Video Accessibility at Scale

Most teams producing video know captions are important. The business case is not in question. What is in question is whether your team actually does it on every video, every time.

We have produced over 70,000 videos for enterprise teams. The pattern is consistent: accessibility gets treated as a nice-to-have until it becomes a compliance problem. Teams add captions to the videos they remember to add captions to. The rest ship without them.

That is not a knowledge gap. It is a workflow gap. And it is fixable.

What are the legal requirements for video accessibility?

The requirements depend on where you operate and who your audience is, but the direction is clear: accessible video is becoming mandatory, not optional.

WCAG 2.1 Level AA

The Web Content Accessibility Guidelines require captions on all prerecorded audio and video content. Level AA is the standard most organizations target, and it is the level referenced by most accessibility legislation worldwide. If your videos live on your website, intranet, or LMS, WCAG applies.

Specifically, WCAG Success Criterion 1.2.2 requires synchronized captions for all prerecorded audio content in synchronized media. That means every video with spoken audio needs captions that match the timing of the speech.

ADA and Section 508 (United States)

The Americans with Disabilities Act applies to places of public accommodation, which courts have increasingly interpreted to include websites. Section 508 of the Rehabilitation Act requires federal agencies and their contractors to make electronic content accessible, including video. If you do business with the US government or operate in the US, captioned video is a legal requirement.

European Accessibility Act

Taking effect in June 2025, the European Accessibility Act requires products and services sold in the EU to meet accessibility standards. Video content on websites and apps falls within scope. Organizations operating in or selling to EU markets need to ensure their video content is captioned.

EN 301 549 (EU and UK)

This standard harmonizes accessibility requirements for ICT products and services across Europe. It references WCAG 2.1 Level AA and applies to public sector websites and apps. Private sector organizations are increasingly expected to meet the same standard.

Accessibility lawsuits are increasing

In the US alone, digital accessibility lawsuits have been rising year over year. Video content is increasingly in scope. The risk is not theoretical. Companies have faced lawsuits specifically for failing to provide captions on video content published on their websites.

The legal landscape varies by jurisdiction, but the trend is universal: accessible video is becoming a baseline expectation, not a differentiator.

What does the data say about silent video viewing?

The compliance case is strong on its own. But the engagement case is just as compelling.

Around 80% of video on social media platforms is watched without sound. On LinkedIn, Facebook, Instagram, and Twitter, videos autoplay muted by default. Your audience sees your video before they hear it. If there are no captions, most viewers scroll past without ever turning the sound on.

This is not a niche behavior. It is the default viewing experience for most people in most contexts:

• Commuters watching on public transport
• Employees watching at their desk without headphones
• People browsing social media in shared spaces
• Viewers in noisy environments where audio is not practical

Studies consistently show that captioned videos see 12-15% higher watch time compared to uncaptioned versions. For B2B content on LinkedIn, where the goal is usually to stop someone mid-scroll and get them to engage, captions are not a nicety. They are the primary communication channel for most viewers.

For teams building a LinkedIn video strategy, this is worth internalizing: your video is a silent video first. Audio is the bonus, not the baseline.

Why do enterprise teams still ship uncaptioned video?

It is rarely a matter of not knowing captions matter. The problem is almost always process friction.

In a typical enterprise video workflow, adding captions means:

1. Finishing the edit and getting approval
2. Submitting a separate caption request
3. Waiting for turnaround
4. Reviewing the caption file
5. Re-uploading the captioned version

Five steps after the video is already "done." When your team is shipping 20-30 videos a month, those five steps add up. And when a deadline is tight, captions are the step most likely to get skipped. Not because anyone decided accessibility does not matter, but because the friction was too high at the moment of publishing.

The fix is not better intentions. It is a better workflow. When captioning is built into the production platform rather than bolted on as a separate process, it actually happens consistently. Every video, every time.

We wrote a detailed guide on captioning business videos at scale that covers the operational side: quality control, timing, open vs. closed captions, and what actually works for teams producing at volume.

What does accessible video look like beyond captions?

Captions are the most visible accessibility requirement, but they are not the only one. A fully accessible video program includes several other elements.

Audio descriptions

For videos where important visual information is not described in the dialogue or narration, audio descriptions provide a spoken version of what is happening on screen. This is most relevant for training videos, product demos, and content where visual elements carry meaning that is not conveyed through speech.

Transcripts

A full text transcript of the video, including descriptions of non-speech audio (music, sound effects) and visual elements. Transcripts serve deaf and hard-of-hearing viewers, but they also benefit anyone who prefers reading to watching, and they are excellent for SEO since search engines can index the full text content.

