How to integrate Ashby with Fireflies

Fireflies now integrates with Ashby, the AI-first recruiting platform trusted by modern, fast-growing teams. With this integration, every candidate conversation captured with Fireflies can be auto-logged in Ashby — helping recruiters stay focused, not buried in manual tasks.

How to Set It Up

🔑 Step 1: Generate your Ashby API Key

Only Ashby Admins can connect the integration. This ensures secure access and is required because Ashby does not support user-level API keys. This Setup is intended for use at the organisation level, not for individual recruiters.

Follow these steps:

1. Go to Ashby Admin Settings → API Keys
   From your Ashby dashboard, click Admin in the top nav bar and scroll to the API Keys section under Integrations.

   

2. Create a new API key
   Click + New, give it a name (like Fireflies Integration), and choose access scopes (e.g. Candidate Read/Write).

   

3. Copy your API key
   You'll only get one chance to copy it. Save it securely — you’ll need this in Fireflies.

   

Step 2: Connect Ashby to Fireflies

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

   

2. Click Connect.

   

3. Paste your Ashby API Key (you’ll find this in your Ashby admin dashboard). Lastly, click Authorize

   

Once authorized, the Fireflies configuration panel will open.

⚙ Configure Integration Settings

Step 3: Configure Participant Management to decide how Fireflies handles candidate mapping

You'll see two toggle options:

🆕 Option 1: Create new candidates from meeting participants

• When ON, Fireflies will auto-create a candidate record in Ashby if the participant isn't already in the system.

Ashby distinguishes between candidates and interviewers using the participant’s email domain.

🔁 Option 2: Map notes only to existing candidates

• When ON, Fireflies will only sync notes to candidates already present in Ashby — no new profiles created.

• ✅ Best for later-stage interviews or structured pipelines where all candidates are pre-entered.

You can toggle these based on how much control you want over candidate data creation. You also have an option to test the connection with the sample data

Step 4 (Optional but Recommended) Apply Integration Rules (Business & Enterprise Only)

Available to all Business & Enterprise plan users, integration rules let you control which meetings trigger a sync.

To access:

1. Under your config, click Additional Options

2. Keep the default: All Meetings Or apply filters:

   • By Meeting Title (e.g. “Interview”, “Screening Call”)

   • By Meeting Host

   • By Participants

   • By Meeting Type (internal vs external)

     

Example: Only sync interviews hosted by Jane that include “Interview” in the title.

• You can stack multiple filters with AND/OR logic.
  Example: Only sync meetings hosted by Alex that include “Client Sync” in the title.

  

Step 5: Save & (optional) Rename Your Configuration

Once done, click Save.

You’ll see a success message that your configuration is active.

We recommend:

• ✏ Renaming your configuration for clarity

• ➕ Adding more configs later if you have multiple use cases

👥 Team Integration Settings

Workspace admins can control how the Ashby integration is used across their team. The available options depend on your plan and workspace role.

Click the vertical ellipsis (⋮) next to your Ashby and select Team Permissions from the dropdown list.

Business and Enterprise

If you are a Workspace Admin on a Business or Enterprise plan, you can manage granular Integration Permissions for the integration, including who can access and connect it.

📖 See Integration Permissions: Control Who Can Access and Connect Integrations for detailed instructions on managing integration permissions.

Free and Pro

Free and Pro users do not have access to the full Integration Permissions dashboard. Instead, Team Permissions opens a modal with the available workspace-level settings.

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

  📌Meetings that are set to private in a teammate’s Privacy Settings won’t be pushed to Ashby 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 Ashby configurations. This helps maintain consistent settings and avoid unintended changes.

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

📤 How Notes Appear in Workable Ashby

Notes appear directly inside the candidate’s profile under the Notes section.

Here’s what Fireflies logs:

• 📝 Meeting Title

• 📅 Date & Time

• 👥 Participants (including employees and candidates)

• 🔗 Hyperlinked meeting recording & Notepad

• 📖 Full AI-generated Summary (with clear sections)

• ✅ Action Items at the end

  

⏪ Push Past Meetings to Ashby

Sometimes, the meetings you want in Ashby happened before you connected the integration. Whether you enabled the integration later or want to add older meeting notes to Ashby, Push Past Meetings lets you choose a date range and meeting type, then send those meetings in just a few clicks.

Follow the steps below to push past meetings to Ashby.

1. From the Ashby integration page, click Push past meetings.

   

2. A dialog box will appear. Choose the following:

• Date range → Select the meetings you want to send by choosing Last 7, 14, 30, 60, or 90 days, or specify a custom date range.

  

• Meetings to push → Choose whether to push Meetings I attended, Meetings I organized or joined, or All my meetings.

  

3. Click Push. Fireflies will send the matching meeting notes to Ashby using your existing configuration settings.

   

🧠 Recap

Once connected, Fireflies can automatically:

• ✍ Log structured meeting summaries under the relevant Ashby candidate

• 👥 Create new candidate profiles (optional — you control this!)

• 🔁 Map notes to existing profiles if the candidate is already in your ATS

• 🧠 Apply meeting rules to decide which calls are synced

• 🔗 Hyperlink full meeting records for easier context retrieval

Each note is neatly formatted inside Ashby, with title, date, participants, full summary, and action items — fully searchable and accessible.