Autofill CRM for HubSpot: Automatically Extract and Sync Meeting Data to Contacts and Companies

Autofill CRM for HubSpot automatically extracts important information from your meeting transcripts and prepares it for your HubSpot Contact and Company records, helping reduce manual CRM updates after every meeting.

After each meeting, Fireflies analyzes the transcript, pulls out the relevant details, and presents them for your review. You check the extracted values, make any edits, and push them to HubSpot in a few clicks. Nothing is sent automatically - you stay in control at every step.

🔍 What Can Autofill CRM Do?

With Autofill CRM, you can:

• Automatically extract CRM-ready information from meeting transcripts.

• Populate HubSpot Contact and Company fields with meeting data.

• Add custom HubSpot properties and define what information should be extracted.

• Choose whether new data should append to or overwrite existing field values.

• Configure rules to control which meetings Autofill CRM runs on.

• Review and edit extracted information before sending it to HubSpot.

• Run Autofill CRM on demand for past meetings directly from the Notepad.

🔑 Prerequisites

Before setting up Autofill CRM for HubSpot, make sure you have:

• An active Fireflies account.

• A HubSpot account with Contacts oand/or Companies set up in it.

• Your Fireflies account connected to HubSpot (if you haven't connected it yet, we'll show you how in the next section).

🔗 Connect HubSpot to Fireflies

Before configuring Autofill CRM, make sure your HubSpot integration is connected to Fireflies.

Step 1: Log in to your Fireflies account, navigate to the Integrations page, and search for HubSpot. Click on it to get started.

Step 2: On the right side of the HubSpot integration page, you'll find the CRM Autofill section. Before you can set up Autofill CRM, you'll need to connect your HubSpot account to Fireflies.

Click Connect and complete the authorization process.

Step 3: Complete the sign-in process. Once authenticated, you’ll be redirected to the HubSpot authorization page.

Step 4: Review the permissions Fireflies will access, check the confirmation box, and click Connect app to approve the integration.

Step 5: Once approved, you'll be redirected back to Fireflies to continue setting up Autofill CRM.

⚙ Set Up Autofill CRM

This is where you tell Fireflies what to extract from your meetings and where each piece of information should go in HubSpot.

Step 1: Open Autofill CRM Setup

In the CRM Autofill section on the right-hand side, click Setup Autofill.

Step 2: Select Contacts, Companies, or Both

Choose which HubSpot records you want Fireflies to update with information extracted from your meetings.

• Contacts – Use this if you only want to update Contact properties, such as job title, phone number, or other contact-related details.

• Companies – Use this if you only want to update Company properties, such as company size, industry, or revenue.

• Both – Use this if you want Fireflies to extract and update information for both Contacts and Companies.

For demonstration purposes, we'll select Both to configure Autofill CRM for both Contacts and Companies. Click Continue to proceed.

Fireflies analyzes your HubSpot records and suggests a ready-to-use configuration to help you get started quickly.

Step 3: Review Suggested Fields

Fireflies automatically suggests fields based on your recently updated HubSpot records. Use the Contacts and Companies tabs to review the information Fireflies will extract from your meetings and where it will be stored in HubSpot.

You can edit, remove, or add fields at any time during setup.

The configuration screen is divided into two sections (panes):

Left pane - What should we extract?

This section defines the information Fireflies should look for in your meeting transcripts.

• Each field shows its data type, such as text (Aa) or date (📅) - no need to worry about formatting, Fireflies automatically matches extracted data to the appropriate HubSpot field type.

• Review and customize these fields as needed before saving your configuration.

Right pane - Where should it go in HubSpot?

This section defines where the extracted information should be stored in HubSpot.

• Fireflies automatically suggests HubSpot field mappings, but you can review and update them as needed.

• When data is extracted from a meeting, Fireflies automatically formats it and sends it to the selected HubSpot property.

Step 4: Configure Field Update Behavior

For each mapped HubSpot field, choose how Fireflies should handle existing data when new information is extracted from a meeting.

• 📄+ Append: Adds the extracted information to the existing value in the HubSpot field.

  

• 🔄 Overwrite: Replaces the existing value in the HubSpot field with the newly extracted information.

  

• Click the icon next to a field to switch between Append and Overwrite. The displayed icon indicates which update behavior is currently applied to that field.

  

Step 5: Add or Customize Fields

Need to capture additional information or adjust the suggested field mappings? You can modify existing fields or add custom fields to match your CRM workflow.

For example, you might want Fireflies to extract information such as budget, employee count, competitor mentions, or other details that aren't included in the suggested fields.

