How to Integrate Fireflies with Redtail

Automatically log Fireflies meeting notes, action items, and tasks into Redtail CRM — so client records are always up-to-date and compliant without manual entry.

Perfect for wealth management teams, this integration ensures every client conversation is documented, tasks are assigned, and nothing slips through the cracks.

🔍 What Does the Integration Do?

Once connected, Fireflies can:

• Push meeting transcripts, summaries, and notes directly into Redtail CRM

• Log meeting notes under the right contact automatically

• Create new Redtail contacts when participants don’t already exist

• Turn meeting action items into tasks in Redtail

• Filter and sync only tasks assigned to you

• Apply integration rules to control which meetings flow into Redtail

🔑 Prerequisites

To set up this integration, you'll need:

• An active Fireflies account.

• A Redtail account with your login credentials.

• Administrator privileges on your Redtail account (or appropriate access rights).

🔗 Connect Redtail to Fireflies

Let's get your accounts connected!

Step 1: Go to Integrations

From your Fireflies dashboard, navigate to the Integrations tab.

Step 2: Find Redtail

Search for Redtail and click on the application tile.

Step 3: Authorize Access

Click the Connect button, then enter your Redtail username and password to authorize Fireflies to access your CRM data.

⚙ Set Up Your Configuration

After connecting, you’ll see the configuration options. You can customize exactly what Fireflies sends to Redtail in three simple steps.

Step 1: Set Up Contact Management

Define how Fireflies handles contact and note creation in Redtail.

• Toggle ON Create New Contacts from Meeting Participants to automatically create contacts in Redtail if they don’t already exist.

• Toggle ON Send Notes to Contacts to push meeting notes into existing Redtail contacts.

Step 2: Configure Task Creation

Determine if Fireflies should convert action items into Redtail tasks and how they are filtered.

• Create Tasks from Action Items is enabled by default. (Tasks are created as 15-minute follow-ups, scheduled 7 days after the meeting.)

• Toggle ON Only filter and create tasks assigned to me if you only want tasks assigned to you to be created in Redtail. Toggle OFF to sync all meeting tasks.

Step 3: Test the Connection and Save

Send a sample note to Redtail and save your configuration.

• Use the Sample Note Generation toggle to test your setup by creating a sample note in Redtail, confirming everything is working.

🧩 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.

🗂 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!

👥 Admin Setup for Teams (Workspace Admins Only)

Workspace admins can control how the Redtail 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 Redtail 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 Redtail configuration a clear, descriptive name so it’s easy to recognize (especially helpful 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 any other settings (e.g., which meetings these rules apply), and click Update to save.

• 🗑 Delete Configuration → If a configuration is no longer useful, 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 Redtail. 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 Redtail

From now on, Fireflies will automatically sync notes into Redtail:

• Meeting Notes → logged under the correct contact in Redtail

  

• Details included: meeting title, date, participants, Fireflies meeting link, and AI-powered bullet points/keywords

  

  Everything is logged automatically so advisors can focus on client work, not data entry.

❌ Disconnect Integration

If you no longer need Fireflies connected to Redtail — 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 Redtail 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 Redtail, 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 Redtail. If the email doesn'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 Toggle next to the configuration under Manage Configuration is set to ON (Enabled).

3. New contacts aren't being created.

Go to Set Up Your Configuration, and confirm that the toggle for Create New Contacts from Meeting Participants is set to ON. Remember that this only works if the contact doesn't already exist.

❓ Frequently Asked Questions (FAQ)

Q1. Does this integration cost extra?

The Redtail 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 Redtail?

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 this Fireflies + Redtail integration, you’re creating an actionable, compliant, and up-to-date CRM. By automating documentation, Fireflies keeps your client records up to date and saves your team countless hours of manual data entry, empowering them to deliver the best client service.

📒 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.