Mobile and Web Caption Workflow

Launch an attendee-friendly browser caption experience that works across common mobile and desktop devices.

Best for: Event producers, audience-experience leads, accessibility coordinators, and web teams.

Before you start

Viewer access is part of the event experience. Translation, TTS, branding, embeds, language counts, and analytics may depend on plan configuration.

• An event with a verified source language and audio input.
• A short, approved public description and privacy URL.
• A plan for displaying or distributing the URL/QR code.
• At least one representative iOS, Android, and desktop test device when those audiences are expected.

Step by step

1. Prepare event details. Set a recognizable name, image, location or virtual context, description, schedule, speakers or panels, and privacy link. Keep the mobile lobby concise.
2. Configure languages. Select the source language and only the target languages that will be supported and monitored. If automatic source detection is used, confirm glossary and provider limitations.
3. Configure the viewer experience. Review default language, text appearance, contrast, background, speaker labels, spoken captions availability, ASL picture-in-picture, and screen-awake behavior.
4. Choose lobby behavior. Decide whether attendees see the lobby, choose language before joining, auto-join, or skip the lobby. Verify the effect of each setting in a signed-out browser.
5. Generate sharing assets. Open Share, copy the viewer URL, and download or present the QR code. Use a branded QR logo only when the entitlement is active and the code remains reliably scannable.
6. Test in realistic conditions. Scan from printed and projected sizes, join over venue Wi-Fi and mobile data, rotate a phone, change language, increase text size, enable spoken captions if allowed, lock/unlock the device, and reconnect.
7. Monitor during the event. Watch viewer count and technical status where available. Keep a short URL or help message visible and have staff ready to distinguish a venue-network problem from a caption problem.

What this unlocks: An attendee can discover the link, enter the event, select a supported language, read captions comfortably, and recover after a temporary network interruption.

Check your understanding

• The QR code scans from the intended distance.
• A signed-out device can access the intended public experience.
• Language names and translations are correct.
• Text remains readable in bright and dark venue conditions.
• The privacy link opens and matches the event’s data practice.

Common misconceptions

QR code is difficult to scan

Increase physical size, contrast, quiet zone, and display time; shorten the URL if possible and avoid excessive logo coverage.

Captions work on desktop but not mobile

Check mobile browser support, autoplay/TTS restrictions, captive portal, content blockers, battery saver, and venue Wi-Fi isolation.

Wrong default language

Review event language order, lobby choice, URL parameters, stored browser preference, and embed configuration.

Good to know

• Never require attendees to install an unapproved application unless the event plan explicitly calls for it.
• Treat viewer analytics and form fields as personal data under the organization’s privacy policy.
• Provide a non-QR fallback for people who cannot scan or use a personal device.

Related guides

• 📲 Audience Sharing
• 🚪 Attendee Lobby
• 👁️ Viewer Settings
• 🧱 Embeds