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, or type — and Fireflies automatically sends meetings to the right place, shares them with the right teammates, and controls who can see them. Everything stays organized without any 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 title, host, or participants

• Ready to stop managing meeting privacy manually after every call

📍 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

🔗 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

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. 🔒 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"

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.

🗑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.

🧪 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

📋 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 any channel (public or private).

2. Click the ellipsis menu ( … ) at the top of the channel and select Auto Route from the dropdown.

3. The rule builder opens with the channel already set as the destination — saving you a few steps.

✅ Quick recap

• Rules Engine is for Enterprise admins only.

• Access from Settings → Team → Rules.

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

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

• Combine filters using AND / OR logic.

• Actions: Auto-route, Auto-share, Meeting Privacy.

• Manage rules — enable, disable, edit, delete, or test anytime.

• Track activity from Logs History.