📖 Official Documentation

VoicePad AI — Help Center

Everything you need to know about VoicePad v2.1.6 — Windows, Android, and iOS. 100% offline voice dictation that works everywhere you do.

v2.1.6

🖥️ Windows

🤖 Android

🍎 iOS

Updated May 2026

Windows App

Full desktop app with AI tools, VoicePad Orb, SubPad meeting transcription

● Available Now

Android App

Full feature app with VoicePad Orb, WiFi+USB sync to Windows

Google Play

iOS App

Same Whisper AI, same UI, 100% offline. Now on the App Store

App Store

macOS App

Same Whisper AI as Windows. PyQt6 desktop app. Direct download — no App Store

● Beta

Need Help?

Can't find what you're looking for? Email alex@voicepad.tech — Alex reads and responds to every message personally.

🚀 Quick Start Guide

Start dictating in 60 seconds. No account. No internet. No setup.

Three Steps to Dictation

💡

The superpower: On Windows, press Ctrl+Space while you're in Word, Gmail, Slack, or any app. Speak. Stop. Your text appears exactly where your cursor was — you never leave your workflow.

Quick Tips

🧭 Onboarding — First Launch Setup

The first time you open VoicePad on any platform, an onboarding wizard walks you through setup. It only runs once — you can restart it anytime from Settings → Restart Setup (Windows) or Settings → Reset Onboarding (Mobile).

Windows Onboarding Windows

Android Onboarding Android

iOS Onboarding iOS

🖥️ Main Screen Guide

Everything visible when you open VoicePad — on all platforms.

The Mic Orb All Platforms

The large glowing button at the center of the screen. Your main control — click/tap to start and stop recording.

Transcript Area All Platforms

Where your transcribed text appears in real-time as you speak. On Windows, Pro users can edit text directly — click to place your cursor and make corrections before using AI tools or copying. Free users can select and copy text.

✏️ Text Editor & Save Note Windows Pro

Pro users get a fully functional text editor in the transcript area. Type notes by hand, import a PDF and edit the extracted text, or mix dictated and typed content freely. When done, click Save Note in the footer bar to save to history.

AI Tools Bar Windows

Five buttons above the transcript area (when text is present). Processes text with your local Ollama AI. See the AI Tools section for full details.

History Sidebar All Platforms

Slides in from the left. Every dictation is saved automatically with full text, timestamp, word count, and duration. Searchable in real-time.

Settings Sidebar All Platforms

Slides in from the right (or tap ⚙️ in footer). Configure language, model, themes, sync, and more.

Footer Bar All Platforms

🎤 Recording Guide

Everything about capturing your voice and turning it into text.

Starting a Recording

Stopping a Recording

What Happens During Recording

1. Real-time streaming — Text appears as you speak (every 2–10 seconds)
2. Hallucination filter — Silence-triggered garbage phrases are automatically blocked before they reach your screen
3. When you stop — Final transcription refines the text
4. Auto-copy — Text goes to clipboard (if enabled in Settings)
5. Auto-inject — Text is typed at your cursor position in the active app (Windows)
6. Auto-save — Recording is saved to history automatically

Resume Dictation All Platforms

Continue a previous recording — new text is appended after the original.

Best Practices

• Speak at your normal pace — no need to slow down
• Complete sentences transcribe better than fragments
• Quiet environments give noticeably better results
• Say punctuation out loud: "period", "comma", "question mark", "new paragraph"
• Match the Language setting to what you'll speak — this is the #1 accuracy factor

🟠 VoicePad Orb — Dictate Into Any App

The VoicePad Orb is the standard dictation feature. Tap the orb, speak, stop — your transcribed text lands on the clipboard, ready to paste anywhere. The orb floats over every app on your screen so you never have to switch apps to dictate.

Windows VoicePad Orb Windows

An always-on-top draggable widget that floats over your desktop.

Android VoicePad Orb Android

A floating bubble overlay that works in any Android app using system overlay permissions.

