF, or WebP featured image up to 5 MB, including alt text

Publishing the same CastScribe article to the same connected site again updates the existing remote draft instead of creating a duplicate. If the linked WordPress post has already been published, scheduled, or moved out of draft status, CastScribe will not overwrite it.

Publishing Recipes

Publishing Recipes save repeatable WordPress draft settings for organization owners and admins.

A recipe can save:

  • article style, article word count, and Writing Style Profile
  • the connected WordPress site
  • the remote WordPress author
  • selected remote WordPress categories
  • WordPress tags
  • featured image alt text

To save a recipe:

  1. Open the WordPress publishing dialog for a completed article.
  2. Select the WordPress site and review the publishing fields.
  3. Enter a recipe name under Save current settings.
  4. Select Save.

To use a recipe:

  1. Open the WordPress publishing dialog.
  2. Choose a saved recipe from Publishing recipe.
  3. Review the applied settings.
  4. Make any job-specific edits.
  5. Create the WordPress draft.

To manage saved recipes:

  1. Open the user menu in the app header.
  2. Select Publishing Recipes.
  3. Review the saved article style, word count, Writing Style Profile, connected WordPress site, author, categories, tags, featured-image alt text, and automatic draft setting.
  4. Delete obsolete recipes when they are no longer needed.

If a recipe is selected and you save again with the same recipe selected, CastScribe updates that recipe. Deleting a recipe removes it from future use but does not change existing jobs or WordPress drafts. Saved podcast feeds that were using the deleted recipe automatically fall back to their feed defaults.

Publishing Recipes can also be attached to saved podcast feeds. Feed-attached recipes apply their current article defaults to future manual and automatic feed imports.

When saving a recipe, owners and admins can enable Automatically create a WordPress draft. For saved feeds using that recipe, CastScribe creates the WordPress draft after the episode article is generated. The draft uses the recipe's WordPress site, author, categories, tags, and featured-image alt text. The job processing log records whether the automatic draft was created or failed.

Connection security

  • Only organization owners and admins can manage connections or publish drafts.
  • The remote site must use HTTPS.
  • CastScribe stores the dedicated Application Password in encrypted form.
  • Removing a connection revokes CastScribe's Application Password on the WordPress site before deleting the encrypted local credential. Existing drafts are not deleted.
  • If the site is unavailable or blocks revocation, CastScribe keeps the connection and offers an explicit local-only removal option. In that case, revoke the Application Password manually from the WordPress user's profile.
  • You can revoke the Application Password manually from the WordPress user's profile at any time.

Current limitations

The current version does not yet publish Rank Math fields, Yoast fields, podcast-player fields, or transcripts. These remain available for a later publishing configuration release.

12. Permissions and Access Summary

Here is the simplest way to think about access.

All signed-in users can typically

  • access the app for organizations they belong to
  • upload files
  • run transcription jobs if the organization has available usage
  • open jobs
  • preview and download generated files and article drafts
  • use AI tools within job limits
  • create and manage their own workflow inside the organization

Admins can typically also

  • rename the organization
  • view organization analytics
  • manage members in many cases
  • invite users when the plan allows team seats
  • view billing usage details

Owners can typically also

  • manage billing
  • subscribe to a plan
  • change plans
  • use full billing controls

If something is visible but disabled, that usually means your role or current plan does not allow that action.

Site administrators

Site administrators may also have access to a Site Admin area outside the main user app.

From Site Admin, administrators can:

  • review organizations and users
  • manually add an existing WordPress user to an organization
  • assign the user an organization role
  • update an existing organization membership role

When adding a user to an organization, choose:

  • the WordPress user
  • the organization
  • the role, such as member, admin, or owner

This is mainly useful for support, onboarding, correcting membership issues, or assigning users to organizations without using the normal invitation flow.

13. Common First-Week Tasks

Most new users want to accomplish a few basic things quickly.

Upload and transcribe your first file

  1. Open Dashboard.
  2. Enter a title.
  3. Select an audio or video file.
  4. Optionally enable article generation.
  5. Click Upload & Start Transcription.
  6. Wait for the job to appear in the jobs list.
  7. Open the completed job and review outputs.

