How to Integrate HubSpot with Fireflies
Last updated: March 11, 2026
Keeping HubSpot updated should be simple. With the HubSpot + Fireflies integration, your meeting notes, summaries, and transcripts automatically sync 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, transcripts, 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 transcripts
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.
This is only for HubSpot Dialer calls made inside HubSpot. If you also want Fireflies to send meeting data back into HubSpot, choose the second option instead.
Option 2: Send meeting data to HubSpot
Fireflies can automatically add your meeting notes, summaries, transcripts, 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.
Participant & Contact Management
This section helps you decide how Fireflies should handle people who join your meetings.
Create meeting participant as a Contact
Turn this on if you want Fireflies.ai to create a Contact for every new meeting participant automatically.
Leave it off if you prefer only to track people who already exist in your CRM.
Only log meeting data if the contact already exists in CRM
When this is turned on, Fireflies will log meeting data only for existing HubSpot contacts and won’t create new ones.
When off (default), Fireflies will create a new contact if the person isn’t already in HubSpot.
Click on the Continue button when you're ready to move to the next step.
Meeting Logging & Company Mapping
This step helps you choose how much detail Fireflies should send to HubSpot after each meeting.
Log just a note after a meeting ends
This is off by default, which means Fireflies will log both the call and a note (summary + action items).
Turn it on if you only want a simple note added to HubSpot.
Log meeting notes to company
When this is on, Fireflies will also add the meeting notes to the company linked to the contact.
Keep it off if you prefer notes to stay only under the individual contact.
Click Continue when you're ready for the next step.
Task Creation & Pipeline Integration
These options help you decide how Fireflies should organize your follow-ups and deal activity inside HubSpot.
Create tasks from meeting action items
This toggle is off by default. Turn it on if you want Fireflies to automatically create HubSpot tasks whenever action items are found in a meeting.
Log meeting notes under pipeline deals
This toggle is off by default. Turn it on if you want meeting notes added directly to deals in a specific pipeline.
When enabled, you’ll be able to choose the pipeline and the deal stage that fits your workflow.
Click Continue to move forward.
Pipeline & Stage Selection
If you’ve chosen to log meeting notes under deals, this step helps you decide where those notes should go.
Pipeline Selection
Pick the HubSpot pipeline where you want Fireflies to log meeting notes.
ExampleSales Pipeline, Client Onboarding, Renewals, etc.Stage Selection
After choosing a pipeline, select the specific deal stage you want to use.
ExampleAppointment Scheduled, Qualified to Buy, Presentation Scheduled, etc.
Pipelines and deal stages must already exist in HubSpot. If you don’t see your pipeline or stage in the dropdown, create it in HubSpot first and then refresh Fireflies.
Click Continue once you’ve selected the pipeline and stage that fit your workflow.
Create Sample Data in HubSpot
Use this option to send a sample meeting entry into HubSpot so you can preview how your data will appear.
Just click Create Sample Data in HubSpot, and Fireflies will add a test record for you.
Once it looks good, click Continue to move to the final step.
This test won’t affect any real contacts, deals, or workflows in HubSpot — it’s only for checking your 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.
Integration Rules are available on Business or higher plans.
💡 Learn more about our different pricing plans and how to get started.
🗂 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.”
Add multiple keywords separated by commas (e.g., Interview, Client Review, Demo).
👤 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.
You can set up multiple configurations — for example, one for internal meetings and another for client calls.
👥 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.
Click the vertical ellipsis (⋮) next to your HubSpot integration and select Team Options from the dropdown list.
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.
After adjusting the toggles to fit your team’s workflow, click Save to apply the changes.
Use workspace-level settings for confidential or company-wide meetings and personal configurations when team members want to manage their own CRM logging preferences.
🛠 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.
Clear names help you stay organized — especially when you're working with multiple HubSpot configurations across teams or pipelines.
⚙ 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.
This is especially helpful if you have multiple HubSpot configurations (e.g., Sales Pipeline Logging and Customer Success Notes) and only want one active at a time. Fireflies remembers your settings when you turn configurations back on.
🗑 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.
Deleting a configuration stops Fireflies from sending meeting data to HubSpot. Existing records in HubSpot won’t be removed.
📤 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, transcripts, 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.
❌ 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.
Once disconnected, Fireflies will stop pushing all meeting-related data into HubSpot. You can always reconnect later if you decide to resume syncing your conversations.
🛠 Troubleshooting
Issue | What to Check / Do |
Meeting data not showing in HubSpot | • Make sure the HubSpot integration is connected in your Fireflies Integrations page. • Confirm you selected the right configuration (pull vs. push). |
New contact not being created | • Check if Create meeting participant as a Contact is turned ON in your configuration. |
Notes only logging for some contacts | • If Only log meeting data if contact exists is turned ON, Fireflies will not create new contacts. Turn it OFF to allow new contacts. |
Tasks not appearing in HubSpot | • Ensure Create tasks from meeting action items is turned ON. • Check if assigned users have permission to access the contact/deal. |
Pipeline notes not logging | • Verify that Log meeting notes under pipeline deals is enabled. • Make sure the selected pipeline and stage still exist in HubSpot. |
Integration disconnected unexpectedly | • Reconnect HubSpot from the Integrations page. • If you're an admin, check Team Options to ensure settings weren’t updated. |
Permissions errors | • Make sure your HubSpot user has access to the contacts, deals, or tasks Fireflies is trying to update. |
Still stuck? Contact support via this link for more help.
❓ 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
🔄 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.