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Fireflies.ai Zapier integrationAutomate Fireflies.ai with Zapier.

The Fireflies.ai Zapier integration gives you 2 triggers, 1 action and 3 searches. Both triggers are instant, so a finished meeting or a fresh AI Skill output starts your Zap at once, even on the free plan. You can also send in recordings and pull any meeting back.

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Overview

What the Fireflies.ai Zapier integration actually does

The Fireflies.ai Zapier integration links your Fireflies.ai account to Zapier, so a meeting that has just been transcribed, or a new AI Skill result, can set off work in your other tools without anyone copying notes by hand. Fireflies.ai is not a premium app: the free Zapier plan can run it.

Three results justify the setup. Notes that travel on their own: New Meeting fires as soon as a meeting with its transcript and summary exists, and the next step sends it wherever your team reads. AI outputs put to work: AI Skill fires when Fireflies.ai generates the output of a skill you picked, so that result reaches the right place without anyone forwarding it. Recordings brought in from outside: Upload Audio/Video creates a meeting from a file link, so calls recorded elsewhere get transcribed too.

What Zapier does not do here: there is only one action, so you cannot edit, rename or delete a meeting from a Zap. Nothing writes a transcript back either. The three searches only read, they never change anything. If your plan is mostly to move notes out of Fireflies.ai, that is fine. If you hoped to manage meetings from Zapier, it is not the tool. Our Zapier review covers where the platform shines and where it stops.

Vocabulary

Zapier vocabulary in one minute

Seven words do most of the work on this page. Here they are in plain English.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event to come in.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in an app.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan's allowance is counted in tasks.
Instant vs polling
An instant trigger is reported by the app the moment the event happens. A polling one is checked by Zapier on a fixed timer.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can use what it found.
Cost

What a Fireflies.ai Zap really costs

Zapier bills tasks. Both Fireflies.ai triggers are free, and since they are instant, the interval grid of the plans does not slow them down.

  • TriggerFree, never billed
  • Successful action1 task each
  • Free plan100 tasks a month, two-step Zaps
  • Filter or searchMulti-step Zap, paid plan

Each action that succeeds is one task, and one that fails is not counted. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps: one trigger, one action. That is enough for a Fireflies.ai trigger feeding one other tool. Add a filter or any of the three Fireflies.ai searches and the Zap becomes multi-step, which needs a paid plan. Count one task per meeting for a basic two-step Zap.

Connect

Connect Fireflies.ai to Zapier in 3 steps

  1. 01

    Open your Zapier apps

    Go to the Apps page of your Zapier account and click + Add connection. A connection is your Fireflies.ai account linked to Zapier once, then reused by every Zap that needs it.

  2. 02

    Find Fireflies.ai

    Type Fireflies.ai into the search box of the dialog, select it, and click Add connection. You need a Fireflies.ai account, plus access to any meeting you do not own and want a Zap to read.

  3. 03

    Sign in and grant access

    A new tab opens on Fireflies.ai. Sign in with the account whose meetings the Zaps should see, then grant Zapier access. Every Fireflies.ai step in every Zap can now use this connection.

First Zap

Your first Zap: an AI Skill result, with its meeting attached

GoalA sales manager at a US software startup wants each output of a chosen AI Skill checked against a rule, then paired with the latest meeting so the next steps have both in hand.

  1. 01

    Build: set the trigger

    Create a Zap, pick Fireflies.ai as the app and AI Skill as the event, then choose your connection. In Select AI Skill, pick the skill whose output should start the Zap.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items from your account, so the following steps are mapped on a real AI Skill output rather than on guesswork.

  3. 03

    Add a filter

    Click the plus icon, add Filter and fill three boxes: the field to check, the rule, the value. A text rule for text, a number rule for numbers, or it never lets anything through.

  4. 04

    Add the search

    Add Fireflies.ai again and choose Find Recent Meeting under SEARCH, with or without speaker names and timestamps. Then add Slack and map the output and the meeting into one message.

  5. 05

    Test, then Publish

    Test each step, read what came back, then click Publish. From that moment the Zap reacts to new outputs only. A filter and a search make it multi-step, so a paid plan is needed.

Triggers

Fireflies.ai triggers

2 events start a Zap when something happens in Fireflies.ai, and 2 of them are instant: the app calls Zapier straight away, whatever your plan.

1

AI Skill

Instant trigger

In Zapier“Triggers when a new AI skill output is generated for a meeting”

Starts your Zap whenever Fireflies.ai finishes the output of an AI Skill for a meeting. You choose which skill counts, so a Zap can follow one kind of result and ignore the rest.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a customer success lead who wants every churn-risk summary routed to the account owner while the call is still fresh.
Watch out
Select AI Skill is mandatory, so the skill has to exist in your Fireflies.ai account before you can build this Zap. Build one Zap per skill you want to follow.
2

New Meeting

Instant trigger

In Zapier“Triggers when a new meeting with transcripts and summary is created.”