Modify Existing Fields:

1. Click an existing field to select a different HubSpot property or replace it with a Custom Field.

2. Update the extraction prompt to control what information Fireflies extracts from your meetings.

📌 Before adding a custom field in Fireflies, make sure the corresponding custom property already exists in your HubSpot account.

To add a custom field:

1. At the bottom of the What should we extract? pane, click Add Field → Custom Field.

2. In the modal window:

• Under Select field, choose the HubSpot property where the extracted information should be stored.

• In the Define insight to autofill field, enter a prompt describing the information Fireflies should extract from your meetings.

  💡 Tip: The more specific your extraction prompt is, the more accurately Fireflies can identify and extract the information from your meetings.

Example: Select Favorite Content Topics and use the prompt "Extract the content topics mentioned as areas of interest during the meeting."

3. Choose the Append (📄+) or Overwrite (🔄) option for the field.

4. Click Confirm to add the field to your Autofill CRM configuration.

Step 6 (Optional): Configure Autofill CRM Rules

Rules allow you to control exactly which meetings Autofill CRM runs on, for example, only on demo calls, or only when a specific team member is the host. Without rules, Autofill CRM runs on all your meetings by default.

To configure rules, click Rules in the bottom-left corner of the setup screen. You can filter meetings by:

🗂 All Meetings

Run Autofill CRM on all meetings without applying any filters.

📝 Meeting Title

Run Autofill CRM only when the meeting title matches specific conditions.

Examples:

• Title contains Demo

• Title starts with Client Review

• Title equals Discovery Call

👤 Meeting Host

Run Autofill CRM based on the meeting host.

Examples:

• Host equals john@example.com

• Host does not equal john@example.com

👥 Meeting Participants

Run Autofill CRM based on meeting participants.

Examples:

• Participant contains sara@example.com

• Participant does not contain alex@example.com

🔀 Apply Multiple Filters

Combine multiple conditions for more precise control.

Example:

• Meeting title contains Demo

• Host equals john@example.com

You can combine filters using:

• AND — All conditions must match.

• OR — Any condition can match.

📖 Want to go deeper? See the Fireflies Rules Engine guide for advanced filter options and examples.

Step 7: Preview Extracted Data

The preview panel shows a sample of the information Fireflies will extract from your meetings based on the configured fields and prompts.

• Field displays the HubSpot property that will be updated.

• Preview displays a sample of the information Fireflies expects to extract and send to that field.

If something looks off, adjust your field mappings or extraction prompts before proceeding.

💡 Selected Both in Step 2? You'll configure and save Contacts and Companies separately. Once you save the Contact configuration, Fireflies automatically takes you to the Company screen — review, adjust if needed, and save. No need to restart setup.

Rules configured for Contacts automatically apply to Companies as well.

Step 8: Save Your Configuration

Once you're satisfied with the field mappings, extraction prompts, update behavior, and previewed data, click Save Configuration.

💡 What's next? Once you've configured and saved Autofill CRM, Fireflies automatically starts extracting information from future eligible meetings. The next section shows how to review the extracted data and send it to HubSpot.

📤 Review and Send Autofill CRM Data to HubSpot

If a meeting matches your Autofill CRM configuration. Fireflies extracts the configured information and prepares it for your review. An Autofill CRM banner appears in the meeting Notepad, from there you can check the extracted data, make any edits, and send it to HubSpot.

Autofill CRM works with all meeting types:

• Calendar-scheduled meetings

• Web-recorded meetings

• Mobile-recorded meetings

• Uploaded meetings

Step 1: From your Fireflies dashboard. Click the Meetings tab in the left sidebar.

Step 2: Open the meeting you want to push data for.

Step 3: You'll see an Autofill CRM banner showing the number of data fields extracted from the meeting. Click Review to view the data extracted from the meeting before sending it to HubSpot.

Step 4: Select or confirm the contact that should be updated in HubSpot.

• Fireflies automatically suggests matching contacts when participant information is available.

• For uploaded meetings or meetings without participant details, search for or enter the contact manually.

Step 5: Review and update the extracted data before sending it to HubSpot.

• Review the extracted Contact and Company fields.

• Edit any extracted values if needed.

• Click the ✓ icon next to a field to include or exclude it from the HubSpot update.

• Switch between the Contacts and Companies tabs to review data for each record type.

Step 6: Review the Contact fields and click Save and Next. If you selected Both during setup, Fireflies will prompt you to review the Company fields next.

Step 7: Once you're satisfied with the Company data, click Autofill to send the selected Contact and Company information to HubSpot.

