Fireflies Rules Engine: Automatically route, share, and control meeting visibility

Do you find it hard to make sure your meetings reach the right people or stay private when they should? Keeping track of this manually after every call takes time and is easy to lose track of. With the Rules Engine, you set simple conditions once, based on meeting title, host, participants, meeting type, or meeting duration and Fireflies automatically routes meetings, shares them with the right teammates, and controls who can access them. Everything stays organized without extra effort.

This guide is for you if you're:

• Looking to automate meeting visibility and access across your workspace

• Wanting to route meetings based on meeting details

• Ready to simplify meeting privacy and sharing with automated rules

🚀 Want a quick walkthrough first? Watch this Rules Engine community guide to see how it works, then follow the steps below to create your own rule in Fireflies.

📍 How to access the Rules Engine

1. Go to the Fireflies web app and click Settings from the left side menu.

2. Switch to the Team tab at the top.

3. Click Rules from the left panel to open the Rules page, where you can view all rules, create new ones, and check activity in Logs History.

➕ Create a rule

From the Rules page, click Create Rule in the top right corner to open the rule builder.

Follow the steps below to create and set up your rule.

Step 1: Name your rule

A clear name helps you instantly know what a rule does — especially when you have many rules running at once.

Click on the Enter Title... field at the top of the rule builder and type a name that reflects the rule's purpose.

✅ Examples: "HR Performance Reviews", "External Sales Calls", "1:1 Confidential"

Click anywhere outside the field and your rule name saves automatically.

Step 2: Choose your filters

Choose one or more conditions to decide when the rule should apply. Click Select Filter to choose a filter and set your condition.

1. Meeting Title

Target meetings based on keywords in the meeting title. Once you select Meeting Title, choose how you want to match it:

• Contains — any meeting title that includes the keyword

• Doesn't contain — excludes meetings with that keyword

• Starts with — matches meetings where the title begins with the keyword

• Ends with — matches meetings where the title ends with the keyword

• Equals — exact title match only

• Not equal — applies to any meeting title that doesn't exactly match

Enter your keyword in the Meeting keyword field. Press Enter to add multiple keywords.

✅ Example: Title Contains → Review, 1:1, Sales Demo

➕ Need more conditions? Click the + icon below the filter to add another filter.

2. Meeting Host

Target meetings based on who is hosting the call. Once you select Meeting Host, choose how you want to match it:

• Equals — applies to meetings hosted by a specific person

• Not equal — applies to all meetings except those hosted by that person

• Is any of — applies when the host is one of multiple people you select

• Is none of — excludes meetings hosted by any of the people you select

Click the Select Meeting Host field and choose the host from your workspace.

✅ Example: Host Equals alex@company.com → rule applies only to meetings hosted by Alex

3. Meeting Participants

Trigger the rule based on who joins the meeting. Once you select Meeting Participants, choose how you want to match it:

• Is any of — applies when any of the selected people or groups are in the meeting

• Is none of — applies when none of the selected people or groups are in the meeting

In the search field, you can select teammates or groups from your workspace, or manually type an external email address or domain and press Enter.

✅ Examples:

• Participants Is any of @client.com → all calls with external clients

• Participants Is any of HR Group → all meetings with your HR group

• Participants Is none of founder@company.com → all meetings without the founder

4. Meeting Type

Filter meetings based on who is attending. Select Meeting Type, the condition is set to Equals by default. Choose:

• Internal — only teammates from your workspace are in the meeting

• External — at least one participant from outside your organization is in the meeting

✅ Examples:

• Meeting Type Internal → means that the meeting only has your company domain participants/ internal teammates

• Meeting Type External → means that the meeting contains external participants

5. Meeting Duration

Filter meetings based on their length.

Choose whether to include meetings that are:

• Longer than → Only send meeting notes for meetings longer than the duration you specify.

• Shorter than → Only send meeting notes for meetings shorter than the duration you specify.

Example: Set Longer than → 30 minutes to send only meeting notes from meetings that lasted more than 30 minutes.

🔗 Combining filters with AND / OR (Boolean)

When you add more than one filter, you need to tell Fireflies how to apply them together. This is where Boolean logic comes in:

• AND — use this when the rule should only trigger if all conditions are true. This makes your rule more specific.

• OR — use this when the rule should trigger if any one condition is true. This makes your rule broader.

✅ Examples:

• Title contains "Review" AND Host is from HR → only HR performance review meetings

• Participant is @client.com OR Meeting Type is External → any external meeting

⚠ Live conflict hints

As you build a rule, Fireflies checks its filters and actions for potential conflicts. If it finds an issue, it displays a warning directly in the rule builder so you can review it before saving.

The editor detects three types of problems:

• Overridden or redundant filters: One filter overrides another or has no effect on which meetings match. Review the filters and adjust or remove the one that isn't changing the results.

  

• Contradictory filters: Two or more filters cancel each other out, so the rule can never trigger. For example, Meeting Title → Contains → Review and Meeting Title → Doesn't contain → Review cannot both be true. Review the conditions and adjust them so a meeting can match all the filters.

  

• Conflicts with other rules: Your rule may overlap with an existing rule that applies a conflicting action. For example, one rule may set meeting privacy to a different value than another rule. Review the warning to identify the other rule, then adjust the conditions or actions to avoid the conflict.

  

Step 3: Select an action

Once your conditions are set, click Select action to choose what Fireflies should do automatically when a meeting matches them.

