How to Set Up Fireflies Before a Meeting – Fireflies.ai

In this article, we will cover all the steps you need to set up your Fireflies account before the meeting.

Setting up your account before the meeting - Checklists

In this section, we will cover all the steps you need to set up your Fireflies account before the meeting.

1. Configure the meeting auto-join settings and recap

Auto-Join Settings

You can set which meetings Fireflies should join by accessing the meeting auto-join settings on the right-hand side of your Fireflies dashboard.

There are five types of auto-join settings. Let’s explore what each setting means:

Autojoin setting	What does it mean?
Join all calendar events with web-conf link	Fireflies automatically joins and records all the meetings you attend or host.
Join only calendar events that I own	Fireflies automatically joins and records only the meetings you host.
Join calendar events only when I invite fred@fireflies.ai	Fireflies joins and records calls only when invited manually from the Calendar or Dashboard
Join only internal events with CompanyDomain.com teammates	Fireflies will automatically record all internal meetings (all participants in your organization) e.g: Weekly Team Meetings, 1:1, etc.
Join only external events with non-CompanyDomain.com teammates	Fireflies will automatically record all meetings with external participants (participants NOT in your organization) e.g: Sales Demos, Customer Meetings etc.

Note: Our system will detect which meetings are with teammates and which meetings are with external folks based on the email domains of the other participants on the meeting invite.

Email Recap Settings:

You can configure your email settings and set who should receive the meeting transcripts and recaps after the meeting. Here are the various options.

Email Settings	What does it mean?
Send recaps to me and participants from my team	Fireflies will send the recap email to only you and participants who belong to your workspace
Send recaps to only me and participants from corporate email id	Fireflies will send the recap email to only you and participants who have a corporate email id
Send recaps to everyone on the invite	Fireflies will send recaps to all participants who joined your meeting link
Send recaps only to me	Fireflies will send the meeting recap only to you

To know more about how to configure your auto-join settings, here is the support article to help you.

2. Preferred language:

You can go to the Fireflies Settings and select the Meeting Language spoken during your meetings. Fireflies will then transcribe your meetings in that language.

We support over thirty-two different languages including German, French, Italian, Portuguese, Spanish, and Dutch.

Related article: What languages do Fireflies support?

3. Privacy settings

Within settings, you can customize who can view the meeting recap links from your Fireflies dashboard.

This is useful when you want to hide specific meetings (e.g: Internal meetings or Appraisal reviews) from the view of specific teammates.

Privacy setting	What does it mean?
Anyone with link	Anyone who has your meeting link can view your meeting.
Only participants and team-mates	Only meeting participants or members with your same workspace email can view your meeting
Only participant	Only participants who attended your meeting will be able to view the meeting
Only team-mate	Only teammates with your same workspace email will be able to view the meeting
Only you	Only you- the meeting host will be able to view the meeting

4. Meeting recordings(video)

You can record meeting videos by enabling this option from the setting. This option is available only in the Business tier.

5. Meeting Rules

The Meeting rules lets Fireflies join or skip meetings based on the Meeting titles. It works based on the join settings you’ve chosen. There are two types of meeting rules:

Bar rule:

This rule works only if you’ve set Fireflies to join all the meetings with a web-conf link.
You can enter the keywords of the meeting titles within the bar rules text box and click on Save. When Fireflies detects these keywords it will automatically skip these meetings.

Join rule:

This rule works for all the auto-join rules except for the primary auto-join setting ( join all the meetings with a web-conf link).

You can enter the keywords of the meeting titles within the join rule text box and click on Save. When Fireflies detects these keywords in the meeting titles, it will join those meetings.

Related article: How to setup meeting rules on Fireflies

6. Meeting compliance msg

Meeting compliance lets you notify the participants before the start of the meeting that the call is being recorded for note-taking and transcription purposes.

You can customize the compliance notification message. When you toggle it on, Fireflies will inform the participants that the meeting will be recorded for note-taking purposes.
Participants also get a link to opt out of having Fireflies attend the call. If at least one participant opts out, Fireflies won’t join or capture the meeting.

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7. Industry settings

Fireflies has speech models that understand 13+ Industry jargon. You can pick from any of these Industry settings options and let Fireflies optimize the speech model for your industry.

8. Custom Vocabulary

You can improve your transcript quality by adding custom vocabulary. You can add participant names and local phrases that you’d use in your meetings and let Fireflies accurately track those words in your meeting.

9. Set Topic trackers & voice commands

The topic tracker lets you track keywords spoken during your meeting. For example, if you are having a call with your marketing team, you can create a marketing topic tracker to track all the marketing-related keywords.

So, whenever, words like SEO, blogs, or Email outreach are mentioned in the call, Fireflies will be able to track it in your calls.

Related article: How to setup topic trackers

10. Invite Teammates

You can invite team members to your workspace by going to Team and clicking on the invite members button.

You can also go to the Team Settings option and configure Fireflies meeting settings for your entire team.

11. Set Integrations

Integrations let you connect Fireflies with all major diallers, project management tools, video conferencing apps, storage apps, CRM, and many more.

Here are some integrations you can try as you get started with Fireflies.

1. Connect Fireflies with a Dialer

You can integrate Fireflies with any popular dialler like Aircall or Hubspot dialler. All your calls and voicemails will be recorded, transcribed, and organized within your Fireflies Notebook.

Related article: How to integrate Fireflies with Aircall

Note:

If you’ve integrated Fireflies with a CRM like Hubspot, Fireflies can automatically log the call notes under the same contact in Hubspot after the call is over.
If no phone number is available, Fireflies will create a new contact with the lead's name and phone number in Hubspot.

2. Connect Fireflies with a CRM tool

You can connect Fireflies with CRMs like Hubspot, Salesforce, FreshSales, Pipedrive, and more.

Note:

Your meeting notes will automatically be logged under the corresponding contact in Hubspot.
New contacts are created only for participants that are outside of your domain. All meetings with internal domain participants are logged under fred@fireflies.ai.

3. Connect Fireflies with Project management tools

You can connect Fireflies with Project management tools like Asana, Trello, Monday.com, Notion and use voice commands to automate workflows, create tasks, or push meeting notes.

Related article: How to integrate Asana with Fireflies

4. Connect Fireflies with Zapier

In addition to these integrations, Fireflies also integrates with Zapier to create a smooth workflow between your favorite apps.
These Fireflies Zapier workflows minimize switching between apps, thereby improving productivity by automating meeting workflows. You can do the following Zapier integration workflows:

1. 1. Transcribe video files & video recordings using Fireflies + Zapier
  2. Integrating telephony/dialers with Fireflies (for Pro/Business Tier)
  3. Transcribe calls from the RingCentral dialer instantly with Fireflies
  4. Integrate your CRM with Fireflies

Hope this article, helped you set up your Fireflies account before the meeting. Next, go ahead and invite Fireflies to your meetings.

If you've any doubts about getting started with Fireflies, feel free to drop us an email at support@fireflies.ai .