Introduction
If your meeting transcription is stuck in "Processing" status or hasn't completed after a reasonable time, this guide explains the retry mechanisms and how to resolve stuck processing jobs.
How Processing Works
NoteWave uses a Supabase-orchestrated job queue with Fly.io workers for transcription processing.
Processing flow:
- Meeting recording is uploaded or captured by bot
- Job is queued in Supabase with "Processing" status
- Fly.io worker picks up the job and sends audio to transcription service
- Transcription service (Assembly AI, Google Speech, etc.) processes audio
- Worker retrieves completed transcript and saves to database
- Status changes to "Completed" with transcript available
Processing Times
Automatic Retry System
NoteWave has intelligent retry mechanisms with exponential backoff to handle temporary failures.
- • Maximum: 10 retry attempts
- • Timeout: 24 hours max job age
- • Startup: 5 jobs processed per worker startup
- • Attempts 1-5: 30 seconds
- • Attempts 6-15: 60 seconds
- • Attempts 16-40: 120 seconds
- • Attempts 41+: 180+ seconds
For authentication errors (token expiration), retry intervals are longer: 5 minutes, then 15 minutes, then 30 minutes to allow time for manual reconnection.
Check Processing Status
Monitor your meeting's progress from the Dashboard to see if it's actively processing or stuck.
Status meanings:
- Pending - Queued and waiting for worker pickup
- Processing - Active transcription in progress
- Retry - Scheduled for retry with next attempt time shown
- Failed - Processing failed after maximum retries (see error message)
- Completed - Successfully transcribed and ready to view
Common Causes of Stuck Processing
Several factors can cause processing to stall or take longer than expected:
Temporary connectivity problems between workers and transcription services.
Assembly AI or other transcription providers experiencing high load.
Very large recordings (2+ hours) take significantly longer to process.
What To Do If Processing Is Stuck
Follow these steps if your meeting has been processing for longer than expected:
- Wait and Refresh - Wait 5-10 minutes and refresh your Dashboard. Processing may be in retry cycle.
- Check Internet Connection - Ensure you have a stable internet connection (only affects uploads, not processing).
- Review Error Messages - If status shows "Retry" or "Failed," check the error message for details.
- Allow Retries - Let the automatic retry system attempt to complete the job (up to 24 hours).
- Contact Support - If stuck for over 1 hour with no progress, contact us with the meeting ID.
When Jobs Are Abandoned
NoteWave automatically abandons processing jobs in certain scenarios:
Abandonment triggers:
- Max retries exceeded - Job failed 10 times and won't be retried further
- Job too old - Over 24 hours since creation (recordings may have expired)
- Permanent errors - File not found, invalid format, or irrecoverable API errors
- Token expiration - Persistent authentication errors with no manual reconnection
Abandoned Jobs
Manual Recovery Options
If processing fails permanently, you have these recovery options:
If you have the audio file, delete the failed job and upload it again to create a new processing job.
Our team can manually retrieve and process stuck recordings if the audio file is still accessible.
Preventing Processing Issues
Reduce the likelihood of processing failures with these best practices:
- Ensure stable internet connection when uploading files
- Keep Zoom and Teams integrations connected (check token expiration)
- Use supported audio formats (WAV, MP3, M4A) with proper encoding
- Avoid uploading corrupted or damaged audio files
- For very long meetings (3+ hours), consider splitting into segments
Get Help With Stuck Processing
If processing is stuck for over 1 hour or repeatedly fails:
What to Include
Email: contact@blazesolutions.ai
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