Enable in Settings → VoicePad Orb

Grant the "Display over other apps" permission when prompted

The bubble appears on top of every app on your phone

Tap to start → speak → tap to stop → text auto-copied to clipboard

Paste anywhere — WhatsApp, Gmail, ChatGPT, any text field

📊 Activity — Your Dictation Stats

Activity gives you a clear picture of your VoicePad usage. Open it from Settings → Activity and switch between Daily, Weekly, and Monthly tabs to see your numbers.

How to open Activity Android

What you'll see

Three KPI cards at the top of each tab:

Time Saved card — an estimate of how many minutes you saved compared to typing the same text manually. Shown as a range based on average typing speeds:

• Lower bound: 50 words per minute (desktop typing average)
• Upper bound: 30 words per minute (mobile typing, conservative)

Example: 1,500 dictated words → "30–50 minutes saved vs typing".

Streaks & records card:

• Current streak — consecutive days you've dictated at least once (your local time zone)
• Longest session — the longest single dictation in the selected period
• Best day — the day in the selected period with the most words (e.g., "Tuesday · 1,230 words")

Privacy

Activity is computed entirely on your device. The footer card on the screen reads "0 bytes sent — fully offline ✓" because that's the literal truth: VoicePad ships zero telemetry by design. No analytics, no cloud sync of your stats, no remote logging.

Empty states

If you haven't dictated yet, Activity shows a friendly placeholder until your first dictation appears. If a specific tab has no dictations (e.g., Daily on a quiet day) but other periods have data, the tab shows "No dictations today. Start now!" while keeping your global streak card visible.

Coming later

• Per-language breakdown — see EN vs DE word counts side by side. Coming in a future v2.2.x update (requires a small database upgrade).
• iOS — the Activity screen is currently Android-only. iOS support is on the roadmap.

⚡ VoicePad Direct — Type Directly Where You Click

VoicePad Direct is a separate feature from the VoicePad Orb. Instead of dictating to clipboard and pasting, you click into any text field — Gmail, Word, your AI chat — and your words type directly there in real time, character by character. The session stays open until you end it, so you can hold a real conversation without restarting.

Windows VoicePad Direct Windows

Always-on-top Orb with direct typing into any editable text field.

macOS VoicePad Direct macOS

Same experience as Windows. System-wide Orb with direct typing via macOS Accessibility API.

Android VoicePad Direct Android

Floating bubble overlay with direct typing into any editable text field via Android Accessibility Service.

Navigation Bar Shortcut Android

On Android, you can add a VoicePad button to your navigation bar for one-tap recording from any app. To enable:

1. Make sure VoicePad Direct is turned on in VoicePad Settings
2. Open your Android system Settings → Accessibility
3. Find VoicePad in the list and turn on the toggle
4. The Accessibility shortcut button appears in your navigation bar

Tap the button from any app to start dictation. Tap again to stop. Your dictated text appears directly in the focused text field, just like the floating orb.

Placeholder Text Handling

VoicePad Direct correctly handles placeholder text in messaging apps like WhatsApp, Telegram, Signal, and Gmail. Your dictated text replaces the placeholder hint rather than being added after it.

Smart Fallback

If you don't click within 8 seconds of pressing the Orb, VoicePad Direct automatically switches to standard clipboard mode. Text is copied as usual — nothing is lost.

Compatible Targets

🔘 Footer Bar — Windows Windows

The full-width bar at the very bottom of the app. Five buttons — each with an IObit circle-ring icon and a label. This is your main navigation.

Import Button — In Detail

The Import (📎) button lets you bring any document into VoicePad for AI processing:

• Audio files (.wav, .mp3, .m4a) — transcribed by Whisper, result added to history
• Text files (.txt, .docx) — text extracted and loaded into the transcript area
• PDFs — text extracted, shown in preview dialog before loading
• Images — OCR text extraction

After importing, use the AI tools (Clean, Improve, Summary, Translate) to process the imported content — all locally, no cloud.

System Tray — Windows

When you click the ✕ close button on VoicePad, it does not fully quit. It minimizes to the Windows system tray (bottom-right corner of your taskbar). Your global hotkey (Ctrl+Space) stays active — you can still dictate into any app.

