How to Integrate Gem ATS with Fireflies

If you use Gem ATS to manage candidates and your hiring process, this integration helps you automatically add Fireflies meeting notes to candidate records, so interview feedback and recruiting conversations stay organized in one place.

It's perfect for recruiting teams that want to reduce manual updates, keep candidate profiles up to date, and make interview insights easy to review.

Let’s get started 🚀

🔍 What Does the Gem ATS Integration Do?

The Gem ATS integration helps you automatically add Fireflies meeting notes to candidate records. Here's what you can do with it:

• Automatically create new candidate records from meeting participants.

• Add meeting notes to existing candidate records in Gem ATS.

• Use Integration Rules to choose which meetings are added to Gem ATS.

🔑 Prerequisites

Before connecting Gem ATS with Fireflies, make sure you have the following ready:

• Active Gem ATS account → You'll need access to your Gem ATS workspace.

• Fireflies account → Make sure you're logged in to your Fireflies account.

• Gem ATS API key → You'll need a valid API key from Gem ATS to authorize the integration.

  📌 Don't have a Gem ATS API key? Follow the instructions in the Gem API Help Center to enable API access and generate an API key.

Once these are ready, you're all set to connect Gem ATS with Fireflies.

🔗 Connect Gem ATS to Fireflies

Step 1: Log in to your Fireflies account, navigate to the Integrations page, search for Gem ATS, and click it to get started.

Step 2: Click Connect to start the setup.

Step 3: Enter your Gem ATS API Key in the provided field.

📌 Don't have an API key? Follow the instructions in the Gem API Help Center to generate one before continuing.

Step 4: Click Authorize to complete the connection.

Once approved, you'll be redirected back to Fireflies to configure your integration.

⚙ Setting Up Your Configuration

Step 1: Candidate Management

Choose how Fireflies should manage meeting participants in Gem ATS.

• Create new candidates from meeting participants → Enable this option to automatically create a new candidate in Gem ATS when a meeting participant doesn't already exist.

• Only log meeting data if the candidate already exists → Enable this option to send meeting notes only to existing candidates. Fireflies won't create new candidate records.

Once you've chosen your preferred option, click Continue.

Step 2: Test Connection (Create a Sample Meeting)

Before finishing the setup, it's a good idea to verify that everything is working correctly.

• Click Create sample meeting → Fireflies will send a sample meeting note to Gem ATS.

• Open Gem ATS and confirm that the sample note appears under the appropriate candidate record.

Once verified, click Continue to complete the setup.

🧩 Additional Options – Integration Rules

By default, Fireflies sends meeting notes to Gem ATS for every meeting. If you only want certain meetings added to candidate records, Integration Rules let you control exactly which meetings are sent.

🗂 All Meetings

Automatically send meeting notes from every meeting to Gem ATS without applying any filters.

📝 Meeting Title

Only send meeting notes when the meeting title matches the rules you define (Contains, Starts with, Equals, Doesn't Contain).

Example: Add only meetings titled Interview, Candidate Screening, or Hiring Manager Review.

👤 Meeting Host

Choose which meetings are shared based on who hosted the meeting.

• Equals → Only send meeting notes for meetings hosted by john@example.com.

• Not Equal → Send meeting notes for all meetings except those hosted by john@example.com.

👥 Meeting Participants

Choose which meetings are shared based on who attended.

• Contains → Only send meeting notes when sara@example.com attended.

• Doesn't Contain → Exclude meetings that included alex@example.com.

🎥 Meeting Type

Filter meetings by type.

Example: Equals → External → Only external interviews are added to Gem ATS.

⏱ Meeting Duration

Filter notes based on how long the meeting lasted.

• 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.

🔀 Apply Multiple Filters

Combine filters for more precise note saving.

Example: Title contains “Interview” AND host is john@example.com.

Rules can use AND (all conditions must match) or OR (any condition matches).

You can view all the filters currently applied to your configuration. In this example, meeting notes will only be sent to Gem ATS that match all of the selected conditions.

