How to set up your Fireflies account – Fireflies.ai

In this guide, we'll discuss how to configure the following and set up your Fireflies account to ensure the best meeting experience. We’ll cover :

Meeting auto-join settings
Meeting rules
Email recap settings
Privacy settings
Meeting language
Meeting recordings
Meeting compliance
Industry settings
Custom vocabulary
Topic trackers
Invite teammates
Integrations

Meeting auto-join settings

You can set up Fireflies to auto-join the events marked in your calendar. So, whenever a meeting matches your auto-join condition, Fred, the Fireflies bot, will automatically join the meeting for you.

Sign in to your Fireflies account.
Click the drop-down menu below Auto join calendar meetings. You will see four options:
- All meetings with web-conf link
- Only meetings that I own
- Only meetings with @domainname as participant
- Only meetings non-@domainname as participant
Select the type of meetings you want Fred to automatically join.

Turn the toggle against Auto join calendar meetings on.

Meeting rules

Customize your auto-join settings further with Meeting Rules. It lets you set conditions for Fireflies to join or skip meetings based on the meeting title.

Open Settings from the left-side navigation bar.

Scroll down to Meeting Rules. There are two types of meeting rules: Bar rules and Join rules.

Bar rules:

This rule works only if you’ve set Fireflies to join all the meetings with a web-conf link.
Enter the keywords of the meeting titles within the bar rules text box and click Save.
Fireflies detects these keywords and skip auto-joining these meetings.

Join rules:

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

Note: The meeting titles you enter within the Bar rules and Join rules are not case-sensitive.

Related article: How to setup meeting rules on Fireflies

Email recap settings

Set who should automatically receive the meeting transcripts and recaps after the meeting here.

Click on the drop-down menu below Share email recap on the right side of your Fireflies dashboard.
Choose from the four options:
- Send recaps to only me and participants from my team
- Send recaps to only me and participants from @domainname
- Send recaps to everyone on the invite
- Send recaps to only me

Privacy settings

Click Settings on the left-side navigation bar.

Customize who can access your meeting recaps via the link from your options:
- Anyone with link
- Only participants and team-mates
- Only participant
- Only team-mate
- Only you

Privacy setting	What does it mean?
Anyone with link	Anyone with the recording link can view your meeting.
Only Participants and Teammates	Only meeting participants or members in your workspace can view the recap.
Only participant	Only participants who attended the meeting can access the recap.
Only Teammates	Only teammates in your workspace can view the recap
Only you	Only you can view the meeting recap.

Related article: How to configure your email and privacy settings

Meeting language

Set Fireflies to generate the transcript and summaries in the language spoken during your meetings.

Click the language against Meeting language on the right side of your Fireflies dashboard.
Select your preferred language from the list.

Meeting recordings

Record meeting videos by turning on the toggle against this option from the Meeting Settings.

This option is available only in the Business tier.

Meeting compliance

Ensure compliance with call recording practices by notifying the participants before the start of the meeting that the call is being recorded for note-taking and transcription purposes.

In Settings, scroll down to Meeting Compliance.
Turn the toggle switch on and customize the message as required.

Fireflies will inform the participants that the meeting will be recorded for note-taking purposes.

Note: The meeting participants will also get a link to stop Fireflies from recording the call. If at least one participant rejects Fireflies, Fireflies won’t join or capture the meeting.

Industry settings

Fireflies speech models can understand 13+ Industry jargon.
In Settings, move to Industry Settings and select your Industry from the drop-down menu.
This helps enhance the quality of your meeting transcript and summaries.

Custom vocabulary

In the Custom vocabulary section in Settings, add participant names and local phrases that you’d use in your meetings.
This helps Fireflies accurately track those words in your meeting and improve the quality of your transcripts and summaries.

Topic trackers

Topic Trackers lets you track keywords or phrases across all your meetings.

For example, you can set up a topic tracker for Marketing and add keywords like blogs, SEO, Email outreach, and other relevant things related to marketing.

Click Topic Tracker on the navigation bar.

Add the Topic name.

Add all related keywords or phrases you want Fireflies to track under that topic.

Press Enter after each topic.
Click Add after entering all keywords or phrases.

Related article: How to setup topic trackers

Invite teammates

Inivite team members to your workspace to easily collaborate on your recordings

Click Team on the navigation bar.
Click Invite Teammate.

Add email addresses of team members.
Click Invite.

Related article: How to auto-add teammates to your workspace

Integrations

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

Click Integrations on the navigation bar to access them.

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

1. Connect Fireflies with a Dialer

Integrate Fireflies with popular dialers like Aircall or HubSpot dialer.
All your calls and voicemails via these dialers 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.