📋 History Guide

Every dictation is automatically saved and instantly searchable. Never lost, never auto-deleted.

Opening History

Tap the ☰ icon in the footer bar. The history sidebar slides in from the left. On Windows, you can also drag the right edge of the sidebar to resize it wider or narrower.

What's Saved

Every transcription is automatically saved with full text content, timestamp (DD.MM.YYYY format), word count, and recording duration. Sorted newest first.

History Card Anatomy

┌──────────────────────────────────────────┐
│  07.03.2026                   0:15   [M] │  ← Date · Duration · M badge (if mobile)
│  So, right now, let's play a little bit  │
│  with the orb. Until now, it looks good. │
│  Let's see what we can do about it.      │  ← First ~3-5 lines of transcript
└──────────────────────────────────────────┘

The 🟢 M badge appears on recordings that were synced from your Android or iOS device — so you can immediately see which dictations came from your phone.

History cards with a teal/emerald border are SubPad meeting recordings — they contain speaker-labeled transcripts and have an Export option in the context menu.

Search

Type in the search bar at the top of the sidebar. Searches the full text content of every transcription — not just titles. Case-insensitive. Results filter in real-time with a 400ms debounce. Find anything you've ever dictated.

As you type, matched words light up in theme-aware highlight colors — matches are visible instantly.

Smart Multi-Word Search Android New

Search now finds dictations even when you remember the words in a different order. Type any combination of keywords — for example "meeting tuesday" — and VoicePad will find every dictation that contains all of them, regardless of where those words appear in the transcript. Available on Android (Windows and iOS coming next).

Actions

Multi-Select Delete Windows New in v2.1.2

Delete multiple history items at once instead of one by one. Each history card has a checkbox in the top-left corner.

1. Open History (tap ☰)
2. Click the checkbox on each item you want to delete — selected items get a subtle highlight
3. A new Clear Selected (N) button appears in the footer with the live count
4. Click Clear Selected → confirm in the dialog → items disappear

Resume Dictation — In Detail

Resume lets you continue a previous recording. New audio is appended after the original text with a timestamp separator.

The resume separator format is: --- resumed HH:MM DD/MM --- (24-hour time, day/month). This makes it easy to see exactly when each continuation was recorded.

Lifetime Stats Bar Windows

0:00 · 0 words  |  Total: 117:13:19 · 523,476 words

The stats bar at the bottom of the transcript area shows two things. Left side: the current session duration and word count. Right side (in purple): your lifetime totals — every hour recorded and every word transcribed since you installed VoicePad. This counter never resets — it's your personal productivity monument.

Export History All Platforms

Export all your recordings as a single file — no item limit.

• Windows: Settings → Sessions → Export History → saves as .txt
• Mobile: History sidebar → Export All button (bottom of sidebar)

Clear All History

Windows: History sidebar → Clear All button (bottom of sidebar, asks for confirmation). Mobile: History sidebar → Clear All button (bottom of sidebar, shows count and asks for confirmation). Deleted items stay deleted across all your devices — sync respects deletions, so items will not reappear after mobile sync.

Where Files Are Stored

⚙️ Settings Guide

Tap ⚙️ in the footer to open settings. All settings are saved instantly — no confirm button.

Speech Model (Whisper) All Platforms

Language All Platforms

Supported dictation languages: 🇬🇧 English · 🇩🇪 German (and 50+ others via Whisper). UI language: English and German only.

Auto-Copy / Auto-Inject Windows

Auto-Copy (default: ON) — transcription is automatically sent to clipboard after recording stops. Auto-Inject (default: ON) — text is typed at your cursor position in the active app. Disable if you want to review text in VoicePad before pasting.

Smart Grammar Windows

Automatic language-specific grammar corrections:

• German noun capitalization (e.g. "auto" → "Auto")
• ß corrections (strasse → Straße)
• English contractions (I am → I'm)

AI Model (Ollama) Windows

The local LLM powering the 5 AI tools. Runs 100% offline on your PC — no internet, no API key, no cost.

Mic Sensitivity All Platforms

Adjusts the energy threshold for the audio gate — how loud you need to speak before transcription starts. Default is calibrated for normal indoor speaking. Increase if you're in a noisy environment; decrease if soft speech is being clipped.

