User guide

Introduction

voicetocell is a workspace for live interviews. You bring the questions in a spreadsheet. While you record, speech is transcribed, the voices are told apart, and the built-in AI writes each answer into the matching cell. When you stop, that interview is one row of the workbook, and the full transcript is kept beside it.

You need a modern browser and a microphone. It also runs installed, from the browser, on a phone, a tablet or a computer. A connection is required while you record: each short segment of audio is sent, transcribed, then removed from the server unless you choose to keep it.

Create an account

From the site, choose Start free trial. You can sign up with Google or with an email and a password of at least 10 characters. Creating an account opens a workspace: that is where the interviews, the workbooks and the team live.

The trial lasts 7 days, with every feature, no credit card, and up to 10 teammates. When it ends, recording pauses until you subscribe. Interviews, transcripts and workbooks stay in the workspace.

Already invited by a teammate? The email contains a link that is valid for 7 days. Opening it joins their workspace instead of creating a new one.

The questionnaire

voicetocell reads one sheet of the workbook. It looks for a sheet named Entretiens. If there is none, it uses the first sheet that is not the transcript sheet.

On that sheet, questions run across the columns and each interview fills its own row.

An Interviewee column receives the name heard in the conversation. A Transcriptions sheet is added for the full transcript of every interview. You can rename, add or remove questions whenever you like: do it in Excel, then upload the new file or keep using the one already in the library if you edited a copy you downloaded.

Start from the template

The voicetocell template is a ready-made .xlsx: an Entretiens sheet with a few example questions, grouped into Background, Needs and Wrap-up, plus a “How it works” sheet you can delete. Replace the examples with your own questions, then upload it.

The same link is on the Workbooks page, next to the upload button, and in the FAQ of the home page.

Check and convert

Every upload is checked before it joins the library. A workbook that already has one question per column is added as it is. Anything else opens a dialog that explains what was found and, when it can, offers a converted copy.

• .xls, .ods and .csv are converted to .xlsx. That covers exports from older Excel, Google Sheets, Numbers and LibreOffice.
• Questions listed down a column become columns. In the dialog, mark each line as a section, a question, or skip.
• Questions that do not start on row 1 or 2 are moved up so the sheet starts with the questionnaire.
• Two identical questions are numbered, so each answer has its own cell.

The file on your computer is never modified. Conversion adds a new .xlsx to the library. You can also keep the uploaded file as it is when the dialog allows it: voicetocell will still only write answers where it finds a questionnaire it understands.

A workbook already in the library can be checked again with the check button on its row. If a fix is needed, the fixed copy is added beside it and named with “ (fixed)”. The original stays in the library until you delete it.

The workbook library

Workbooks live under Workbooks in the app. Everyone in the workspace sees the same library. Each row shows how many questions were found, how many interviews have written into the file, and when it was last updated.

• Upload sends a file through the same check as above.
• Download saves the workbook, including rows written by interviews.
• Check re-reads the layout and can add a fixed copy.
• Delete asks for confirmation in a dialog. The Excel file is erased. Interviews that already wrote into it keep their transcript and their answers in voicetocell. Only the owner and admins can delete a workbook, and not while an interview is recording into it.

A badge appears when the file is open in Excel on the computer that hosts it, or when the layout still needs a check. Close the file in Excel before recording if the badge says it is open.

Record an interview

Open Record from the sidebar, or the New interview button. The page is the recorder: the orb in the centre, the live transcript on the left, the cells on the right.

1. Choose a workbook before you start: drop it on the cells area, or open it with the xlsx button. Recording does not start without a workbook. As soon as one is chosen, its questions appear in the Cells panel.
2. Pick the microphone and press Test mic if you want to hear the level. The status in the header should read Engine ready.
3. Tap the orb. The clock starts, and speech arrives in the transcript in short segments.
4. Talk through the interview. The AI matches what is said to the questions and fills the cells. A segment that is not an answer is counted as skipped rather than forced into a cell.
5. Press Stop. The row is written into the workbook. Use the download icon in the header, or download the file later from the library.

You can start without a workbook: the transcript is still saved, and the cells stay empty until you pick one. Choosing a workbook while a recording is already going attaches it to that interview and uses a new row. An interview that has finished can be continued from its page: it keeps writing on its own row, in its own workbook.

Review and download

Every interview of the workspace is listed under Interviews, and the latest ones on the dashboard. Open one to read the transcript, see which cells were filled, rename it, or delete it.

From a finished interview you can Continue recording. That reopens the recorder on the same row. Copy puts the transcript on the clipboard. Delete removes the interview from the workspace; it does not erase the row already written in Excel. You can delete an interview you recorded, and the owner and admins can delete any of them. Download the workbook from the library when you want the spreadsheet itself.

Vocabulary and voices

Settings holds the profile, the password, the workspace name, and the recorder options shared by the whole team. The owner and admins can edit the workspace name and the vocabulary. Members can still record.

• Vocabulary is a list of names, products and acronyms, up to 600 characters. The speech model uses it so those words are spelled the way the team writes them. The same list is in the recorder’s settings drawer: editing it in either place updates the shared list, including for the next segments of an interview that is already running.
• Voices is how many speakers the model should listen for. Set it close to the real number of people in the room.
• Keep the audio is off unless you turn it on. Off means each segment is deleted from the server as soon as it has been transcribed.

The workspace transcribes in one language, French by default. Write to us if it should be English, Spanish, German or another language the speech model understands.

Invite the team

Under Team, the owner and admins invite teammates by email. The invitation holds a seat for 7 days, until it is accepted or cancelled. Each person has one role.

Plans and tokens

After the trial, a seat is €10.99 per month or €109.90 per year, excluding VAT. One seat per teammate, and you can add seats as the team grows. Invoices sit on the billing page. Cancelling keeps the plan active until the end of the period already paid; recording then pauses, and nothing is deleted.

Filling the cells spends AI tokens. Each seat brings 10M tokens a month, pooled across the team and reset on the 1st: on the order of 8 hours of interviews per seat. The dashboard shows what is left and who used it.

If the allowance runs out, transcripts keep being saved and only the automatic cell filling pauses. The owner can add a pack of 5M tokens for €5.00 excl. VAT. Pack tokens do not expire. They are used once the monthly allowance is gone. Prices, VAT and cancellation are set out in the terms of sale.