How to Integrate HubSpot with Fireflies

Keeping HubSpot updated should be simple. With the HubSpot + Fireflies integration, your meeting notes, summaries, and link to access the full transcript automatically push to the right contacts, tasks, companies, or deals—so you don’t have to enter anything manually.

Whether you’re in sales, marketing, or customer success, this integration helps you stay organized, follow up faster, and keep every conversation connected inside your CRM with zero extra effort.

Let’s get started 🚀

🔍 What does the HubSpot integration do?

This integration keeps your HubSpot workspace organized by sending important meeting details—like notes, summaries, link to access the full transcript, and tasks — directly to the right contacts, Tasks, companies, or deals.

Here’s what it helps you do:

• Create new contacts automatically

• Log meeting notes, summaries, and full transcript link

• Turn action items into HubSpot tasks

• Transcribe HubSpot Dialer calls

A simple way to keep HubSpot updated and your team focused.

🔑 Prerequisites

Before you connect HubSpot with Fireflies, make sure a few basics are in place. This helps you avoid setup issues later:

• HubSpot account with integration permissions → You’ll need access to install and authorize apps.

• Fireflies account → Make sure you’re logged in to your workspace.

• Contacts, Tasks, or deals in HubSpot → Fireflies will attach your meeting data to these records.

• HubSpot login credentials → You’ll authenticate using OAuth during setup, so keep them handy.

Once these are ready, you can jump into the connection flow smoothly.

🔗 Connect HubSpot to Fireflies

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

Step 2: Click on the Connect button, and you’ll be redirected to the HubSpot authorization page.

Step 3: Complete the sign-in process. If prompted, enter the OTP verification code to confirm your login. Once authenticated, you’ll be redirected to the HubSpot authorization page.

Step 4: Click the Connect button again to open the HubSpot authorization screen. 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 configure your integration setup.

⚙ Setting Up Your Configuration

When you open your HubSpot integration settings in Fireflies, you’ll see two possible actions. Choose the one that matches what you want Fireflies to do with your HubSpot account.

Option 1: Pull recordings from HubSpot (HubSpot Dialer Calls)

This option is for teams using HubSpot’s Dialer. When selected, Fireflies will pull your HubSpot call recordings into Fireflies so they can be transcribed and summarized just like any other meeting.

There’s nothing extra to configure here—just select Pull recordings from hubspot-v2 and click Save.

Option 2: Send meeting data to HubSpot

Fireflies can automatically add your meeting notes, summaries, a full transcript link, and tasks to the right HubSpot contacts, tasks, deals, or companies.

After you choose this action, you’ll see a few steps you can customize based on how you want your meeting data to appear in HubSpot.

Step 2: Contact & Participant Management

This step controls where Fireflies sends meeting notes in HubSpot and how new meeting participants are handled.

• Send output to Contacts → When enabled, Fireflies sends meeting notes and AI outputs to matching HubSpot contacts, making it easy to keep customer conversations in one place.

• Send output to Leads → When enabled, Fireflies sends meeting notes and AI outputs to matching HubSpot leads, helping you track conversations with potential customers.

• Create meeting participants as Leads → When enabled, Fireflies automatically creates a new lead in HubSpot for meeting participants who don't already exist in your CRM, ensuring no important conversations are missed.

• Only log meeting data if contact/lead already exists in CRM → Enable this option if you only want Fireflies to update existing HubSpot records. New contacts or leads will not be created.

• Log meeting notes to Fireflies Notetaker when no contacts found → If no matching contact or lead is found in HubSpot, Fireflies will save the meeting notes under the Fireflies Notetaker record instead of skipping the meeting data.

Once you've configured your preferences, click Continue to move to the next step.

Step 3: Company Mapping

Choose whether you want Fireflies to also log meeting notes to the associated HubSpot company record.

Also log meeting notes to company → When enabled, meeting notes are added to both the contact and the associated company record, making it easier to track conversations across the entire organization.

Once you've set your preference, click Continue.

Step 4: Pipeline Integration

Enable this option if you want meeting notes to be logged directly under HubSpot deals. This helps sales teams keep deal-related conversations attached to the right opportunity, making it easier to track progress and review past discussions throughout the sales process.

When enabled, select:

• Deal pipeline → Choose the pipeline where meeting notes should be logged.

  Example Sales Pipeline, Client Onboarding, Renewals, etc.

• Deal stage → Choose the stage within that pipeline where Fireflies should look for matching deals.}

  Example Appointment Scheduled, Qualified to Buy, Presentation Scheduled, etc.

Once you've selected the appropriate pipeline and stage, click Continue.

Step 5: Meeting Data Logging

Choose how you want Fireflies to log meeting activity in HubSpot.

