How to Integrate Affinity CRM with Fireflies

Affinity is a robust relationship intelligence CRM that helps teams manage their professional networks and deal flow.

Automatically sync meeting notes, reminders, and tasks from Fireflies into Affinity so your relationships and deal flow stay updated — without manual data entry.

🔍 What Does the Integration Do?

Once connected, Fireflies can:

• Log meeting notes directly under the right People in Affinity

• Create Reminders in Affinity from meeting action items

• Push tasks — with the option to only send tasks assigned to you

• Test the connection by sending a sample note to Affinity

• Use Integration Rules to control which meetings get synced

• Allow Workspace Admins to enforce team-wide configs

🔑 Prerequisites

• You must have an active Fireflies account.

• You need an active Affinity CRM account.

🔗 Connect Affinity to Fireflies

Follow these steps to establish the connection:

Step 1: Go to Settings in Affinity

• In Affinity, navigate to Settings to access your account configuration.

Step 2: Generate the API Key

• Select API and click Generate API to create a new key for the integration.

Step 3: Copy the API Key

• Copy the newly generated API key from this page; you’ll need it for the next step in Fireflies.

Step 4: Access the Fireflies Integration Page

• On your Fireflies dashboard, head over to Integrations and search for "Affinity."

Step 5: Paste and Authorize the Connection

• Click Connect, paste the API key you copied from Affinity, and finally click Authorize to complete the connection.

⚙ Set Up Your Integration

Once connected, you'll be guided through a configuration wizard. Here’s a breakdown of each option:

Step 1: Participant Matching

Switch it to the ON position so that Fireflies automatically matches meeting participants to People in Affinity so notes land in the right place.

Step 2: Reminder Creation

Toggle Create Reminders from Action Items to ON to have Fireflies auto-create Affinity reminders whenever an action item is detected in the transcript.

Example: If someone says, “Follow up with Sarah on the proposal,” Fireflies creates a reminder in Affinity.

Step 3: Task Settings

Choose your task preference by toggling one of the following options:

• Create Tasks from Action Items: Pushes all action items detected during the meeting into Affinity as tasks.

• Only filter and create tasks assigned to me: Keeps your personal task list clean by sending only tasks specifically assigned to you, not every action item.

Step 4: Test the Connection

Create Sample Note (Optional Test): Click Create sample note in Affinity to confirm the setup. A test note will appear in Affinity under your contact.

Step 5: Save & Finish

Click Save to complete your setup.

🧩 Additional Options: Integration Rules

By default, Fireflies sends data from every meeting to Redtail. While this ensures no meeting goes unnoticed, it can clutter your base. Integration Rules let you filter which meetings send data, so only the important ones make it into your Redtail base.

Learn more about our different pricing plans and how to get started.

🗂 All Meetings

Capture tasks from every meeting — client calls, team syncs, check-ins — with no filters applied.

📝 Meeting Title

Only create tasks if the meeting title matches rules you set (Contains, Starts with, Equals, Doesn’t Contain). Example: Only generate tasks for Client Review or Interview meetings.

Add multiple keywords separated by commas (e.g., Interview, Client Review, Demo).

👤 Meeting Host

Filter tasks by the meeting’s host.

• Equals → Only tasks from meetings hosted by john@example.com.

• Not Equal → Tasks from all meetings except those hosted by John.

👥 Meeting Participants

Filter tasks based on who attended.

• Contains → Only meetings with sara@example.com.

• Doesn’t Contain → Exclude meetings with alex@example.com.

🎦 Meeting Type

Filter by meeting type.

Example: Equals External → Only external calls will be stored in your Redtail base.

🔀 Apply Multiple Filters

Combine filters for precision.

• Example: Title contains Interview AND host is john@example.com.

• Rules use AND (all conditions must match) or OR (any condition matches).

💾 Save Your Configuration

After setting up the Default Configuration side panel, select Save.

You will see a pop-up confirming that the configuration was successfully added. You’re now all set!

👥 Step 4: Team Options (Admins Only)

Workspace admins can control how the Affinity CRM integration applies across the team.

Step 1: Access Admin Configuration

• Click the 3 dots (options menu) on the Redtail integration page.

Step 2: Choose Scope Option

Select between the two available options:

• If you choose Apply to entire workspace:

Result: This will automatically push meeting notes and tasks from all admin-accessible meetings into Redtail.

Ideal for: Ensuring consistent documentation across the firm.

• If you choose Restrict non-admin workspace member usage:

Result: This will prevent teammates from creating their own Redtail configurations. Ideal for: Keeping CRM data centralized and avoiding conflicting setups.

Step 3: Confirm Your Setup

Select Save.

🛠 Manage Configuration

Over time, you may need to adjust your Affinity CRM integration — maybe to keep configuration names clear, update a list, or remove ones you no longer use. Fireflies gives you a few simple options:

• ✏ Edit Configuration Name → Give each Affinity CRM configuration a clear, descriptive name so it’s easy to recognize (beneficial if you’ve connected multiple lists). Just click the configuration name (e.g., Default Configuration), type the new name (e.g., Client Meetings), and click outside the field to save.

