Anonymized education leader • Multilingual capture • Zapier automation
Student Submissions
350+
Captured via embedded recorders.
Audio Processed
160+ hrs
Transcribed by Speak
Custom Recorders
30+
Audio/Video Surveys
Est. Labor Savings
$4.0k+
Admin and translation facilitation.
Overview
A respected training program in California needed a scalable way to capture bilingual student practice and route it into grading and translation workflows.
Speak delivered embeddable recorders, automated transcription, and a Zapier trigger that exposes the media URL and form context for instant downstream processing.
The result is a streamlined pipeline from submission to assessment with same-day turnaround and reduced administrative overhead.
The Challenge
- High-volume student recordings had to be captured in English and Spanish within a single submission without duplicative workflows.
- Teams needed automatic organization with student IDs and context fields to avoid manual renaming and routing.
- Media had to be delivered programmatically to internal systems for grading, homework generation, and translation at scale.
Solution & Workflow
- Thirty embedded audio and video recorders were deployed as surveys with custom questions to collect student IDs and task metadata.
- Speak handled the transcription on ingest so bilingual content could be searched and referenced immediately.
- A delivered Zapier trigger exposed the media URL and key fields so submissions flowed directly into internal pipelines without re-uploads.
- APIs and webhooks remained available for flexible event subscriptions and retrieval as volumes grow.
Results
| Metric | Before | After | Impact |
|---|---|---|---|
| Practice capture | Manual uploads and fragmented tools | 350+ submissions via embedded recorders | Centralized and structured intake |
| Processing scale | Single-language flows and rework | 160+ hours processed with ES/EN together | Unified bilingual handling |
| Organization | Manual naming and ID matching | Auto-context from form fields and IDs | Lower admin overhead |
| Downstream handoff | Re-uploads to other systems | Zapier trigger delivers the media URL instantly | Faster grading and translation |
| Turnaround | Hours to days to reach graders | Same-day routing to pipelines | Shorter feedback loops |
Speak provided transcription on ingest, so staff did not have to transcribe manually.
The delivered Zapier trigger ensured media and context reached internal systems without delay.
Time & Cost Model
Assumptions use a California administrative rate of $32 per hour to estimate savings.
Figures are rounded and conservative, so results can be replicated in other programs.
| Area | Assumption | Hours Saved | Cost Saved |
|---|---|---|---|
| Admin workflow | Eight minutes saved per submission across intake, naming, tagging, and routing | ~50 hrs | ~$2,000 |
| Multilingual handling | One minute saved per submission for ES/EN segmentation and routing | ~10 hrs | ~$200 |
| Manual translation facilitation | Seven to ten minutes are avoided per submission by using transcripts and direct media URLs | ~60 hrs | ~$1,850 |
| Total to date | Admin plus multilingual plus translation facilitation across 350+ submissions | ~120 hrs | ~$4k |
Key Takeaways
- Embedded recorders create a frictionless intake that students can complete on any device.
- Spanish and English can be handled together to eliminate duplicate processes.
- The Zapier trigger exposes the media URL to power grading and translation without re-uploads.
- Automatic organization with form fields and IDs reduces administrative work across cohorts.
- Same-day turnaround enables faster feedback and higher instructional quality.
