# Correction rules: teach the notetaker each client's names and terms

> Correction rules are TrackHeros's custom vocabulary, kept per client. A vocabulary rule maps a term the transcript gets wrong to the right one; an instruction rule states a convention in a sentence. For freelancers and consultants whose Google Meet and Microsoft Teams notes keep misspelling a client's product, a colleague's surname or a ticket prefix.

Canonical: https://trackheros.com/features/correction-rules/  
Author: Sami Kanafani  
Updated: 2026-10-22

**In short:** Correction rules teach TrackHeros a client's vocabulary. A vocabulary rule maps a term the transcript gets wrong to the right one, such as UBVA to UBA; an instruction rule states a convention, such as ticket ids always being PROJ- and a number. Rules belong to one client and apply to every Google Meet or Microsoft Teams meeting summarised from then on.

| Fact | Detail |
| --- | --- |
| Kinds of rule | Vocabulary and Instruction |
| Scope | One client; a rule never reaches another client's meetings |
| Created from | The Rules page, the client's chat, or Propose a correction on a meeting |
| Applies to | Every meeting summarised from then on |
| Past meetings | Fixed on request in the client's chat, with your approval |

Correction rules are how you teach TrackHeros the words a client uses: the product called UBA that the transcript keeps writing as UBVA, the surname nobody spells right, the ticket prefix that comes out as "project". Each rule belongs to one client and is used for every meeting of that client's summarised from then on, on Google Meet and Microsoft Teams alike. This page is for freelancers and consultants who check a client's notes before sending them and keep fixing the same word.

## What are correction rules?

They are a client's custom vocabulary, written down once. There are two kinds, and you choose the kind when you create the rule.

| Kind        | What you fill in                                                                            | Example                                                     |
| ----------- | ------------------------------------------------------------------------------------------- | ----------------------------------------------------------- |
| Vocabulary  | "Transcript says", "Should be", and optional context                                        | Transcript says "UBVA", should be "UBA", context "the bank" |
| Instruction | One sentence of guidance, "added to every transcription and summary prompt for this client" | "Ticket ids are always PROJ- followed by a number"          |

The Rules page describes them as "recurring transcription fixes for a client — a name the transcript keeps mishearing, a term it should never translate." A vocabulary rule is for one term that comes out wrong. An instruction rule is for a pattern: how ids are written, a name that must never be translated, what the client's internal team is called.

## Why does a notetaker need them?

Because speech recognition is built from common words, and the words that matter most in a client meeting are not common. A product name that sounds like an ordinary word, an acronym said as letters by one person and as a word by another, a colleague's name from a language the model rarely hears: these come out as the nearest thing the model knows. They then travel into the summary, the action items and the minutes you send. [Why transcription gets names and jargon wrong](/blog/why-transcription-gets-names-and-jargon-wrong/) explains the mechanics and the workarounds that apply to any tool.

## How do I create a rule?

Three ways, all ending in the same rule on the same client's list.

### On the Rules page

Open the Rules page for the client and choose "New rule". Under "Rule type" choose "Vocabulary — a term the transcript gets wrong" or "Instruction — free-text guidance", fill in the fields and press "Create rule". Rules belong to a client, so the page asks you to create one first if you have none. Any rule can be changed later with "Edit rule".

### By asking the assistant

In a chat scoped to one client, say it the way you would to a colleague: "from now on, write UBA, not UBVA". The assistant creates the rule for that client. Rules made this way are marked "From chat" on the Rules page, so you can tell later where each one came from.

### From Propose a correction

On a meeting, "Propose a correction" opens a box where you note what the notes got wrong in plain words — "it keeps writing Postgres as post grass". A term the transcript keeps mishearing can become a vocabulary rule for the client, so the fix outlives the meeting you found it in.

