Managing Web Linking channels as an agency or school Service Coordinator

Web Linking channels are the unique reader links used to view a TypeWell transcript in a browser. While only transcribers (or TypeWell staff) can create new channel IDs, coordinators and administrators often need to track, assign, and safeguard these links across multiple readers, classes, or campuses.

Key facts about TypeWell Web Linking channels

• A channel is just a unique URL (ending in an 8-letter channel ID) that lets a reader view the transcript in a Web browser. Some organizations refer to this as the reader link.
• The Web Reader platform does not require a login. Anyone with the reader link can view the transcript.
• Channel IDs are designed to be hard to guess, but they are not password-protected. If a job is highly sensitive, use a brand new channel rather than reusing an older one.
• A teaming name is used whenever another transcriber needs to add an existing Web Linking channel to their TypeWell software.
• Administrators cannot generate channels directly unless they have access to the Premium Transcriber or Connect software. They must either:
  • Ask a transcriber to create a new channel from within their software, or
  • Request a bulk set of channels from TypeWell, which will include teaming names that can later be imported by transcribers.

A teaming name is used whenever another transcriber needs to add an existing Web Linking channel to their TypeWell software. Despite the name, this is not limited to situations where two transcribers are actively teaming on the same assignment. For example, a substitute or replacement transcriber may need the teaming name so they can use the student's existing Web Linking channel.

The teaming name consists of the regular 8-letter channel ID, followed by an underscore and 6 additional letters (for example, xxxxxxxx_yyyyyy). The reader URL contains only the 8-letter channel ID, so sending the reader URL or channel ID alone is not enough for another transcriber to add that channel to their software.

Tracking and assigning channels

Because channels are lightweight and easy to share, it’s best practice to keep a central record. Many coordinators use a custom field within their scheduling platform, or they keep a simple spreadsheet to track:

• Channel ID / URL
• Teaming Name (needed by substitute, replacement, or teaming transcribers to add the existing channel to their software)
• Reader or class assignment (who will use this link to view the transcript text in real time)
• Which transcribers have access to that channel ID and teaming name
• Date created / last used

This helps prevent confusion and ensures that the right people are using the right links.

Recommended practices

• One channel per reader (on their own device):
  • Allows the reader to bookmark and reuse their personal transcript page.
  • Keeps assignments clean — only that reader expects to use the link.
• One channel per shared reader device (e.g. loaner laptop or tablet):
  • Useful when the device is passed among multiple students on different days.
• Un-link when not in use:
  • Transcribers should disable a channel when they are not actively working for that reader, to prevent overlap or confidentiality issues.
• For sensitive assignments:
  • Issue a never-before-used channel and retire it afterward.

Confidentiality reminders

• Leaving the wrong channel enabled could expose transcripts to the wrong client.
• Make sure coordinators and transcribers communicate clearly about which channel is intended for each job.
• Remove channels when temporary access is no longer needed:
  • If a teaming name is shared with a substitute, temporary, or departing transcriber, ask that transcriber to delete the channel from their Web Linking settings when the assignment ends.
  • Once a channel has been added to another transcriber's computer, there is no way for the original transcriber or coordinator to remotely revoke that access.

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📌 See also:

• Managing Web Linking channels (transcriber guide)
• How to use Web Linking
• How to team with Web Linking