Mobile Sync All Platforms

Configure WiFi and USB sync with other VoicePad devices. See the Sync section for full setup instructions.

Haptic Feedback Android

Vibrate when recording starts and stops. Works with all trigger methods: in-app button, floating orb, and accessibility shortcut.

Sound Effects Android

Play a short audio tone when recording starts and stops. The tone plays on the notification audio channel so you can hear it even while recording.

Speech Output (Text-to-Speech) Windows

VoicePad can read your transcriptions back to you using Windows text-to-speech. Settings → Speech Output lets you:

• Enable or disable speech output entirely
• Choose a Windows TTS voice from all installed voices
• Adjust speaking rate (slower or faster)
• Adjust output volume independently from system volume
• Set trigger: auto-read after every dictation, on demand only, or off

Custom Dictionary Windows

Teach Whisper words it consistently mishears. Settings → Tools → Custom Dictionary lets you add, edit, and remove custom correction rules.

• Current stable dictionary: ~850 entries (tech brands, German cities, names, technical terms)
• Add maximum 20–30 entries at a time and test before adding more — too many entries causes Whisper hallucinations
• Stored at: AppData\Roaming\VoicePad\custom_dictionary.json

🔤 Font & Typography Windows

Customize VoicePad's interface font from Settings → Font. Choose from 8 hand-picked fonts — each with a personality name that describes how it feels to use:

Use the font size slider (9–18pt) to set your preferred size. Changes apply instantly across the entire app — transcript area, sidebar, history, settings — everything. No restart needed.

Sound Effects Windows Android

Toggle audio feedback on actions: recording start/stop beep, theme switch click, copy confirmation. On Windows, find it in Settings → Recording. On Android, find it in Settings between Storage and Sync sections.

Feedback All Platforms

Settings → Feedback — opens an email to alex@voicepad.tech (Windows) or feedback@voicepad.tech (Mobile). Every message is personally read. Include your version number and reproduction steps for bugs.

Restart Setup Windows

Found at the bottom of the Settings sidebar footer. Runs the onboarding wizard again — useful if you want to change language, theme, or model selection from the initial setup.

🤖 AI Tools Windows

⚠️

Requires Ollama. AI tools need Ollama running locally on your Windows PC. Install free from ollama.com. Then run ollama pull qwen2.5:0.5b in a terminal. No internet needed after setup.

🧹 Clean Ctrl+Shift+L

Removes dictation noise: filler words (um, uh, like), false starts, repeated words, basic punctuation fixes. Does not rewrite your words or change meaning.

✨ Improve Ctrl+Shift+I

Does everything Clean does, plus intelligently rewrites for better flow, professional vocabulary, and clarity. Keeps your intent, elevates the writing. Best for emails and reports.

🤖 AI Prompt Ctrl+Shift+F

Sends your transcribed text to your local Ollama model as a prompt and displays the AI's response. Turns VoicePad into a voice-powered AI assistant. Dictate a question or instruction out loud — get an intelligent answer.

📄 Summary Ctrl+Shift+U

Condenses long transcribed text into a short structured summary with key points and action items. Best for meeting notes and long voice memos.

🌐 Translate

Translates your text to another language using the local Ollama model. Dictate in German → translate to English for international emails, or vice versa.

💾 Save Improved Text Windows

After running any AI tool (Clean, Improve, Summary, Translate), right-click on the AI output text area → "Save Improved Text". The result is saved to your history as a new entry — separate from the original dictation.

📎 AI Tools Work on Imported Content Windows

AI tools don't only process dictations. Use the Import button (📎) in the footer to load a PDF, DOCX, or audio file — then run Clean, Improve, Summary, or Translate on that content. All offline, no cloud.

🗣️ Voice-Triggered AI Commands Windows

Example: say "make it formal, I need to reschedule our Thursday meeting" — VoicePad transcribes your speech and rewrites it in a formal professional tone automatically. The command is spoken, not typed.