• Log just a note after a meeting ends → Enable this option if you only want a meeting note added to HubSpot. By default, Fireflies logs the meeting as both a call and a note (summary + action items).

• Create tasks from meeting action items → Enable this option to automatically create HubSpot tasks from action items identified during your meetings, helping your team track follow-ups without manual task creation.

Once you've set your preferences, click Continue.

Step 6: Configure Meeting Output Preferences

Choose what meeting data you want Fireflies to save in Notion.

• Save meeting summaries → When enabled, Fireflies will automatically save a summary note to Hubspot after a meeting ends.

• Save meeting transcripts → When enabled, Fireflies will also save the full meeting transcript to Hubspot after a meeting ends.

  📌 Saving meeting transcripts to Hubspot requires a Pro plan or higher.

Once you've set your preferences, click Continue to proceed.

Step 7: Create Sample Data in HubSpot

Before going live, it's a good idea to verify that everything is working correctly.

• Create Sample Data in HubSpot → Click this option to send a sample meeting entry to HubSpot and preview how your meeting data will appear.

• Review the sample record in HubSpot to confirm that the data is being logged as expected.

Once verified, click Continue to complete the setup.

🧩Additional Options - Integration Rules

By default, Fireflies can send meeting notes, summaries, tasks, and other insights to HubSpot for every meeting. While this ensures full coverage, you may not always want every call added to your CRM. Integration Rules let you choose which meetings get logged in HubSpot — so only the conversations that matter make it into your contacts, deals, or tasks.

🗂 All Meetings

Capture insights from every meeting — client calls, team check-ins, demos, or internal syncs — without applying any filters.

📝 Meeting Title

Only send meeting notes or tasks to HubSpot when the meeting title matches the conditions you set (Contains, Starts With, Equals, Doesn’t Contain). Example: Only log meetings titled “Client Review” or “Interview.”

👤 Meeting Host

Filter meetings based on who hosted the call.

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

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

👥 Meeting Participants

Filter based on who attended the meeting.

• Contains → Only log meetings that include sara@example.com.

• Doesn’t Contain → Skip meetings where alex@example.com was present.

🔀 Apply Multiple Filters

Combine multiple rules to get more precise control.

• Example: Title contains “Demo” AND host is john@example.com.

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

You can also review all the filters you’ve applied to your HubSpot configuration. In this example, meeting data will only be sent to HubSpot for calls that match all selected criteria.

✅ Example applied: Title contains Client Review, host = John, participant = Mary, type = External.

💾 Save Your Configuration

Click Save to activate the integration — a flash message will confirm that your configuration has been successfully added.

👥 Team Options

Sometimes, you may not want every teammate creating their own configurations for HubSpot — especially if you want consistent CRM organization or need tighter control over where meeting notes are logged. Integration Scope lets workspace admins decide whether the integration applies just to them or across the entire team.

1. Click the vertical ellipsis (⋮) next to your HubSpot integration and select Team Options from the dropdown list.

2. A modal window will appear with these options:

• Apply to entire workspace → Toggle this ON to apply the HubSpot integration across your Fireflies workspace. All team meetings accessible by the team admin will have notes sent to HubSpot, keeping everything centralized.

  📌Meetings that are set to private in a teammate’s Privacy Settings won’t be pushed to HubSpot unless you’re a Super Admin who can access meetings regardless of privacy settings.

• Restrict non-admin usage → Toggle this ON to prevent non-admin members from creating their own HubSpot configurations. This helps maintain consistent data practices and avoids accidental CRM clutter.

3. After adjusting the toggles to fit your team’s workflow, click Save to apply the changes.

🛠 Manage Configuration

Over time, you may want to adjust your HubSpot integration — whether it’s renaming a configuration, updating how meeting data flows into HubSpot, or removing setups you no longer need. Fireflies makes this easy with a few quick options:

• ✏ Edit Configuration Name → Give each HubSpot configuration a clear, descriptive name so it’s easy to recognize (especially helpful if you're managing multiple teams, pipelines, or workflows). Just click the configuration name (e.g., Default Configuration), type your new name (e.g., Sales Pipeline Logging), and click outside the field to save.

  

• ⚙ Edit Configuration Settings → Need to update how Fireflies sends meeting notes, tasks, or deal activity into HubSpot? Click the vertical ellipsis (⋮) next to a configuration, select Edit, adjust your settings (like Contact creation, meeting logging, tasks, or pipeline options), and click Save to apply the changes.

  

• 🔘 Enable or Disable a Configuration →Use the toggle switch next to a configuration to quickly control it. Toggle ON to send meeting notes, summaries, tasks, or deal updates to HubSpot. Toggle OFF to pause the integration without deleting it.

