How to invite Fireflies to meetings

This guide demonstrates how to invite Fireflies as a participant in your meetings, so it can transcribe, summarize and capture notes for you.

Prerequesites

Schedule meetings from the calendar connected to your Fireflies account. Fireflies currently supports Google and Outlook Calendar.

Ensure that your video conferencing URL is present on the calendar. Fireflies supports all major platforms like Zoom, Google Meet, Microsoft Teams and more.

There are different ways to invite Fireflies to a meeting.

1. Automatically invite Fireflies to meetings

All meetings

By default, your join setting is set to join all meetings with a web-conf link. This allows Fireflies to join all meetings on your calendar without needing an explicit invite.

Some meetings

If you only want Fireflies to automatically join specific meetings, you can select any of these 3 options and Fireflies will automatically join only those meetings.

Only meetings that I own: Fireflies will automatically join meetings where you’re the host.

Only meetings with @fireflies participants: Fireflies automatically joins internal team meetings

Only meetings with non @fireflies participants : Fireflies automatically joins external meetings e.g: meetings with a client.

2. Manually invite Fireflies to meetings

To invite Fireflies manually, set the join settings to Only when I invite fred@fireflies.ai.

This means, Fireflies will only join meetings to which it has been invited explicitly. There are two ways to manually invite Fireflies.

1. From the calendar guest

Go to the calendar connected to Fireflies. Select a specific meeting where you want Fireflies to join. Click on the "Edit Event" option.

From the guests panel, add "Fred Fireflies AI," and click Save.

2. Add to live meeting

Another way to manually invite Fireflies is to use the Add to live meeting on the dashboard.

Click on add to live meeting and add a link to the meeting. Fireflies will join the meeting.

3. Set the meeting rules - Join rules

Join Rules define conditions under which Fireflies will automatically join your meetings, even overriding general auto-join settings. You can configure Join Rules based on the following criteria:

Meeting titles: Fred will join meetings if the meeting title contains specific keywords or phrases. For example, adding "CEO Sync” “Sales Sync” to your join rules will ensure that Fireflies joins any meeting with these phrases in the title.

Email addresses or domains: Fireflies will also join meetings if participants' email addresses or domains match those specified in the Join Rules. For example, you can add specific email addresses like "manager@company.com" or domains like "@client.com" to ensure Fireflies joins meetings involving these contacts.

How to access Join Rules

Go to the Fireflies web app and click Settings.

Find Join Rules.

Under the Join Rules text box, input keywords in titles and email addresses that you want Fireflies to join.

Related: What are meeting rules?

We hope this guide covers everything you need to know about inviting Fireflies to your meetings. If you have any other questions about using Fireflies, please contact us here.

Prerequesites