Team Settings: A complete guide for workspace admins

A larger Fireflies workspace means more teammates, more meetings, and more settings to track. Fireflies brings it all together in Team Settings — one central place to manage teammates, integrations, and security controls.

💡 Why this matters

• These settings apply to every teammate in your workspace

• A well-configured workspace means faster onboarding and fewer questions

• Only admins can access these options

🤝 How Fireflies joins team meetings

When multiple teammates invite Fireflies to the same meeting, Fireflies joins on behalf of the first person who invited it. The meeting access and share settings will follow that person's configurations.

📌 Make sure the first person to invite Fireflies has the correct privacy and share settings configured — these will apply to the entire meeting.

🙋 Manage teammates

Teammates are the users in your Fireflies workspace. As an admin, you can invite new members, manage roles, and organize your team into groups — all from one place.

💡Things to know before you start:

• Each teammate added is billed as an additional seat

• Teammates join at the same subscription tier as the admin

• For teammates added mid-billing cycle, a prorated charge applies

What you can do:

• Invite teammates to your workspace — Add new members and start collaborating right away.

• Re-invite or cancel a pending invite — Manage invites that haven't been accepted yet.

• Deactivate or reactivate a teammate — Control who has active access to your workspace.

• Make a teammate an admin or non-admin — Grant or revoke admin permissions for any teammate.

• Allow teammates to invite others — Let non-admins bring in new members without contacting you.

👥 User Groups

User Groups help you organize teammates into groups to manage meeting access and sharing more efficiently across your workspace.

This feature is available on Business and Enterprise plans only.

📌 Want to create user groups or manage existing ones? Create and manage user groups

🎙 Recording & Privacy settings

Control how Fireflies records meetings and who can access them across your workspace.

📍 Settings → Team → Recording & Privacy

Recording

• Auto-record meetings — Fireflies notetaker will automatically join and record workspace members' calendar events

• Recording format — Control whether audio, transcript, and summary are saved for each meeting

• Capture meeting video — Capture meeting screen and shared content as video

• Auto-delete meetings — Automatically delete workspace members' meetings after a set retention period

Privacy & access

• Meeting privacy — Set default privacy for all new meetings across the workspace

• Public meeting access — Allow anyone to view workspace members' public meetings without logging in

Email notification

• Meeting recap email — Send a recap email to selected recipients after each meeting for workspace members

Recording rules

• Record and restriction rules — Fireflies will record or skip meetings based on keywords, email IDs, or domains in the calendar meeting title. Click Edit to add your rules

🔔 Compliance Notification

Keep meeting participants informed before and during a recording. Admins can control how and when notifications are sent across the workspace.

📍 Settings → Team tab→ Compliance Notification

• Notify participants via email — Send all participants an email 1 hour before a meeting that Fireflies will record it

• Meeting chat notification — Send a message in the meeting chat to let attendees know the meeting is being recorded

For each option, admins can choose to:

• Enable or Disable for all teammates

• Allow teammates to choose their own preference

💡 The meeting chat message can be customized. Click Edit to update the default notification text.

🤖 AI settings

Control how your team creates and uses AI features across the workspace.

📍 Settings → Team tab→ AI settings

AI Skills

• Who can create AI Skills — Choose whether all teammates or only admin can build custom AI Skills in the workspace

• Who can access AI Skills — Control who can customize and use AI Skills created in the workspace

💡 Curious about AI Skills? Learn how to create automated workflows from your meetings.

🎙Live meeting

Control how Fireflies interacts with teammates during a live meeting across the workspace.

📍 Settings → Team → Live meeting

Real-time pane notification

• Real-time pane notification — Share a real-time pane link via email to participants for meetings in the workspace

• Send key takeaways on meeting chat — Action items are sent in the meeting chat 5 minutes before the call ends

Talk to Fireflies

• Interact with Fireflies — Teammates can interact with Fireflies through chat or voice to ask questions or search the web and get instant responses

• Voice triggers — Teammates can say "Hey Fireflies" to activate and ask questions about the current meeting or search the web. Fireflies responds via chat

• Fireflies responds through voice — Fireflies replies to questions via voice instead of chat

💡 Each setting can be enabled for all teammates or set to allow teammates to choose their own preference.

🔌 Integrations

Fireflies connects with the tools your team already uses — so meeting transcripts, notes, and recordings flow directly into your CRM and conferencing tools without manual effort. Admins can manage which integrations are active for the entire workspace and control who can connect them.

📍 Settings → Team tab→ Integrations

Integration permissions

Control who in your workspace can connect integrations:

• All members can connect integrations — every teammate can set up their own

• Only admins can connect integrations — keeps setup centralized and controlled

Team integrations

• Zoom: Automatic transcripts and notes for every Zoom call.

• HubSpot: Automatically send transcript data to HubSpot after every meeting.

• Salesforce: Automatically log calls, transcripts, and notes into Salesforce under the right contacts and accounts.

🧩 Rules Engine (Enterprise only)

Automate how Fireflies handles meetings across your workspace. Set custom rules to route, share, and control privacy for meetings — without manual effort every time.

📍 Settings → Team tab→ IntegrationsRules

Each rule can be configured to control:

• Route — Send meetings to specific channels or user groups

• Share — Automatically share meetings with the right teammates

• Privacy — Set visibility for meetings based on your preferences

• Use Logs History to track all rules activity across your workspace.

📌 Learn how to set up and manage rules. Rules Engine

🔒 Workspace Account

Manage your workspace settings, including storage, security, and account details

📍 Settings → Team tab→ Account

• Edit team name — Click the ✏ icon next to your workspace name, update the name, and click Save to apply the changes

  

• Private storage — Store all meeting transcripts, video, and audio recordings in your own private storage on GCS US West (Los Angeles) instead of Fireflies' default storage

• SAML SSO — Set up SAML-based single sign-on so your team can log in through your company's identity provider. Click Configure to get started.