🎙️ SubPad — Meeting Transcription Coming Soon

SubPad is VoicePad's upcoming meeting transcription mode. It will listen continuously, identify different speakers automatically, and build a structured dialogue transcript in real-time — all 100% offline on your PC.

How It Works

Export Formats

Auto-Export

Enable auto-export in Settings → SubPad → Auto-export. Every SubPad session automatically saves to Documents\VoicePad\SubPad\ with a timestamped filename. Set your preferred default format (TXT, SRT, VTT, or JSON).

Stats During Recording

While SubPad is recording, the stats bar shows live: 0:00 • 3 Speakers • 9 Segments • 87 words — updating in real-time so you always know what's been captured.

🎙️ Voice Commands

Control VoicePad hands-free — no keyboard, no tapping.

Windows Voice Commands Windows

Uses VOSK (offline speech recognition, 40MB model bundled). Enable in Settings → Hotkeys → Voice Commands.

Say "VoicePad Orb" while dictation is active to summon or dismiss the floating Orb without touching the keyboard or mouse. Available on Windows and Android.

Android Voice Commands Android

Uses the same VOSK-based approach. The German commands use the English VOSK model — "diktat" is phonetically near-identical to "dictation" and is reliably recognized.

🔔 Hot Word Android

Start dictation hands-free with a wake phrase — no tapping required.

What is Hot Word

Hot Word lets you start dictation hands-free by saying a wake phrase. Useful when your hands are busy or your phone isn't within reach. Hot Word runs entirely on your device — your audio never leaves your phone.

Setup

Go to Settings → Hot Word and turn the toggle on. The first time you enable Hot Word, VoicePad downloads a small on-device speech recognition model (around 40 MB). The download takes about a minute on a normal connection. You can pause or cancel the download at any time.

Using Hot Word

Once enabled and the model is downloaded, VoicePad listens for the wake phrase in the background. Say the phrase and recording starts automatically. Tap stop or use a voice command to end recording.

Supported Languages

Hot Word is available in English and German. The model matches your selected dictation language. Switching languages may require downloading the corresponding model.

Voice Commands and Hot Word

Voice Commands require Hot Word to be enabled. When you turn Voice Commands on, VoicePad uses the same on-device speech recognition to detect commands like "stop" or "delete that" during dictation.

Privacy

Hot Word processes audio entirely on your device. No audio is sent to any server. The wake phrase detection runs locally using the downloaded model.

Troubleshooting

If Hot Word isn't detecting your wake phrase:

• Check that the model finished downloading (Settings → Hot Word shows download progress)
• Try in a quieter environment
• Make sure the language matches what you're speaking
• Disable and re-enable Hot Word to restart the listener

⌨️ Keyboard Shortcuts Windows

┌─────────────────────────────────────────────┐
│          VOICEPAD SHORTCUTS                 │
├─────────────────────────────────────────────┤
│ GLOBAL (works in any app)                   │
│   Ctrl+Space      Start / Stop recording    │
│   Escape          Cancel recording (no save)│
├─────────────────────────────────────────────┤
│ AI TOOLS (when transcript has text)         │
│   Ctrl+Shift+L    Clean (remove fillers)    │
│   Ctrl+Shift+I    Improve (AI rewrite)      │
│   Ctrl+Shift+U    Summarize                 │
│   Ctrl+Shift+F    Convert to AI Prompt      │
├─────────────────────────────────────────────┤
│ SUBPAD (meeting transcription)              │
│   Ctrl+Shift+S    Toggle SubPad mode        │
│   Ctrl+Shift+R    SubPad start / stop       │
├─────────────────────────────────────────────┤
│ WINDOW                                      │
│   F11             Toggle fullscreen         │
└─────────────────────────────────────────────┘

Custom Hotkey

Don't like Ctrl+Space? Change it in Settings → Hotkeys → Record. Capture any key combination. Good alternatives: Alt+R, F9, Ctrl+Shift+D. Avoid Windows reserved shortcuts like Ctrl+C/V/Z, Win+D.

🎨 Themes All Platforms

Three visual themes available on all platforms. Change instantly in Settings → Appearance — no restart needed.

