What happens after I upload a scan?

The short version

Once your upload is complete, Oculo processes your scan automatically. You don’t need to do anything. Here’s the timeline from upload to live scan:

What happens	When
Upload completes - scan enters Processing	Immediately
360° video playback becomes available on the Upload new scan page	~3 hours after upload
Full scan published and live on the platform	~8 hours on average (range: 4-24 hours)
Email notification sent to users with notifications enabled	When scan is published

Scan length affects processing time

A short scan (15-20 minutes of walking) will typically be published in 4-6 hours.

A long scan (45+ minutes, large site) may take up to 24 hours.

This is normal - processing time scales with the amount of data Oculo has to stitch and map.

How to check your scan’s status

You can track the status of any scan in the table on the Upload new scan page. Here’s how to get there:

Go to your site
Click the Settings cog at the bottom left of the screen
Click Upload → Upload new scan
Find your scan in the Uploaded scan list
1. Scans are listed with their description, scan date and upload date. Look for the scan you just uploaded.
Check the Status columm

What the statuses mean

Status	What it means	What to do
Processing	Your scan has been received and Oculo is processing it. This is normal - nothing is wrong.	Wait. Check back after a few hours.
Published	Your scan is live. You and your team can view it on the platform right now.	Nothing - your scan is ready. Open it from the site dashboard.
Cancelled	Something prevented the scan from being processed successfully.	See the Cancelled section below.

How you’ll know when it’s ready

You don’t need to keep checking the Upload new scan page. Oculo will notify you automatically.

Email notification

When your scan is published, Oculo sends an email notification to all users on that site who have notifications enabled. If you’re not receiving these emails, check Site configuration → Email notification page to confirm your notifications are turned on for this site.

Video playback: an early preview

Before your full scan is published, you can watch a video preview of your scan from the Upload new scan page, or the Scan list. This becomes available approximately 3 hours after upload - before the full scan is ready.

To watch the playback:

Open the Upload new scan page (Settings cog → Upload → Upload new scan), or Scan list page (Scans → Scan list)
Find your scan and look for the video icon in the Playback column
If the icon is greyed out, playback isn’t ready yet - check back in a couple of hours
Click the icon to open the 360° video player
You can play, pause, pan around the scene, and scrub through the timeline

What the playback video is for

The video playback is a raw preview of your walk - it’s not the finished scan. Use it to check you captured the areas you intended, that lighting was adequate, and that you walked at a steady pace.

If you spot a significant problem (e.g. you recorded in the wrong area), contact help@oculo.ai early rather than waiting for the full scan to publish.

If something looks wrong

My scan hasn’t appeared after 24 hours

Processing normally completes within 24 hours even for the longest scans. If your scan is still showing as Processing after 24 hours:

Go to the Upload new scan page and confirm the scan is still showing as Processing (not Cancelled)
If it’s still Processing, email help@oculo.ai with the following information:

- The scan date and the site it belongs to
- The scan description or upload time if there is more than one scan on that date

My scan shows as Cancelled

A Cancelled status means Oculo was unable to process the scan. Here’s what to do:

Go to the Upload new scan page and find the Cancelled scan
Check the Cancelled reason field - this will show the specific reason Oculo was unable to process it
Watch the video playback if it’s available - this can help you see whether the recording itself was the issue (e.g. not on site, black video, or very short duration)
If this isn't the video you wanted to upload, check on your camera that there aren't any scans that have not yet been uploaded
If the reason isn’t clear or you’re unsure what to do next, email help@oculo.ai with the scan description, site name, and what you see in the Cancelled reason field

You may need to rescan

Depending on the cancellation reason, you may need to scan the site again. Before you do, ensure you address the problem that caused the scan to be cancelled.

If you’re not sure what caused the cancellation, wait for guidance from help@oculo.ai before rescanning.

Common questions

Question	Answer
The playback video is greyed out - is something wrong?	No. Playback takes approximately 2-3 hours to become available after upload. If it’s been less than 3 hours, check back shortly. Older scans (before Sep-2025 will not have video previews available)
My colleague uploaded the scan - can I still check its status?	Yes. Any user with access to the site can view the Upload new scan page and check the status of all scans for that site.
Can I delete a scan while it’s Processing?	Contact help@oculo.ai if you need to remove a scan that is currently being processed.
Will the scan appear in the correct location on the floor plan automatically?	Yes - Oculo maps the scan to your floor plan using the start and end locations you selected during recording. If the location looks wrong once published, contact help@oculo.ai.
I didn’t get an email when my scan was published - is it ready?	Check the Upload new scan page directly. Email notifications are only sent to users with notifications enabled. If you expected to receive one, check your notification settings.