✅ Example applied: Title contains "Client Review", host = "John", participant = "Mary", type = "External", and meeting duration is longer than 30 minutes.

💾 Save Your Configuration

Click Save to activate the integration - a flash message will confirm that your configuration has been successfully added.

👥 Team Options

If you want candidate records to be updated consistently across your organization, Team Options lets workspace admins control how the Gem ATS integration is used.

1. Click the vertical ellipsis (⋮) next to your Gem ATS integration and select Team Options.

2. A modal window will appear with these options:

• Apply to entire workspace → Toggle this ON to apply the integration across your Fireflies workspace. Meeting notes from team meetings accessible by the admin will be added to Gem ATS candidate records, keeping everything centralized.

📌 Meetings marked as private in a teammate's Privacy Settings won't be added unless you're a Super Admin with access to all meetings.

• Restrict non-admin usage → Toggle this ON to prevent non-admin members from creating their own Gem ATS integration configurations. This helps maintain a consistent recruiting workflow across your organization.

3. After adjusting the settings, click Save to apply the changes.

🛠 Manage Configuration

As your hiring workflow evolves, you may need to update your Gem ATS integration -for example, to rename a configuration, update integration rules, or remove configurations you no longer use.

• 📝 Edit Configuration Name → Give each Gem ATS configuration a clear, descriptive name so it's easy to recognize. Click the configuration name (for example, Default Configuration), type a new name (such as Candidate Interview Notes), and click outside the field to save.

  

• ⚙ Edit Configuration Settings → Need to update your integration rules or settings? Click the vertical ellipsis (⋮) next to a configuration, select Edit, update the settings, and click Update to save your changes.

  

• 🔘 Enable or Disable a Configuration → Use the toggle next to a configuration to quickly control it. Toggle ON to allow Fireflies to send meeting notes to Gem ATS; toggle OFF to pause the integration without deleting it.

  💡 This is helpful if you have multiple configurations and only want one active at a time.

  

• 🗑 Delete Configuration → If a configuration is no longer needed (for example, you no longer want meeting notes added to Gem ATS), click the vertical ellipsis (⋮) next to the configuration, select Delete, and confirm.

  📌 Deleting a configuration stops Fireflies from sending meeting notes to Gem ATS, so make sure it's no longer needed before removing it.

  

📤 How Meeting Notes Appear in Gem ATS

Once connected, Fireflies automatically adds meeting notes to the corresponding candidate record in Gem ATS after each meeting, including the meeting summary, action items, and a link to the full meeting in Fireflies.

This keeps candidate conversations organized and makes it easy for recruiters to review interview insights in one place.

❌ Disconnect Integration

If you no longer need Fireflies connected to Gem ATS - for example, if you're changing recruiting tools or no longer want meeting notes added to candidate records, you can disconnect the integration at any time.

Click Disconnect to remove the Gem ATS integration. This immediately ends the connection, and Fireflies will stop adding meeting notes to candidate records in Gem ATS.

🛠 Troubleshooting

❓ Frequently Asked Questions

1. Can I create multiple Gem ATS configurations?

Yes. Click + Add Configuration to create multiple configurations for different recruiting workflows or hiring teams.

2. Why aren't meeting notes appearing in Gem ATS?

Make sure the integration is connected, your API key is valid, and the configuration is enabled.

3. Can I control which meetings are added to Gem ATS?

Yes. Use Integration Rules to filter meetings by title, host, participants, meeting type, or meeting duration.

🔄 Recap

The Fireflies + Gem ATS integration helps you automatically add meeting notes to candidate records.

• Add meeting notes to Gem ATS automatically.

• Create new candidate records from meeting participants.

• Use Integration Rules to control which meetings are added.

• Manage multiple configurations for different recruiting workflows.

📚 Related Guides

Want to explore more integrations with Fireflies?

• ATS & CRM Integrations → Explore all supported integrations

• Integration Rules Engine → Understand how to control which meetings sync across integrations

• AI Meeting Summaries Guide → Understand how Fireflies captures, summarizes, and organizes meeting takeaways.