  

• 🗑 Delete Configuration → If a configuration is no longer needed—maybe a workflow changed or your team no longer logs data to that pipeline—you can safely delete it. Click the vertical ellipsis (⋮) next to the configuration, select Delete, and confirm.

  

📤 How Meeting Data Appears in HubSpot

Once your integration is set up, Fireflies automatically logs your meeting insights directly into HubSpot.

Here’s where you’ll find them:

• Contacts → Meeting notes, summaries, link to access the full transcript, and call logs appear under the activity timeline of the matching contact.

• Deals → If you enabled pipeline logging, Fireflies adds the meeting activity directly to the associated deal record.

• Companies → If company logging is turned on, meeting notes also appear under the linked company’s activity feed.

• Tasks → Any action items detected during your meeting show up as HubSpot tasks assigned to the right person.

This keeps everything organized in one place, making it easy for your team to review conversations, track follow-ups, and stay aligned.

✅ Manually send meeting notes to HubSpot

Prefer sending only certain meetings to HubSpot? 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 HubSpot contacts or companies—without setting up automation rules or configuration.

👉 Learn how: How to manually send Fireflies meeting notes to your CRM

✅ Send AI Skill Outputs to HubSpot

Want to send more than just meeting notes to HubSpot? Fireflies also allows you to send AI Skill outputs directly to your connected HubSpot account.

This is helpful when you want custom AI-generated content, such as project updates, customer insights, follow-up emails, call analyses, or action item reports - automatically logged to HubSpot contacts, leads, companies, or deals.

👉 Learn how: Send AI Skill Outputs to Any Integrated Tool.

❌ Disconnect Integration

If you no longer need Fireflies connected to HubSpot - for example, if your team updates its CRM workflow or switches tools, you can disconnect it anytime with a single click.

Click the Disconnect button to remove the HubSpot integration. This immediately ends the connection, and Fireflies will no longer send meeting notes, summaries, tasks, or call data to HubSpot.

🛠 Troubleshooting

❓ Frequently Asked Questions

1. I don’t see my HubSpot data updating — what should I check?

• First, make sure the integration is connected and that the right mode (Pull recordings from HubSpot or the Push configuration) is turned on.

• If you're using the Push setup, check whether your rules or filters are limiting which meetings get logged.

2. Can Fireflies create new contacts in HubSpot?

Yes — turn on Create meeting participant as a Contact.

If it’s off, Fireflies only logs data for people who already exist in HubSpot.

→ Full guide: How to save meeting notes under a HubSpot Contact

3. My tasks aren’t appearing in HubSpot — why?

Make sure Create tasks from meeting action items is enabled, and that your HubSpot user has access to the related contact or deal.

→ Full guide: Automatically create HubSpot tasks from meeting action items

4. Why aren’t meeting notes being added to deals?

Check that Log meeting notes under pipeline deals is on, and that the selected pipeline and stage still exist in HubSpot.

→ Full guide: Save meeting notes under HubSpot Deals

5. Does Fireflies process HubSpot Dialer calls?

Yes — choose the Pull option (Pull recordings from HubSpot) to have Fireflies transcribe and summarize HubSpot Dialer calls.

→ Full guide: Process HubSpot Dialer calls with Fireflies

6. Will deleting a configuration remove my HubSpot data?

No — deleting a configuration only stops Fireflies from syncing new meeting notes or tasks. Anything already logged in HubSpot stays as is.

7. How do I save meeting notes under HubSpot Contacts?

Notes sync under the matching contact when Fireflies finds an existing record (or creates one, depending on your settings).

→ Full guide: Save meeting notes under HubSpot Contacts

8. Why don’t I see the full meeting transcript inside HubSpot?

Fireflies cannot attach the full meeting transcript directly inside HubSpot. Instead, Fireflies adds a link to access the full transcript in Fireflies.

🔄 Recap

The HubSpot integration makes it easy to keep your CRM organized without doing any manual data entry. Here’s a quick look at what you set up:

• Connected HubSpot to Fireflies using a simple authorization flow

• Choose between pulling HubSpot Dialer calls or sending meeting data into HubSpot

• Customize how contacts, notes, tasks, and deals get updated

• Set up rules to control exactly which meetings sync

• Managed team access and configuration options

• Learned how to test, adjust, and disconnect the integration when needed

📚 Related Guides

Want to explore more? These guides will help you get the most out of Fireflies:

• Learn About Fireflies + CRM Integrations – Connect Fireflies with CRMs like HubSpot, Zoho, Close.io, Copper, etc.

• AI Meeting Summaries Guide → Learn how to customize and share your meeting summaries.