Clear names are especially helpful when you’re managing multiple configurations.

• ⚙ Edit Configuration Settings → Need to adjust where your meeting data goes or how it's organized? Click the vertical ellipsis (⋮) next to a configuration, select Edit, update the list, or modify other settings (e.g., which meetings these rules apply to), then click Update to save.

• 🗑 Delete Configuration → If a configuration is no longer helpful, you can safely delete it. Click the vertical ellipsis (⋮) next to the configuration, select Delete, and confirm.

Deleting a configuration means Fireflies will no longer send meeting data to that Affinity CRM. Make sure it’s no longer needed before you remove it.

• 🔘 Enable or Disable a Configuration → Use the toggle switch next to a configuration to control it quickly. Toggle ON to deliver meeting data to the linked list; toggle OFF to pause without deleting.

This is handy if you’ve connected multiple lists and only want one active at a time. Fireflies remembers your settings when you turn configurations back on.

📤 How Data Appears in Affinity CRM

Once the integration is active, here’s where you’ll find Fireflies data inside Affinity:

• Meeting Notes
  Go to All People → select a contact.
  You’ll see Fireflies meeting notes under the Notes section, automatically organized in chronological order after each meeting.

  
  

• Reminders
  If you enabled reminder creation, you’ll find them under the Reminders section in Affinity.

• Tasks
  Tasks created by Fireflies from action items will appear alongside other tasks in Affinity, with due dates determined by the meeting context.

  

This way, every meeting you or your team has is captured inside Affinity — with searchable notes, follow-ups, and reminders directly tied to your contacts.

⏪ Push Past Meetings to Affinity CRM

Sometimes, the meetings you want in Affinity CRM happened before you connected the integration. Whether you enabled the integration later or want to add older meeting notes to Affinity CRM, Push Past Meetings lets you choose a date range and meeting type, then send those meetings in just a few clicks.

Follow the steps below to push past meetings to Affinity CRM.

1. From the Affinity CRM integration page, click Push past meetings.

   

2. A dialog box will appear. Choose the following:

• Date range → Select the meetings you want to send by choosing Last 7, 14, 30, 60, or 90 days, or specify a custom date range.

  

• Meetings to push → Choose whether to push Meetings I attended, Meetings I organized or joined, or All my meetings.

  

3. Click Push. Fireflies will send the matching meeting notes to Affinity CRM using your existing configuration settings.

   

✅ Manually Send Meeting Notes to Affinity CRM

Prefer sending only certain meetings to Affinity CRM? Fireflies also allows you to manually send meeting notes directly from the Notepad.

This is helpful when you want to review or edit notes first and then send only the relevant conversations to specific contacts, companies, or records in Affinity CRM - without relying on automation rules or integration configurations.

👉 Learn how: Manually send Fireflies meeting notes to Affinity CRM.

❌ Disconnect Integration

If you no longer need Fireflies connected to Affinity CRM — for example, when cleaning up old integrations or moving to a new database — you can disconnect it with a single click.

Click the Disconnect button to remove the Affinity CRM integration. This action immediately ends the connection, and Fireflies will no longer send meeting data to Redtail.

🛠 Troubleshooting

If your notes or tasks aren't syncing correctly to Affinity, here are a few things you can check:

1. Notes are not being logged under the correct contact

Confirm that the email address of the meeting participant in Fireflies exactly matches the primary email address of the contact in Affinity. If the emails don't match, Fireflies may not be able to link the data.

2. No notes or tasks are syncing at all:

• Double-check your Integration Rules in the Additional Options section. Make sure the meeting you are testing doesn't violate any of the set filters. For example, if you filtered by Host email, ensure that you were the host for the test meeting.

• Verify that the switch next to the configuration under Manage Configuration is set to ON (Enabled).

❓ Frequently Asked Questions (FAQ)

Q1. Does this integration cost extra?

The Affinity integration is available for users on a Business Plan or higher. Basic functionality (like note creation) may be available on lower tiers, but advanced features like Integration Rules require a higher plan.

Q2. What happens if a contact is not found in Affinity?

If the contact isn't found, Fireflies will automatically create a new contact record, provided you've enabled the Create New Contacts from Meeting Participants option in your configuration settings.

Q3. Can I sync tasks only for specific meeting types (e.g., only client reviews)?

Yes! Use the Integration Rules under Additional Options. You can filter by meeting title (e.g., Title Contains Client Review) or by meeting type (e.g., Meeting Type Equals External).

🔄 Recap

With the Fireflies + Affinity integration, you're creating an actionable, always-up-to-date CRM. By automating documentation, Fireflies delivers significant benefits:

• Saves Countless Hours: Eliminates manual data entry for your team.

• Ensures Compliance: Automatically logs every client conversation.

• Keeps Records Current: Your client records are always up to date.

• Empowers Service: Allows your team to focus on client relationships.

📒 Related Guides

📌 Learn about the Fireflies Auto-join and Email Recap settings → Fine-tune your personal preferences to control which meetings Fireflies joins and what recaps you receive.

📌 Manually Send Fireflies Tasks to Project Management Tools → Choose exactly which tasks to push and where, giving you full control over your project boards.