1. 🔀 Auto-route to Channels

Automatically send the meeting to a specific channel.

• Private channel — only invited members can view it

• Public channel — anyone in your workspace can view it

✅ Example: Send all HR reviews to a private “HR Only” channel, or Route product feedback calls to a public “Product Insights” channel

🔗 Learn how to create channels to control visibility in your fireflies workspace

2. 📤 Auto-share with Specific Users or Teams

Automatically share the meeting with specific user groups or email addresses — without any manual effort.

✅ Examples:

• Auto-share recruiting calls with the hiring manager

• Share executive syncs with the Chief of Staff automatically

3. 🔄 Share by host mapping

Automatically share each host's meetings with specific recipients based on the host-to-recipient mappings you configure.

To set up a mapping:

1. Select Share by host mapping from the action dropdown.

2. In the Host field, enter the host's email address or select a group.

3. In the Share with field, enter the recipient's email address or select a group that should receive the host's meetings.

4. Make sure the Active toggle is enabled to activate the mapping.

5. Click + Add mapping to configure additional host-to-recipient mappings.

You can configure up to 500 mappings.

4. 🔒 Enforce Meeting Privacy (Override User Settings)

This lets you override individual privacy settings. Choose who gets access:

• Teammates & Anyone with Link — everyone in your workspace plus anyone who has the meeting URL

• Teammates and Participants — everyone in your workspace plus external participants on the call

• Teammates — everyone in your Fireflies workspace only

• Participants — only the people who were on the call

• Only Owner — meeting creator only

✅ Examples: HR 1:1s → "Only Owner" or "Participants"; Sales demos → "Anyone with link" if shared externally; All hands → "Teammates and Participants"

5. 🗑 Auto-Delete Meetings

Automatically delete meetings after a specified period. This helps admins apply retention policies only to meetings that match specific conditions.

You can choose from preset retention periods of 24 hours, 7 days, 14 days, or 30 days, or select Custom to define your own retention period in hours or days.

✅ Examples:

• Delete interview recordings after 30 days

• Remove temporary project meetings after 7 days

• Automatically delete sensitive meetings after a custom retention period

6. 🌐 Meeting Language

Automatically set the transcription language for meetings that match specific conditions. This helps improve transcription accuracy and ensures meetings are transcribed in the correct language without manual updates.

✅ Examples:

• Automatically transcribe customer calls in Spanish

• Set French as the default language for regional meetings

• Apply a specific language to meetings from a particular team or user group

📌 Learn more about Fireflies supported languages →

7. 🔐 Auto Generate password link

Automatically create a password-protected share link with a randomly generated password for meetings that match your rule.

Matching meetings get a share link with a random password. You can copy both the share link and password from the Share modal.

Step 4: Save your rule

Once you've set your filters and actions, click Save to activate the rule.

⚙Manage your rules

As your workspace grows, you may need to update, pause, or remove rules. All your saved rules are displayed on the Rules page — you can use the Search bar at the top to quickly find a specific rule.

Each rule shows the actions it applies — Route, Share, or Privacy — so you can see at a glance what each rule does.

🔄 Enable or disable a rule

If you have a rule you don't need right now but don't want to delete, simply toggle it off using the toggle switch next to the rule. Toggle it back on anytime you need it again.

📝 Edit rule

Need to update a rule? Hover over the rule and click the ellipsis menu ( … ), then select Edit to update the rule's name, filters, or actions.

📋 Clone rule

Want to create a similar rule without setting everything up again? Hover over the rule, click the ellipsis menu ( … ), and select Clone to create a copy of the existing rule.

🧪 Test rule

Not sure if your rule is set up correctly? Hover over the rule and click the ellipsis menu ( … ), then select Test Rule. Fireflies will test the rule against your last 10 meetings — without executing any actions — and show you:

• Triggered — meetings that matched your rule's conditions

• Not triggered — meetings that did not match

🗑Delete rule

If a rule is no longer needed, hover over the rule and click the ellipsis menu ( … ), then select Delete to permanently remove it.

📋 Logs History

Want to see which rules ran and when? Go to the Logs History tab to track all rule activity across your workspace.

You can filter logs by rule, time period (last 7 days or a custom range), or source (Production for real meetings, Test for rule testing).

Each log entry shows the meeting details (name, host, date), the rule applied, and the actions triggered (route, share, privacy).

💡 Pro tip: Create a rule directly from a channel Already know which channel you want meetings routed to? Here's a faster way to start:

1. Go to Meetings from your Fireflies dashboard and select a channel.

2. Click Set up auto-route at the top of the page.

3. From here, you can create a new rule or view and manage existing rules for the channel.

✅ Quick recap

• The Rules Engine is available exclusively to Enterprise admins.

• Access it from Settings → Team → Rules.

• Each rule has a name, filters, and an action.

• Filter meetings by title, host, participants, meeting type, or meeting duration.

• Use the same filter up to five times in a rule.

• Combine filters using AND / OR logic.

• The rule builder displays live warnings for overridden or redundant filters, contradictory filters, and conflicts with other rules.

• Available actions include Auto-route, Auto-share, Share by host mapping, Meeting Privacy, Auto-Delete, Meeting Language, and Auto Generate password link.

• Manage rules by enabling, disabling, editing, cloning, deleting, or testing them.

• Track rule activity from Logs History.