Speaker Management – Help Center

Speaker management allows you to tag speakers, merge duplicate speakers, and rename speakers across your transcripts, helping teams create cleaner, more accurate meeting notes and AI-generated Insights. Manage speakers in Otter to improve transcript accuracy, organize your speakers, and keep meeting conversations easy to review.

Rollout: This feature is being gradually rolled out to all Otter accounts. If it’s not yet available in your account, check back soon as the rollout continues.

Manage speakers

Manage and organize speakers directly from the speaker profile avatar in your transcript. You can see which speakers you own, merge duplicate speakers, rename speakers, and hide speakers from the Manage Speakers menu.

Note: Only speakers associated with your account can be managed by you. Shared workspace speakers may appear in the speaker selection pop-up, but they cannot be managed from the Manage Speakers menu.

Speakers show how they were identified, whether they were manually tagged by you or automatically tagged by a meeting platform, such as Zoom or Google Meet.

Merge speakers Combine duplicate or multiple speakers

Multiple conversations may contain different speaker tags for the same person due to manual tagging, previously assigned speaker labels, or differences in how a person sounds across platforms (e.g., Zoom vs. in-person). You can merge speakers to maintain consistent speaker identification across your conversations and improve transcript accuracy. Merged speakers will update and reflect across all of your conversations.

Under Speakers, select the speaker(s) you want to merge. Then, in the Choose a speaker drop-down, select the speaker profile you want the selected speakers to merge into.
Click Merge, then select Yes, merge to confirm the speaker merge.
The selected speakers are successfully merged.

All conversations in your Otter account will reflect the merged speakers.

Primary speaker

When you create an Otter account, a primary speaker profile is automatically created and linked to your account. This primary speaker profile represents your default speaker identity in conversations.

Your primary speaker profile will not appear in the Manage Speakers list as a speaker that can be merged into other profiles. However, you may merge other speaker profiles into your primary speaker profile.

Your primary speaker profile can be selected as an option to merge into.

Your primary speaker profile is identified by your Otter account information.

Unmerge speakers Undo a speaker merge at any time

You can undo a speaker merge at any time to restore previously merged speaker profiles. Any restored speaker profile will be reflected across your conversations.

Note: If multiple speakers were previously merged into a single speaker profile, unmerging will restore them to separate profiles. After unmerging, you may need to manually re-merge any speakers you still want grouped together.

Click the 3-dot menu next to the speaker you want to unmerge, select Undo merge, and click Unmerge to confirm.
The speakers are successfully unmerged.

All conversations in your Otter account will reflect the unmerged speakers.

Tag a speaker Tag or update speakers in a transcript

Whether you are updating an existing speaker tag, tagging an identified speaker (such as Speaker 1, Speaker 2, or Speaker #), or assigning a tag to an untagged speaker bubble, click any speaker profile bubble and select a speaker to tag. You can choose an existing speaker profile or create a new speaker.

To update the summary after tagging, click Update in the pop-up menu or Regenerate Summary anytime in the 3-dot menu.

Rename a speaker Rename existing speakers in your transcripts

You can rename a speaker at any time to improve speaker identification and maintain accurate transcript organization across your conversations.

Click any speaker profile bubble and select Manage Speakers to open the speaker management menu.
Click the Rename icon next to the speaker you want to rename.
Enter the new speaker name, then click the checkmark to confirm the update.
The updated speaker name will automatically apply across all conversations in your Otter account.

Note: To rename your primary speaker profile, update your name in Account Settings → General.

Hide a speaker Permanently hide speakers as an option for tagging

You can permanently hide a speaker from your speaker list. Existing tags of that speaker will not be affected.

Warning: Hiding a speaker is permanent and cannot be undone. We recommend merging duplicate speakers instead when possible to help clean up your speaker list.

Click any speaker profile bubble and select Manage Speakers to open the speaker management menu.
Click the Hide speaker icon next to the speaker you want to remove, then click Hide to confirm.
When you hide a speaker:
- In new conversations, or conversations where the speaker hasn’t already been tagged, the speaker won’t appear as a tagging option.
- The speaker is removed from the Manage Speakers list.
- Existing speaker tags remain unchanged and can still be untagged.
- Previously tagged conversations continue to display the speaker as a grayed-out option in the tagging menu.

FAQs

Can I unhide a speaker?

No. Hiding a speaker is permanent and cannot be undone. Once a speaker is hidden, their profile is permanently removed from the tagging menu.

How do I choose which speaker to merge into?

When merging speakers, choose the speaker profile that represents the primary or canonical speaker identity.

In the Manage Speakers panel, speaker profiles may include labels such as:

Tagged by you — A speaker profile created from manually tagging transcript segments
Your Otter account — Your primary speaker profile linked to your Otter account

In most cases, we recommend merging confirmed duplicate speakers into your primary account-linked speaker profile if they match. Confirmed duplicate speakers should ensure the speaker voices match (not just the name). This can help maintain consistent speaker identification across all conversations.

Do speaker merges update all past and future conversations?

Yes. Speaker merges and speaker renames apply across all conversations in your Otter account, including past and future transcripts.

This helps maintain consistent speaker identification and speaker names across meetings and conversations.

Note: Some areas of Otter, such as summaries, outlines, Otter Chat, and search results, may not always reflect updated speaker information. Contact our Otter Support team if you have any questions.

Why are some speakers missing from my Manage Speakers list?

The Manage Speakers list only shows speakers that you own or created in your Otter account.

Some speakers may not appear because they are:

Shared workspace speakers
Speakers tagged by other Otter users in a shared conversation
Primary speaker profiles associated with other Otter accounts

These speakers may still appear in the speaker tagging menu, but they cannot be managed from your Manage Speakers list.

Which speakers can I manage?

The Manage Speakers panel only displays speakers that you own, such as speakers you created by tagging or speaker profiles associated with your Otter account.

The speaker tagging menu may display additional speakers because it can also include:

Shared workspace speakers
Speakers tagged by other Otter users in shared conversations
Primary speaker profiles associated with other Otter accounts

Only speakers you created and own will appear in your Manage Speakers list and can be managed, renamed, merged, or hidden. If a speaker does not appear in the list, ensure you are the original owner of that speaker profile.

How do I rename my primary speaker profile?

You can rename your primary speaker profile by updating your name in Account Settings → General.