If you're experiencing transcription issues, poor audio quality, or your microphone isn't working as expected, this guide will walk you through how to:
Enable microphone permissions
Select the correct input device
Confirm audio is being picked up
Improve audio quality
1. Enable System Microphone Permissions
Heidi needs permission to access your microphone through your device settings and browser settings. Follow the steps based on where you're using Heidi.
📱 Mobile Devices (iOS & Android)
iPhone / iPad
Open Settings
Go to Privacy & Security > Microphone
Enable access for the Heidi app
Android
Open Settings
Go to Apps > Heidi > Permissions
Tap Microphone > Allow
💻 Computer Devices (Mac & Windows)
Mac (Desktop App)
Go to System Settings > Privacy & Security > Microphone
Enable access for the Heidi app
Windows (Desktop App)
Go to Settings > Privacy & Security > Microphone
Toggle on Microphone access and allow it for Heidi app
Confirm Heidi is listed and has permission
2. Enable Web Browser Microphone Permissions (If Applicable)
🖥️ Desktop Web Browser:
Make sure your browser is allowed to access the microphone.
When prompted when starting a session in Heidi, click “Allow” on the microphone access pop-up
You can also manage this in your browser settings:
Browser | How to Update Microphone Permissions |
Chrome | Settings > Privacy and Security > Site Settings > Microphone > Add Heidi to the list of allowed sites |
Edge | Settings > Cookies and site permissions > Microphone > Add Heidi to the list of allowed sites |
Safari (Mac) | When Heidi website is open > Safari Settings > Websites > Microphone > Select ‘Allow’ |
📱 Mobile Web Browser:
To enable microphone access in your mobile browser:
Open your device’s Settings
Tap Apps (or Apps & Notifications)
Select your browser app (e.g. Chrome, Safari)
Tap Permissions > Microphone
Make sure microphone access is enabled
After saving updates to your microphone permissions, refresh the Heidi page for the changes to take effect.
3. Select the Correct Microphone Input
Before starting a session, make sure the correct microphone is selected—especially if you're using an external mic, headset, or Bluetooth device.
💻 Heidi Desktop App
Start a new session
Click the microphone tab at the top
Use the dropdown arrow to select your preferred input (e.g., system microphone, USB microphone, or headset/headphones)
🌐 Heidi in Web Browser
Start a new session in your browser
Click the microphone tab at the top right
Select your preferred microphone from the dropdown
4. Confirm Your Microphone is Active - Web Browser Only
The desktop app, and mobile app do not display the waveform bars.
During your session, make sure Heidi is picking up your voice by watching the green waveform bars in the top right corner.
Green bars = audio is working
Red bars or red ring = no audio input detected
🔴 If you see red bars or ring around the microphone tab, check that:
The correct microphone input is selected (see above)
Your device/browser has granted microphone access
You're not connected to another Bluetooth audio device- The Heidi window or browser remains active throughout the session; avoid minimizing or navigating away to prevent microphone deactivation.
Device sleep mode or locking during sessions can interrupt microphone access and cause audio detection issues. Make sure your device settings prevent it from entering sleep mode while transcribing.
Your microphone is not physically muted. Check for a hardware mute button or switch on your device or headset.
Your microphone works in other applications. Try a voice recording app or video call to confirm the mic is functional outside of Heidi.
Minor disruptions, such as leaving the Heidi window or browser, can cause audio detection problems. Stay on the Heidi page for uninterrupted functionality. The red ring specifically indicates that no audio input is being detected by the microphone. If this persists, confirm that your microphone is properly connected and not muted. Ensure that the app/browser is kept in the foreground, and avoid actions like locking the device or switching applications, as they can cause interruptions in audio capture leading to potential transcript issues.
5. General Troubleshooting & Audio Quality Tips
Steps to Prevent Transcription Issues:
Grant all necessary permissions to the microphone in device/browser.
Keep the Heidi app or web browser active and in the foreground during sessions.
Prevent mishaps by ensuring your device won't sleep or lock.
Opt for a quiet environment for better audio quality.
Use the Heidi Desktop app for its robust performance in sustaining focus over long sessions.
Transcription Issues?
Transcription errors typically occur when audio is unclear or interrupted. Before starting a session:
Confirm the earlier setup steps are complete: microphone permissions enabled, correct input device selected, and microphone actively picking up sound.
Use a high-quality microphone positioned within reasonable distance of all speakers.
If audio is too quiet, increase mic gain. Mac: System Settings > Sound > Input > adjust Input Volume. Windows: Control Panel > Sound > Recording > Properties > Levels.
Heidi Web App only: Check the green microphone indicator bars are moving before you begin. If they aren't, resolve the audio input issue first.
During a session:
Keep the Heidi window active and in the foreground. Do not minimise, background, or navigate away while transcribing.
Ensure your device stays awake and does not enter sleep mode, screensaver, or timeout.
If audio drops unexpectedly, perform a hard refresh of your browser to reinitialise the microphone connection.
Common reasons your microphone may disconnect between use.
Browser:
Microphone permissions can reset after a browser update. Check the lock icon in the address bar and set microphone to "Allow."
Default input device changed. Verify the correct microphone in your system sound settings.
Another app is using the microphone. Close video conferencing or recording apps first.
Cached data interfering with microphone detection. Clear your browser cache, restart the browser, and reopen Heidi.
Microphone permissions may reset after a Windows update. Double-check your browser and Windows microphone settings, then clear your browser cache to refresh the connection.
Desktop App:
OS revoked microphone permissions. Mac: System Settings > Privacy & Security > Microphone. Windows: Settings > Privacy > Microphone.
Default audio input changed after a system update. Check your system sound settings.
App not detecting a newly connected microphone. Restart the app after connecting.
iOS:
Microphone permission disabled. Settings > Heidi > toggle Microphone on.
Bluetooth device redirecting audio input. Check Control Centre to confirm the correct source.
Incoming call interrupted the session. End or decline the call, then restart the session.
Android:
Microphone permission auto-revoked. Settings > Apps > Heidi > Permissions > enable Microphone.
External audio device overriding built-in microphone. Disconnect or select the correct input in sound settings.
Incoming call interrupted the session. End or decline the call, then restart the session.
⚠️ Want to test your microphone before a session? You can test your microphone here to confirm it’s working correctly.
🖥️ Transcribing Sessions When Desktop Doesn't Have a Working Microphone?
If your desktop device doesn't have a microphone (or audio input isn't working), you can still generate notes with Heidi by transcribing the session on your mobile Heidi app instead. Heidi will automatically generate a transcript and note once the session is complete. For longer sessions and improved reliability, consider using the Heidi Desktop app over the web browser to minimize potential interruptions or focus-related restrictions.
Your data is synced across devices, so you can start a session on one device and review and/or copy the output on another.
🎧 Using Headphones or Headset?
Headphones or headsets should only be used with the Heidi Desktop App, which is specifically designed to capture full system audio.
🛜 Avoid Bluetooth Conflicts
Make sure you're not connected to another Bluetooth device (like headphones or speakers) if you’re not actively using them for your consult session.
👉 Windows user? If you're still experiencing issues with microphone access after following this guide, please refer to our Resolving Microphone and Audio Conflicts for Heidi on Windows guide for further step-by-step instructions.You can also explore our guide on Context-Only Outputs and File Uploads for additional troubleshooting resources.