How to Create a Voice Agent from a Template

With Voice Agents, Fireflies can run meetings on your behalf, including screening interviews, sales discovery calls, and user research. This works especially well for repetitive conversations you don’t need to attend live, while still capturing structured notes, summaries, and insights from every call.

To get started quickly, you can create a Voice Agent using one of the built-in templates, such as Screening Interview Agent, Discovery Call Agent, or User Research Agent. Each template comes pre-configured with questions and structure for its use case, and you can edit everything—from questions and tone to privacy settings—before publishing.

Let’s get started 🚀

1. Choose a Voice Agent template

• From your Fireflies dashboard, click on the Voice Agents tab in the left-hand menu. This is where all your Voice Agents are listed and managed.

  

• In the Discover section, you’ll see a list of available Voice Agent templates. Choose a template that’s closest to the type of conversation you want to run (for example, Screening Interview Agent or Discovery Call Agent).

• Click Set up to open the template and start customizing it to fit your needs

  

This will create a new Voice Agent using the selected template, which you can then customize before publishing.

📌 For demonstration purposes, we’ll use the Discovery Call Agent template in this guide. This template is designed to qualify prospects through focused discovery calls that help uncover needs and buying signals.

You can follow the same steps with any other Voice Agent template.

2. Add questions, knowledge, and instructions

This step is where you fine-tune how the template works for your specific needs. You can keep the default content or edit it as needed.

You don’t need to get everything perfect on the first try — you can always update these later.

❓ Questions — What your Voice Agent will ask

Review and edit the questions included in the template. These questions guide the flow of the conversation and help collect the information you care about.

Example

• “Can you tell me a bit about what you’re looking for?”

• “What challenges are you currently facing?”

Write questions the way a person would naturally speak.

🧠 Knowledge — What your Voice Agent should know

Use Knowledge to give your Voice Agent helpful background information it can refer to during the conversation.

How to use it:

• Add short, clear information

• Include facts the agent may need to explain

• Avoid long paragraphs

Example

• “We offer a software tool that records calls and generates transcripts and summaries.”

• “Customers often ask about pricing, setup time, and integrations.”

📚 Add a Knowledge Base to your Voice Agent

You can make your Voice Agent smarter by connecting a Knowledge Base. This allows the agent to reference documents, FAQs, playbooks, or internal content while responding during a call—so answers stay accurate and aligned with your business context.

How it works

• In the Knowledge section, you can add written context directly, or

• Click Add Knowledge Base to connect an existing Knowledge Base or add a new base directly from here.

• The Voice Agent will use this information in real time while responding to participants

This is especially useful when your Voice Agent needs to answer questions about products, policies, pricing, or internal processes without hardcoding everything into prompts.

Example
A Screening Interview Voice Agent can reference hiring policies, while a Discovery Call Voice Agent can pull from sales FAQs or product documentation.

👉 Learn more about setting up a Knowledge Base for Voice Agents

💬 Instructions — How your Voice Agent should behave

Instructions control how the Voice Agent speaks and responds.

How to use it:

• Keep instructions simple and direct

• Focus on tone, pacing, and follow-ups

• Write them as guidance to a teammate

Example

• “Speak in a friendly and professional tone.”

• “Ask a follow-up question if an answer is unclear.”

3. Personalize your Voice Agent

Step 1: Add your company branding

Customize how the Voice Agent appears to others.

• Upload a logo — Add your company logo to represent your brand.

• Give your Voice Agent a name — Choose a clear name that explains what the Voice Agent does
  (for example, “Acme Sales Rep — Alex” or “Product Demo AI — Nova”).

• Update the company name — Edit the company name shown during the conversation, if needed.

• Add a short description — Write a brief description so others understand the Voice Agent’s purpose.

These details help people understand who the Voice Agent represents and what the conversation is about.

Step 2: Choose the voice, language, session time, and tone

In this step, you decide how your Voice Agent sounds and communicates during a call. These settings affect how natural the conversation feels and how long it can run.

• Language → Select from 32+ supported languages based on your audience.

• Voice →Select a voice that matches your use case. The number of available voices varies by language.

  • English — 25 voices

  • Hungarian — 9 voices

  • Hindi — 8 voices

  • Chinese — 6 voices

  • Spanish — 5 voices

  • French — 5 voices

  • Turkish — 4 voices

  • Russian — 3 voices

  • German — 2 voices

  

• Session duration → Choose how long each conversation can run (5–40 minutes).

• Tone → Choose how your Voice Agent communicates, such as Causal, Professional, or Talkative.

• Conversation speed → Control how quickly the Voice Agent speaks during the conversation (0.25x to 2x).

• Interruption handling → Decide how the Voice Agent responds if a participant interrupts while it is speaking. Options include Short, Balanced, Patient, and Very Patient.

  

Step 3: Preview before finalizing

Use the Preview button to listen to how your Voice Agent will sound before publishing.

4. Set visibility, privacy, and recap email preferences

Before publishing your Voice Agent, review how meetings and summaries should be shared. These settings help you control who can find the agent, who can view meeting details, and who gets updates after each call.

• Visibility → Toggle this on if you want other members of your workspace to discover and edit this Voice Agent. Turn it off if you want only yourself (or admins) to manage it.

  

• Privacy settings → Choose who can view meeting transcripts and recordings after a call. You can limit access to only yourself, share it with participants, make it available to workspace teammates, or allow access to anyone with the meeting link.