Keyboard navigation

Video players on your website should be fully navigable by keyboard. Play, pause, volume, fullscreen, and caption toggle controls should all be accessible without a mouse.

Color contrast

If your video includes text overlays, lower thirds, or on-screen graphics, ensure they meet WCAG color contrast ratios (4.5:1 for normal text, 3:1 for large text). White text on a busy video background is often unreadable. A semi-transparent background behind text overlays fixes this.

Avoiding seizure triggers

WCAG requires that video content does not contain anything that flashes more than three times per second. This is especially relevant for animated content and motion graphics.

How do you build accessibility into your video workflow?

The teams that get this right treat accessibility as a production step, not a post-production afterthought.

Include captions in the brief. When your video brief specifies captions as a deliverable, they ship with the first delivery instead of being requested after the fact.

Generate captions during editing, not after approval. When captions are part of the editing workflow, the editor can check timing and readability as they work. Adding them after the video is "complete" creates an extra cycle.

Review captions for accuracy, not just existence. Auto-generated captions are a starting point, not a finished product. Brand names, technical terms, and proper nouns almost always need manual correction. Build caption review into your quality check, right alongside checking the edit itself.

Use a platform that makes it easy. If adding captions requires exporting to a third-party tool, generating an SRT file, and re-importing, people will skip it when deadlines are tight. When captioning is built into your platform, it takes minutes instead of being a separate project.

Set a policy, not a preference. "We caption all videos" is a policy. "We try to caption videos when we have time" is a preference. Policies get followed. Preferences get abandoned when things get busy.

What about internal video?

Accessibility requirements do not stop at your marketing team. Internal video - onboarding content, leadership updates, compliance training, team announcements - needs captions too.

Your employees include people who are deaf or hard of hearing, people who work in noisy environments, people who are not native English speakers, and people who simply process written information better than spoken information. Captions make your internal communications work for all of them.

For compliance training specifically, captions are often a regulatory requirement. If you need to demonstrate that employees completed training and understood the content, captions ensure the content was actually accessible to everyone who was required to watch it.

How do you measure video accessibility?

Track these metrics to understand where your program stands.

Caption coverage rate. What percentage of your published videos have captions? If it is below 100%, you have a gap. Track this monthly and treat anything below 100% as a process issue to fix, not a target to aim for.

Caption accuracy. Spot-check a sample of your captioned videos each quarter. Are brand terms spelled correctly? Is timing synced with speech? Are speaker changes identified? Auto-generated captions need review, and this metric tells you whether reviews are actually happening.

Time to caption. How long does it take from finished edit to captioned video? If this number is measured in days, your process has friction that will lead to uncaptioned videos when deadlines are tight. The target should be minutes.

Compliance audit readiness. If someone audited your video content today, would every published video meet WCAG 2.1 Level AA? Run this thought experiment quarterly. It is cheaper than discovering gaps during an actual audit.

Frequently asked questions

Are captions required for all videos or just public-facing ones?

WCAG applies to web content, which includes both public websites and private intranets and LMS platforms. If your employees access video through a web browser, accessibility standards apply. Internal video should be captioned for the same reasons external video is: not everyone in your organization can hear, and many people watch without sound.

Do auto-generated captions meet accessibility requirements?

Only if they are accurate. WCAG requires captions to be "equivalent" to the audio content. Auto-generated captions with errors in brand names, technical terms, or speaker identification do not meet this standard. Auto-generation is a useful starting point, but human review is necessary before publishing.

Is there a difference between captions and subtitles?

Captions are designed for viewers who cannot hear the audio. They include non-speech sounds (music, sound effects, speaker identification) in addition to dialogue. Subtitles assume the viewer can hear the audio but needs a text translation. For accessibility compliance, you need captions, not just subtitles.

What if we produce video in multiple languages?

Each language version needs its own captions. If you produce an English video and a Spanish dub, both need captions in their respective languages. For teams producing video across regions, this is another reason to build captioning into the production workflow rather than treating it as an add-on. See our guide on captioning at scale for multilingual approaches.

How do I make my video player accessible?

Ensure the player supports keyboard navigation, provides visible focus indicators, has properly labeled controls (play, pause, volume, captions toggle), and supports screen readers. Most modern video players (including YouTube and Vimeo embeds) handle this by default, but custom players need testing.

What is the cost of not making video accessible?

Beyond legal risk (which is real and growing), inaccessible video excludes roughly 15% of the global population who live with some form of disability. It also misses the 80% of social viewers who watch without sound. The cost is measurable in both legal exposure and lost engagement.