## What does a rule change?

It changes what the notetaker knows when it writes the next meeting. Rules apply to every meeting summarised from then on. A vocabulary rule tells the transcription and the summary that the misheard form means the correct one, with your context attached, so the next meeting's transcript and notes are written with "UBA" rather than "UBVA". An instruction rule is added to every transcription and summary prompt for that client, so it shapes how each later meeting is written down.

The minutes template, the summary shape and the [meeting minutes](/features/meeting-minutes/) are otherwise unchanged. Rules correct words; they do not change what a meeting is summarised into.

## What about meetings already recorded?

They stay as they were until you ask. Rules apply to every meeting summarised from then on. To fix a past meeting, ask the assistant in that client's chat to apply your vocabulary rules to it or to rewrite its notes; both wait for your approval.

Applying vocabulary rules to a past meeting is a plain substitution: the misheard form is replaced by the correct one across that meeting's transcript, minutes, action items and decisions. An instruction rule cannot be applied that way, because it describes a convention rather than a word, so a meeting that needs an instruction rule's effect needs its notes rewritten. More on what the assistant can do inside a client is on [search and ask across a client's meetings](/features/ask-your-meetings/).

Deleting a rule works forward too. The confirmation says what happens: "Future meetings will be transcribed without this correction. Already-generated transcripts are unaffected."

## Why are rules kept per client?

Because vocabulary is client-specific, and so is everything else in TrackHeros. "The bank" is one company to a fintech client and a different one to a property client. A ticket prefix, a product name and a project codename each mean something only inside one engagement.

A rule is stored under its client and read only when that client's meetings are transcribed and summarised. Client B's meetings never see Client A's vocabulary, which also means a rule cannot leak a client's product names into another client's notes. The mechanism is on [client isolation](/features/client-isolation/).

## How do I write a rule that works?

Short and specific, one problem per rule.

- **One misheard form per vocabulary rule.** If a name comes out three different ways, that is three rules with the same "Should be".
- **Avoid a misheard form that is also an ordinary word.** A rule that turns "lake" into "Lakehouse" will also turn every lake into Lakehouse. Use the context field instead to say what the term is.
- **Use context for meaning.** "UBA (the bank)" tells the model the term is a name, which helps when the audio is unclear.
- **Keep instructions to one sentence.** The hint under the field says it: "keep it short and specific". "Ticket ids are always PROJ- followed by a number" works; a paragraph of house style does not.
- **Name what must not be translated.** For a client whose meetings are not in English, an instruction such as "The product name Ledger Line is never translated" tells the transcription and translation to keep it intact in the English transcript. Which languages are recognised is on [the languages page](/languages/).

[Fixing a name the transcript keeps getting wrong](/answers/fix-a-name-the-transcript-gets-wrong/) walks through the most common case from start to finish.

## Frequently asked

**Do correction rules fix meetings that were already recorded?**

Not on their own. Rules apply to every meeting summarised from then on. To fix a past meeting, ask the assistant in that client's chat to apply your vocabulary rules to it or to rewrite its notes; both wait for your approval.

**Can one correction rule cover all my clients?**

No. Every rule belongs to one client and is only ever used for that client's meetings. The same abbreviation can mean a bank to one client and a build server to another, so a rule written for one would be wrong for the next. Add the rule to each client that needs it.

**What is the difference between a vocabulary rule and an instruction rule?**

A vocabulary rule is a pair: what the transcript says, and what it should be, with optional context such as "the bank". An instruction rule is a short sentence of guidance, such as "Ticket ids are always PROJ- followed by a number", added to every transcription and summary prompt for that client.

**Does deleting a rule change old transcripts?**

No. Deleting a rule affects the meetings that come after it: future meetings are transcribed without that correction, and transcripts already generated are left as they are.

**Can a correction rule fix who said something?**

No. Rules are about words, not speakers. Speaker names come from Google Meet or Microsoft Teams, and a line that cannot be attributed is labelled Unknown. If an action item has the wrong owner, edit the item on the meeting page.

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