🏠 Environment Mode New in v2.1.0

Find it in Settings → Recording → Environment. Default is Indoor — existing users see no change.

Android App Guide

VoicePad on Android — same Whisper AI, 100% offline, syncs to your Windows PC.

Getting Started

Key Features

• 100% offline — Whisper AI runs entirely on your phone
• Real-time streaming transcription (text appears as you speak)
• VoicePad Orb — dictate into any app without switching to VoicePad
• Voice commands: "Dictation start" / "Dictation stop" (EN), "Diktat Start" / "Diktat Stop" (DE)
• Clean Tool — removes filler words from your transcription
• Full history with real-time search
• Search highlights matched words in history — results light up in theme-aware colors as you type
• Swipe left to delete history items
• Pull down to refresh history list
• Long press history item → Copy or Resume
• WiFi sync + USB sync to VoicePad Windows
• Export all history — no item limit
• Clear all history with confirmation
• Haptic feedback on record start/stop, copy, and theme switch
• Sound effects toggle (Settings → between Storage and Sync)
• 3 themes: Midnight Dark, Light, Arctic Frost
• App language: English and German
• Storage dashboard showing disk usage by category

Available Models

Hallucination Filter

VoicePad Android includes a multi-layer AI hallucination filter — when you record silence or ambient room noise, Whisper would normally output garbage phrases. VoicePad blocks these before they ever reach your screen.

Accessibility

VoicePad is fully compatible with Android accessibility services including TalkBack. Settings, recording controls, dictation history, and the onboarding flow are all screen-reader friendly with proper labels and focus management.

Free vs Pro on Android

The free tier gives you full dictation with Tiny and Base Whisper models, Dark theme, and up to 20 history entries with 100 WiFi sync sessions per month. Pro unlocks everything — upgrade in Settings → Upgrade to Pro (one-time purchase via Google Play). See the Free vs Pro section for the full comparison.

Pull-to-Refresh History

After a WiFi sync completes, pull down on the history sidebar to refresh and see newly imported entries from Windows immediately.

iOS App Guide New

Installing VoicePad AI on iPhone or iPad

System requirements: iOS 15.0 or later. Works on iPhone, iPad, and iPod touch. Requires ~200 MB free space for the Whisper model download on first launch.

Key Features (iOS)

• 100% offline — Whisper AI via whisper.cpp runs entirely on your iPhone
• Same shared UI as Android — identical layout, themes, and settings
• Real-time streaming transcription
• Full history with search
• 3 themes: Dark, Light, Arctic Frost
• Language: English and German
• Onboarding wizard (same as Android)

iOS vs Android

macOS App — Beta

🔄 Cross-Platform Sync — Overview

VoicePad is the only offline dictation app that syncs across Windows, Android, iOS, and macOS. Dictate on your phone, find it on your PC. All sync happens on your local network — zero cloud, zero servers.

Sync Direction Matrix

Desktop apps (Windows/macOS) sync with mobile apps (Android/iOS). Direct desktop-to-desktop or mobile-to-mobile sync is not supported.

📡 WiFi Sync — Mobile ↔ Desktop

Automatic wireless sync over your local network. Dictate on any device, see it on any other within 30 seconds.

Supported Combinations

• ✅ Android ↔ Windows
• ✅ iPhone ↔ Windows
• ✅ iPhone ↔ macOS
• ✅ Android ↔ macOS
• ❌ Android ↔ iOS — not supported
• ❌ macOS ↔ Windows — not supported

Setup — Windows

Setup — Android

How It Works

WiFi Sync is bidirectional. Android and iOS automatically push new dictations to Windows and macOS. Windows and macOS can push dictations back to mobile via the "Import from Windows App" button in Settings → Sync on Android or iOS. New recordings appear in history within 10–30 seconds. A live sync status shows in the sidebar: "Syncing... → Synced ✓"

Windows → Android: Import from Windows App Android

WiFi Sync is bidirectional. Android pushes new dictations to Windows automatically. To pull dictations from Windows back to Android:

How to sync — Android ↔ macOS Android

How to import from Desktop All Platforms

Export your history from Windows or macOS and import it on mobile:

Import Supported Combinations

• ✅ Mac → Android
• ✅ Mac → iOS
• ✅ Windows → Android
• ✅ Windows → iOS

🔌 USB Sync — Android → Windows

One-way sync from Android to Windows via USB cable. Works without WiFi — useful when you're on mobile data or in a location without shared WiFi.