  

• Recap email settings → Decide who should receive the call recap email after each call, such as only agent owner (you), only agent owner and participants from your team, or owner and participants.

  

• Participant info required before talking to agent → Choose what information participants must provide before starting a conversation. You can require name, email, or both.

  • If email is selected, participants will need to verify their identity using a one-time password (OTP) before joining the call.

  • If email is not selected, participants can simply enter their name and start talking right away — no verification required.

    

This setting is especially useful for demos, inbound conversations, or quick interactions where speed matters.

5. Create & Publish Your Voice Agent

Once everything looks good, click Create & Publish to make your Voice Agent live.

Now you can share your Voice Agent with others through multiple methods—such as QR codes, social platforms, messaging apps, or embedding it on your website.

🔗 Don’t worry — You can return at any time to edit, pause, or unpublish the Voice Agent if needed.

6. Share your Voice Agent

You can share your Voice Agent in multiple ways—such as embedding it on your website, generating a QR code, sending it through messaging apps, or adding it to calendar invites.

7. How participants join the call

When someone clicks your Voice Agent link, they’re guided through a simple join flow:

If email verification is enabled:

• They enter their name and email.

  

• They verify their identity using a one-time password (OTP).

• Once verified, they click Join Meeting.

  

If email verification is disabled:

• Enter your name and click Continue.

• Click Join Meeting.

• The conversation starts immediately.

  

8. How the Voice Agent runs the conversation

This is where everything comes together. Your Voice Agent joins the call, greets the participant, and guides a structured conversation based on the questions, knowledge, and instructions you configured.

During the call, the Voice Agent:

• Asks the right questions at the right time

• Listens to responses and follows up naturally

• Collects information and key details automatically

• Keeps the conversation on track without manual involvement

  

This allows you to run consistent, high-quality conversations—without needing to attend each call live.

9. AI Credits Usage for Voice Agents

Voice Agents use AI credits based on how long each call lasts. Credits are consumed only while the call is active.

• 1 AI credit = 1 minute of Voice Agent call time

• Only the actual duration of the call is counted

• No credits are consumed before or after the call

• For example, if a call runs for 10 minutes, it uses 10 AI credits

10. What happens after the call

Once the call ends, Fireflies automatically captures and organizes everything for you—so you can review outcomes and take action without replaying the entire conversation.

How to identify Voice Agent meetings?

Voice Agent calls are marked with a robot icon (🤖) next to the meeting name. This icon helps you quickly identify which meetings were run by a Voice Agent.

After each call, you can:

• Review full recordings and transcripts
  Every Voice Agent call is recorded and transcribed automatically.

• View AI-generated summaries and highlights
  Key points, decisions, and outcomes are surfaced instantly.

• Review scorecards and evaluations
  Get structured scorecards and evaluations based on questions or criteria you define.

• Use AskFred for instant answers
  Ask questions about the call and get clear answers from the transcript and summary.

• Run AI Skills to automate next steps
  Automate scorecards, reports, follow-ups, evaluations, and custom workflows using AI Skills.

For step-by-step instructions on where to find the voice agent meeting and how to review outputs, see:
👉 Learn how to view and take action on your Voice Agent meetings

11. Manage your Voice Agent

After your Voice Agent is live, you can manage it anytime from the My Voice Agents section.

From there, you can edit the agent’s configuration, pause or unpublish it, clone it for another use case, or delete it when it’s no longer needed.

🔧 Need to update or control your Voice Agent?
Learn how to edit, pause, clone, or delete Voice Agents — manage your Voice Agents.

❓ Troubleshooting & FAQs

1. I can’t find my Voice Agent
Go to Voice Agents → My Voice Agents and make sure the agent is published or not paused.

2. My Voice Agent link isn’t working
Check that the agent is published and try opening the link in an incognito window to test it.

3. Participants can’t join the call
Ask them to confirm their email and complete the one-time password (OTP) verification before starting the meeting.

4. I don’t see the call after it ends
Calls appear once the Voice Agent finishes running. Check Meetings → Voice Agent Meetings or All Meetings.

5. The summary or transcript is missing
It may take a few moments to generate after the call ends. Refresh the meeting page and check again.

6. Who can view Voice Agent calls?
Access depends on the visibility and privacy settings you chose when creating the Voice Agent. If needed, check the agent’s settings or contact your workspace admin.

7. Do Voice Agent calls use Google Meet or another third-party platform?
No. Voice Agent calls run entirely on Fireflies’ own platform. Participants simply open the shared Voice Agent link in any browser—there’s no Google Meet or third-party meeting tool involved.

8. Can I change or customize a Voice Agent template after selecting it?
Yes. Once you choose a template, you can fully customize it—including questions, knowledge, instructions, voice, tone, and privacy settings—before publishing. Templates are just a starting point and can be edited at any time.

🔁 Recap

Here’s a quick summary of what you covered:

• Choose a Voice Agent template

• Customize questions, knowledge, and behavior

• Adjust visibility and privacy settings

• Publish the agent and share the link

• Review calls and outputs after each conversation

• Manage or reuse the agent later

🔗 Related guides

• How to Create a Discovery Call Voice Agent → Step-by-step instructions for setting up a Discovery Call Voice Agent.

• How to Create a Screening Interview Voice Agent → Step-by-step instructions for setting up a Screening Interview Voice Agent.

• How to Create a Voice Agent from Scratch → Learn how to build a completely custom Voice Agent from scratch.