Fireflies.ai

Connect Calendar and Meeting Account

Link your Google Calendar or Outlook account so Fireflies knows the schedule of upcoming meetings.

Log in to app.fireflies.ai, go to Settings > Calendar, connect your Google/Outlook account, and grant calendar access permissions.

Double-check the granted access to ensure only the work meeting calendar syncs, not personal calendars.

Configure Bot to Automatically Join Meetings

Enable the feature for Fireflies to automatically join Zoom/Meet/Teams meetings based on the connected schedule.

Go to Settings > Notetaker, turn on Auto-join for all meetings or manually select each type of meeting to record.

Consider enabling auto-join only for internal meetings, disable for sensitive meetings to avoid security issues.

Customize Language and Industry Vocabulary

Set the primary language and add commonly used industry terms or company-specific names.

Go to Settings > Transcription Language, select Vietnamese (or bilingual if the team uses both English), add custom vocabulary in the Custom Vocabulary section.

Add product names, frequently used client names to custom vocabulary to reduce transcription errors with proper names.

Set Up Integration for Automatic Summary Sending

Connect Fireflies with Slack or project management tools to automatically send a summary after each meeting.

Go to Settings > Integrations, connect Slack or Notion, select the channel/workspace to receive automatic summaries.

Create a dedicated Slack channel '#meeting-summaries' so summaries do not get mixed with other chat messages.

Review and Share Action Items After the Meeting

Check the summary and action items the AI extracted before officially assigning them to team members.

Open the meeting transcript on the dashboard, review the Action Items section, edit if necessary, then assign responsible persons directly in Fireflies.

Mark (soundbite) key decision segments to quickly share with those who did not attend instead of sending the entire long recording.