Microphone replacement without data loss

This guide is for planned or critical phone swaps where you want minimal transcript gaps. If you only need a fast replacement during a normal session, start with [Replacing a phone mid-session](/guides/setup/replacing-a-phone-mid-session).

Quick path:

1. Prepare the replacement phone before disconnecting the old one.
2. Ask the table to pause for 10-15 seconds while the new phone joins.
3. Confirm fresh transcript lines appear in the correct group.
4. Ask one participant to restate the latest decision in one sentence.
5. Log swap time for post-session verification.

What does "minimal data loss" mean in practice?

In a live workshop, zero data loss is rarely realistic. The practical goal is controlled loss: no critical decision or ownership point should disappear during the phone handoff. Success means the table keeps momentum and key statements can be re-anchored immediately after the swap. A few lost ambient sentences are acceptable as long as decisions survive intact.

In a live workshop, zero loss is rarely realistic. The practical goal is controlled loss: no critical decision or ownership point should disappear in the handoff.

Success means the table keeps momentum and key statements can be re-anchored immediately after the swap.

How do you perform a controlled handoff in three phases?

A controlled handoff happens in three phases. Phase 1 — Prepare: open the session on the replacement phone, confirm microphone permissions, and let the table finish the current sentence. Phase 2 — Swap: disconnect the old phone, connect the replacement to the same group, and wait for new transcript activity. Phase 3 — Verify: restate the latest decision, confirm text lands in the right table, and continue.

Phase 1 - Prepare:

• open the same session on the replacement phone
• confirm microphone permissions
• ask the table to finish the current sentence

Phase 2 - Swap:

• disconnect the old phone
• connect the replacement to the same group
• wait for new transcript activity

Phase 3 - Verify:

• restate the latest decision
• confirm text lands in the right table
• continue discussion

If the new phone is still unstable after about one minute, switch to [Reconnecting a disconnected device](/guides/setup/reconnecting-a-disconnected-device).

What are common swap failures during microphone replacement?

The most common swap failure is dual capture — the old phone stays active while the new phone starts sending, creating overlapping segments and noisy summaries. Another common issue is wrong-group assignment, where one table suddenly receives another table's text. If dual capture happens, use the guide on preventing duplicate summaries. For wrong-group assignment, move the phone to the correct group and run a short verbal reset.

The most common issue is dual capture: the old phone is still active while the new phone starts sending. That can create overlapping segments and noisy summaries. If that happens, see [Preventing duplicate summaries](/guides/advanced/preventing-duplicate-summaries).

Another issue is wrong-group assignment. Symptom: one table suddenly receives another table's text. Stop, move the phone to the correct group, and run a short verbal reset.

What post-swap check saves cleanup time?

After the session, review five minutes around the swap time and check whether a decision is missing, ownership is wrong, or the same decision appears twice. This quick check takes little time and significantly reduces manual cleanup before reporting. It catches the most common swap-induced errors before they affect the final session summary.

After the session, review five minutes around swap time and check whether:

• a decision is missing
• ownership is wrong
• the same decision appears twice

This takes little time and reduces manual cleanup before reporting.

What related guides cover microphone replacement and device reliability?

Several related guides support microphone replacement: replacing a phone mid-session, reconnecting a disconnected device, preventing duplicate summaries, understanding how revision-aware summaries work, and troubleshooting transcription latency. Review these before attempting a planned swap to ensure smooth continuity.

• [Replacing a phone mid-session](/guides/setup/replacing-a-phone-mid-session)
• [Reconnecting a disconnected device](/guides/setup/reconnecting-a-disconnected-device)
• [Preventing duplicate summaries](/guides/advanced/preventing-duplicate-summaries)
• [How revision-aware summaries work](/guides/advanced/how-revision-aware-summaries-work)
• [Troubleshooting transcription latency](/guides/advanced/troubleshooting-transcription-latency)