Download subtitles

  1. Open the job from the Dashboard.
  2. In Files, find SRT or VTT.
  3. Click the download icon.

Generate an article with a custom style and voice

  1. Create a Writing Style Profile if you want a specific writing style or brand voice.
  2. Return to Dashboard.
  3. Upload a file or open an existing completed job.
  4. Enable article generation or use New in the Articles section.
  5. Choose the Article Style, such as Blog Post, Executive Summary, or Show Notes Article.
  6. Choose the target word count.
  7. Choose the writing style profile if desired.
  8. Generate the article.

CastScribe will draft the article in the selected style, then proofread it automatically before saving the final output.

You can repeat this process to create additional article drafts for the same file. Earlier drafts remain listed in the Articles section.

Send an article for review

  1. Open a completed job that has a generated article.
  2. In the Articles section, click Review on the article draft.
  3. Copy the public review link.
  4. Send the link to your reviewer.
  5. The reviewer can approve the article or request changes without creating a CastScribe account.
  6. Revoke the link from the Review modal if access should be removed.

Invite a teammate

  1. Open Organization.
  2. Go to Team Members.
  3. Click Invite Member.
  4. Enter the teammate’s email.
  5. Choose their role.
  6. Send the invitation.

If the option is unavailable, your trial or plan may not include extra team members.

Switch between organizations

  1. Open the organization switcher in the app header.
  2. Choose the organization you want to work in.
  3. Confirm the organization name in the header changed.
  4. Use Dashboard, Organization, Billing & Usage, or Writing Style Profiles within that selected workspace.

If you switch organizations, remember that jobs, billing, members, and writing style profiles are scoped to the selected organization.

Upgrade from free trial to paid plan

  1. Open Billing & Usage.
  2. Review available plans.
  3. If you are the owner, choose a paid plan.
  4. Complete billing setup.

14. Troubleshooting

I signed up but cannot log in

Possible reasons:

  • you have not verified your email yet
  • your verification link expired
  • your verification link is invalid

What to do:

  • check your inbox and spam folder
  • try the verification link again
  • return to login or signup to trigger a fresh verification email if needed

My upload is blocked

Possible reasons:

  • your free trial minutes are exhausted
  • the file would exceed your remaining free trial minutes
  • your subscription needs to be reactivated or updated

What to do:

  • open Billing & Usage
  • subscribe, upgrade, or reactivate as needed

I cannot invite team members

Possible reasons:

  • you are on the free trial
  • your plan does not include additional team seats
  • your organization has reached its member limit
  • your role does not allow invitations

I cannot manage billing

Most likely reason:

  • only the organization owner can manage billing

I cannot add another Writing Style Profile

Possible reasons:

  • you reached the free trial or plan limit for writing style profiles
  • your subscription is not active
  • you are viewing a different organization than the one where the profile was created

I do not see the organization or jobs I expected

Possible reason:

  • you may be viewing a different active organization

What to do:

  • check the organization name in the app header
  • use the organization switcher if you belong to more than one organization
  • return to Dashboard or Organization after switching

An article did not generate

What to do:

  • open the job
  • review the article error if shown
  • retry article generation if the retry option is available
  • use New to try a different Article Style, word count, or writing style profile if needed

15. Best Practices for New Users

Start simple

For your first job:

  • upload one file
  • review the transcript
  • download subtitles
  • then try article generation with a simple Article Style such as Blog Post or Op-Ed

Create writing style profiles early

If article quality matters, create one or two good Writing Style Profiles before generating lots of articles.

Use the Organization page to keep things clean

Make sure:

  • your display name is correct
  • your organization name is correct
  • team roles are assigned intentionally

Watch usage closely during the free trial

Billing & Usage helps you avoid surprises by showing:

  • minutes used
  • minutes remaining
  • article count

Use job outputs as your publishing workflow

A single completed job can become:

  • a transcript for your site
  • subtitles for video
  • multiple article drafts for SEO, republishing, newsletters, or internal summaries
  • social snippets using the AI Assistant