Support Center

Frequently Asked Questions

Getting Started & Basic Usage ›

How do I create an entry with a specific time? ▼

Simply say the time at the beginning of your recording. For example: "At 1430, signal HY17 cleared" or "At quarter past three, commenced protection". The app automatically detects and sets the time.

What railway signals and terminology does the app understand? ▼

DigiDiary recognizes signals like HY17, HY23, kilometre points (34.313), and railway-specific terms. It automatically formats "H Y 17" as "HY17" and converts "thirty four point three one three" to "34.313".

How do I switch between Apple Dictation and OpenAI? ▼

Go to Settings → Dictation Provider. Select "Apple Dictation" for free 60-second recordings or any OpenAI option for longer recordings. You'll need an OpenAI API key for the paid options.

What's the recording time limit? ▼

Apple Dictation: 60 seconds per recording (free)
OpenAI Whisper: Up to 25 minutes per recording (paid)
For longer entries with Apple, just record multiple times.

Diary & Entry Management ›

How do I create a new diary? ▼

Tap "Diaries" in the navigation bar, then tap the + button. Enter a title (e.g., "January 2025" or "Central Station Works") and tap Create. Each diary keeps entries organized by project or time period.

Can I have multiple diaries open at once? ▼

Yes! You can have multiple diaries and switch between them. Only one diary can be "active" for new recordings, but you can view and export any diary at any time.

How do I delete a diary? ▼

In the Diaries list, swipe left on any diary and tap Delete. Warning: This permanently deletes the diary and all its entries. If iCloud sync is enabled, it will be deleted from all devices.

Can I edit entries after recording? ▼

Yes! Tap any entry to view it, then tap the edit icon. You can modify the text, change the time, or delete the entry. All changes save automatically and sync to iCloud if enabled.

How do I search for specific entries? ▼

Use the search bar at the top of the diary view. You can search for keywords, signal numbers, times, or any text within your entries. Search works across all entries in the current diary.

Can I add photos to entries? ▼

Currently, DigiDiary focuses on voice and text entries. Photo attachments may be added in a future update. For now, you can reference photo filenames in your entries.

iCloud & Sync ›

How does iCloud sync work? ▼

When enabled in Settings, your diaries sync automatically across all devices using the same Apple ID. Sync happens every 30 minutes or when you tap "Sync Now". All data is encrypted and private.

What happens if I edit the same entry on two devices? ▼

The most recent edit wins. If you edit an entry on your iPhone at 2:00 PM and on your iPad at 2:15 PM, the iPad version will be kept when devices sync.

Can I use the app offline? ▼

Yes, but with limitations. You can create and view entries offline, but voice transcription requires internet. Offline entries will sync when you reconnect. Apple Dictation and OpenAI both need internet to work.

Reports & Export ›

How do I generate a PDF report? ▼

Tap the document icon in your diary, then select "Generate PDF". Choose your date range and tap Generate. The report includes all entries within that range, formatted professionally with timestamps and descriptions.

What's included in the standard PDF export? ▼

The standard PDF includes your name (if set), diary title, date range, and a table with Date, Time, and Description columns for each entry. It's perfect for general documentation.

Can I export entries for a specific date range? ▼

Yes! When generating PDFs, you can select start and end dates. Only entries within that range will be included in the export.

Technical & Privacy ›

Where is my data stored? ▼

All data is stored locally on your device in an encrypted database. If iCloud sync is enabled, data is also stored in your personal iCloud account. We have no servers and cannot access your data.

Is my OpenAI API key secure? ▼

Yes. Your API key is stored in iOS Keychain, which is encrypted and secure. The key never leaves your device except when making transcription requests directly to OpenAI.

What happens to my audio recordings? ▼

Audio files are temporarily stored during transcription, then automatically deleted. If auto-cleanup is enabled in Settings, any remaining audio files older than 30 days are removed.

Can I backup my diaries outside of iCloud? ▼

Yes! Export your diaries as PDFs and save them to Files, email them, or store them wherever you prefer. Regular PDF exports serve as excellent backups.

Advanced Features ›

How do I customize vocabulary for my railway network? ▼

Go to Settings → Speech Recognition Settings → Vocabulary Preset. Choose Sydney Trains, ARTC, or Custom. For custom vocabulary, enter station names, signal types, and technical terms separated by commas.

Why does the app ask me to accept terms on first launch? ▼

This ensures you understand our privacy practices and terms of service. Your acceptance is stored locally with a timestamp. You can view when you accepted terms in Settings → Privacy & Legal.

What's the difference between the OpenAI transcription models? ▼

Whisper 3: Fast and accurate for most use cases
GPT-4o Transcribe: Most accurate, best for heavy accents or poor audio
GPT-4o Mini: Good balance of speed and accuracy
All cost roughly the same (~$1 per 500 entries).

Can I use DigiDiary on my iPad? ▼

Yes! DigiDiary is optimized for both iPhone and iPad. On iPad, you'll see a split-screen view with diaries on the left and entries on the right. All features work identically on both devices.