How to Use

🧠 Learning System — Thumbs Up / Down Coming Soon

The Learning System will allow VoicePad to learn from your corrections and improve accuracy over time — all locally on your device.

How It Will Work

After each transcription completes, a 👍 👎 feedback bar will appear below the transcript:

What VoicePad Learns

• Brand names (iPhone, WhatsApp, Spotify, PostgreSQL)
• Technical terms (Kubernetes, GraphQL, PyInstaller)
• Your name and contacts' names
• Industry-specific jargon
• Foreign words you use often in your language

💎 Free vs Pro

14-day free trial on Android — all Pro features unlocked during trial. After the trial ends, the free tier activates automatically. No credit card needed to start. Upgrade via Google Play → Settings → Upgrade to Pro. One-time purchase. Unlocks everything permanently across all platforms — one license covers Windows, Android, iOS, and macOS. Up to 4 devices active simultaneously.

🔑 License & Device Management

What is a Pro Token?

• A secure key proving your Pro license on any device
• Generated when you activate your license
• Expires every 7 days — auto-renews silently in background
• Never share your Pro Token with anyone
• Lost it? Open VoicePad → Settings → License → Copy Token again

How to Copy Your Pro Token All Platforms

How Many Devices?

• License covers up to 4 devices simultaneously
• Works across Windows, Android, iOS, macOS
• Example: 1 Windows + 1 Android + 1 iPhone + 1 Mac = 4 devices ✅
• Founding members: same 4-device limit, lifetime access
• 5th device attempt → "Device limit reached" error
• Solution: deactivate one at voicepad.tech/account

Managing Devices at voicepad.tech/account

1. Open VoicePad on any active device
2. Go to Settings → License → Copy Pro Token
3. Open voicepad.tech/account in browser
4. Paste Pro Token → click "Load My Devices"
5. See all active devices: platform, country, activated date, last seen
6. Click "Deactivate" on device you want to remove
7. Confirm → slot is now free
8. Activate new device with your email

Deactivate from Inside the App New in v2.1.2

You can now deactivate the current device without opening the website. This is the fastest way to free up a device slot when you want to switch machines.

1. Open VoicePad on the device you want to deactivate
2. Go to Settings → License
3. Click Deactivate This Device
4. Confirm in the dialog — the device immediately reverts to Free tier
5. Activate a new device with your email when ready

What Happens After Deactivation?

• Device reverts to Free tier immediately
• Dictation history is NOT deleted
• Restore Pro anytime: Settings → License → Activate with your email

Offline Grace Period

• Pro cached locally — works fully offline
• If no internet: Pro stays active for 3 extra days after token expires
• After 3 days offline: reverts to Free until it can revalidate
• Brief internet connection refreshes Pro status automatically

Lost Your License Key?

Frequently Asked Questions

Can I use same license on my partner's phone?

Yes, within your 4-device limit.

New phone?

Deactivate old via Settings → License → Deactivate This Device (or at voicepad.tech/account if you no longer have the device) → activate new with your email.

Token stopped working?

Tokens expire every 7 days. Open VoicePad with internet to auto-renew. Or Settings → License → Activate to get a fresh token.

I see a device I don't recognize?

Deactivate it immediately at voicepad.tech/account and email support@voicepad.tech.