📤 How Autofill CRM Data Appears in HubSpot

Once sent, Fireflies updates the mapped HubSpot records with the information extracted from your meeting.

• Contacts → Updates the configured Contact properties.

• Companies → Updates the configured Company properties.

• Custom Properties → Populates any custom fields included in your Autofill CRM configuration.

• Field Updates → Applies the configured Append or Overwrite behavior for each field.

This helps keep your HubSpot records accurate and up to date without manual data entry.

⚡ Run Autofill CRM On Demand

Autofill CRM can also be run on demand for past meetings. Instead of waiting for future meetings that match your configured rules, you can manually trigger Autofill CRM from any supported meeting at any time.

Supported meeting types include:

• Scheduled meetings

• Web-recorded meetings

• Uploaded meetings

Step 1: From your Fireflies dashboard. Click the Meetings tab in the left sidebar.

Step 2: Open the meeting you want to push data for.

Step 3: Click the Integrations dropdown menu icon in the top-right corner of the Notepad.

Step 4: Select HubSpot from the list.

• 🟢 Green checkmark - HubSpot is already connected and ready to use.

• ➕ Plus sign - HubSpot is not connected yet. Click the icon to connect your HubSpot account before continuing.

Once connected, hover over the HubSpot integration and select Autofill to run Autofill CRM for the selected meeting.

Step 5: Review the extracted data.

Fireflies automatically extracts the configured Contact and Company fields from the meeting and prepares them for review.

• Review the extracted values.

• Edit any fields if needed.

• Exclude fields that you don't want to send to HubSpot.

• Switch between the Contacts and Companies tabs to review each set of data.

Step 6: Once you're satisfied with the Company data, click Autofill to send the selected Contact and Company information to HubSpot.

✅ A confirmation message appears once the data has been successfully sent to HubSpot.

Step 7: Verify the data in HubSpot. Open the corresponding Contact or Company record in HubSpot to confirm that the extracted information was successfully updated.

🛠 Manage Autofill CRM Configuration

As your CRM processes evolve, you may need to update, pause, or remove your Autofill CRM configuration. Fireflies provides a few simple options to help you manage your setup.

From your Fireflies dashboard, go to Integrations and open the HubSpot integration page.

• ✏ Edit Configuration → Need to update field mappings, extraction prompts, custom fields, or rules? Click the Edit pencil icon (✏) next to your Autofill CRM configuration, make the required changes, and click Save to apply them.

  

• 🔘 Enable or Disable Autofill CRM → Use the toggle switch next to the Autofill CRM configuration to control whether it runs for eligible meetings. Toggle ON to enable Autofill CRM or OFF to temporarily pause it without deleting the configuration.

  

• 🗑 Delete Configuration → No longer need the configuration? Click the Delete icon (🗑) to permanently remove the Autofill CRM configuration and stop future CRM data extraction for that setup.

💳 Autofill CRM AI Credits Usage

• Each Autofill CRM extraction uses 1 AI credit per meeting.

• The number of configured fields does not affect credit usage. Credits are only used when Fireflies extracts information from a meeting.

❓ Frequently Asked Questions

1. Does Fireflies automatically send extracted data to HubSpot?

No. Fireflies extracts the data automatically, but you must review and manually send it to HubSpot.

2. Can I edit extracted data before sending it to HubSpot?

Yes. You can review, edit, or exclude individual fields before sending the data.

3. Can I run Autofill CRM on past meetings?

Yes. Use Autofill CRM On Demand from the meeting Notepad to process previously recorded meetings.

4. What meeting types are supported?

Autofill CRM works with:

• Scheduled meetings

• Web-recorded meetings

• Uploaded meetings

• Mobile-recorded meetings

5. Can I create custom extraction fields?

Yes. You can create custom extraction prompts and map them to existing HubSpot custom properties.

6. What is the difference between Append and Overwrite?

• Append adds new information to an existing HubSpot field value.

• Overwrite replaces the existing HubSpot field value with the newly extracted information.

7. Do Autofill CRM Rules apply to both Contacts and Companies?

Yes. If you configure Autofill CRM for both Contacts and Companies, the same rules apply to both record types.

8. How many AI credits does Autofill CRM use?

Autofill CRM uses 1 AI credit per meeting extraction, regardless of the number of fields configured.

9. Why don't I see the Autofill CRM banner on my meeting?

• Autofill CRM must be configured and saved before the meeting is processed.

• The meeting must match your configured Autofill CRM Rules.

• Meetings recorded before Autofill CRM was set up won't show the banner. Use Autofill CRM On Demand to process those meetings manually. It works with scheduled, web-recorded, uploaded, and mobile-recorded meetings.