🔧 Troubleshooting

VoicePad doesn't hear me All Platforms

• Windows: Settings → Privacy → Microphone → ensure VoicePad is allowed
• Android: Phone Settings → Apps → VoicePad → Permissions → Microphone → Allow
• iOS: iPhone Settings → VoicePad → Microphone → ON
• Test that your microphone works in another app first

Hotkey does nothing Windows

• Check VoicePad is running — look for the icon in the system tray (bottom-right)
• Another app may have claimed the same hotkey — change it in Settings → Hotkeys
• Try clicking the orange orb directly to confirm recording works
• Try running VoicePad as administrator (right-click → Run as administrator)

Wrong language / garbage output All Platforms

Transcription quality is poor All Platforms

• Check Language setting matches what you're speaking
• Use a better microphone — a USB headset dramatically outperforms a built-in laptop mic
• Reduce background noise
• Switch to a larger model (Small is noticeably better than Base)
• Try Indoor/Outdoor mode to match your environment

AI tools don't respond Windows

• Ollama must be installed and running — install from ollama.com
• Download the model: run ollama pull qwen2.5:0.5b in a terminal
• Check Ollama is running: open browser and go to http://localhost:11434 — should show "Ollama is running"
• If stuck: Settings → AI Model → check the Ollama URL shows http://localhost:11434

WiFi Sync not connecting

• Both devices must be on the exact same WiFi network — not guest vs. main, not 2.4GHz vs. 5GHz
• Open VoicePad Android first, wait 10 seconds, then check Windows
• Create a Windows Firewall inbound rule allowing VoicePad on port 7777
• Restart both apps

VoicePad Orb not appearing Windows

• Enable in Settings → Dictation → VoicePad Orb (toggle must be ON)
• The orb may be off-screen — restart VoicePad to reset its position

VoicePad Orb not working Android

• Check the "Display over other apps" permission is granted: Phone Settings → Apps → VoicePad → Special permissions → Display over other apps → ON
• Some phone manufacturers (Xiaomi, Huawei) have additional restrictions — check battery optimization settings

iOS-specific issues iOS

Recording stops when screen locks

On iOS, background audio requires the app to use AVAudioSession with the correct category. In the current version, recording stops if the screen locks. Workaround: keep screen on while recording (Settings → Display & Brightness → Auto-Lock → Never while in VoicePad).

History not saving after recording

If dictations disappear after closing the app: this was a known bug in early builds. It has been fixed in recent updates — make sure you have the latest version from the App Store.

Microphone permission denied

• Go to iPhone Settings → Privacy & Security → Microphone → VoicePad → toggle ON
• If VoicePad does not appear in the list: delete and reinstall from the App Store

App crashes on launch

If VoicePad crashes on the first launch after install: force-close the app and reopen it. The Whisper model loads on first launch which can take 5–10 seconds.

App closes to tray instead of quitting Windows

This is intentional — keeps the global hotkey (Ctrl+Space) active while VoicePad is minimized. To fully exit: right-click the VoicePad icon in the system tray → Exit.

WiFi Import shows 0 entries All Platforms

• Check that the source device actually has history entries to send
• On Android: pull-to-refresh the history sidebar after sync completes
• Verify both devices completed the sync — the progress indicator should reach 100%
• If entries exist but don't appear: restart the receiving app and check again

Font not applying Windows

• Go to Settings → Font → select a different font, then re-select your desired font
• The font change takes effect immediately in the transcript area
• If the font still doesn't apply: restart VoicePad
• Some fonts may not render correctly if not installed on your system — stick to the 8 built-in options

iOS app stops recording when screen locks iOS

• This is a current limitation in the iOS version
• Workaround: go to iPhone Settings → Display & Brightness → Auto-Lock → set to "Never" while using VoicePad
• Keep the screen on during dictation sessions
• A fix for background audio is planned for a future update

🔒 Privacy & Security

How VoicePad Processes Your Voice

🎤 Your voice
    ↓
💻 Your Device (Whisper AI — runs locally)
    ↓
📝 Text
    ↓
☁️ Cloud: NOTHING — zero bytes transmitted

What VoicePad Stores Locally

What VoicePad Never Stores

Your Rights

• Access your data: Settings → Sessions → Open Data Folder
• Export your data: Settings → Export History
• Delete your data: Delete files in the data folder, or use Settings → Clear History
• No account needed: Use VoicePad completely anonymously

License & Activation

For Pro license activation, see Settings → License inside VoicePad. Pricing and purchase options depend on the platform you're using: iOS users via the App Store, Android users via Google Play, Windows and macOS users via voicepad.tech.