Hands your Zap every new meeting once its transcript and summary are ready, which makes it the natural starting point for sharing notes.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
a recruiting team that wants each interview transcript filed next to the candidate the moment it exists, with no one chasing it.
Watch out
two options decide what the transcript carries, the speaker names and the timestamps of each section. Set them before testing, so the sample matches what later runs will send.
Actions

The Fireflies.ai action

Fireflies.ai gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Upload Audio/Video

Action

In Zapier“Creates a new meeting in Fireflies to be stored, transcribed, and shared.”

Sends a recording to Fireflies.ai through a file link and creates a new meeting from it, to be stored, transcribed and shared like any other.

When to use it
a podcast producer saves each raw episode file to a public link, and wants a transcript waiting without uploading it by hand.
Watch out
the title and the audio link are mandatory, and the link must point straight at an .mp3, .m4a or .wav file of 100 MB or less.
Searches

Fireflies.ai searches

3 search steps look for data that already exists in Fireflies.ai, so a later step can use it.

A search step finds a meeting that already exists and passes it on. In the editor, searches sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not what you expected.

1

Find Recent Meeting

Search

In Zapier“Gets the most recent user meeting”

Grabs the latest meeting of the connected user, no identifier needed, so a Zap can work on whatever call just ended.

When to use it
an account executive presses a button in another tool after a demo, and wants that demo's transcript fetched without searching for it.
Watch out
latest means latest, so if two calls end close together, check that the meeting returned is the one you meant.
2

Find Meeting by ID

Search

In Zapier“Finds a specific user meeting”

Retrieves one precise meeting from its unique ID, along with its transcript, when you already know exactly which call you want.

When to use it
a meeting ID is stored in a project record, and a later Zap needs that call's transcript to finish a client report.
Watch out
the Meeting ID is mandatory, so an earlier step of the Zap has to carry it; without it the search has nothing to look for.
3

Find Meeting by Details

Search

In Zapier“Searches a Meeting based on provided parameters.”

Looks a meeting up from the details you give it instead of an ID, handy when the Zap knows something about the call but not its identifier.

When to use it
an operations lead receives a request mentioning a call, and the Zap tracks that meeting down from what the request says.
Watch out
several meetings can match loose details, so set the multiple-results option to the behavior you actually want.

The three settings every search exposes

  1. Successful if no search results are found?
    By default, a search that finds nothing stops the Zap and skips the steps that relied on it. Switched on, the Zap carries on with nothing.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. None of the Fireflies.ai searches offers it, so you will not see it here.
  3. If multiple search results are found?
    Three options: keep the first match (the default), stop the Zap, or pass all the matches on at once.
When it breaks

When a Fireflies.ai Zap breaks

Zapier links no help article to Fireflies.ai, so the traps below are the ones every Zap can hit.

Four cases explain most of the surprises, and none of them shows up while you build. If one has already caught you out, our Zapier troubleshooting page walks through the fixes step by step.

  • Past meetings stay behind

    A Zap only reacts to what happens after you publish it. Meetings already in Fireflies.ai are never picked up; moving that backlog is a separate job.

  • The upload that loops

    Upload Audio/Video creates a meeting, and New Meeting watches for new meetings. Chain them in the same account and the Zap sets itself off again and again, burning tasks.

  • A big batch held back

    After a mass upload or a migration, a trigger can suddenly report a huge batch. Zapier's flood protection may hold that batch rather than run it all.

  • The free plan's two steps

    A filter or a search turns the Zap multi-step, and a multi-step Zap needs a paid plan. On the free plan, keep it to one Fireflies.ai trigger and one action.
Need help

Need help automating Fireflies.ai with Zapier?

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FAQ

Fireflies.ai Zapier integration: your questions

01Is the Fireflies.ai Zapier integration free?
Yes, on the Zapier side it can be. Fireflies.ai is not a premium app, so the free plan can use it, with 100 tasks a month and unlimited Zaps. The limit is the shape of the Zap: two steps only, one trigger and one action. As soon as you add a filter, a second action or one of the Fireflies.ai searches, the Zap becomes multi-step and needs a paid plan.
02How many tasks does a Fireflies.ai Zap use?
One task per successful action. The AI Skill and New Meeting triggers cost nothing, however many meetings come in. A Zap that sends each new meeting to one other tool costs one task per meeting. A Zap with two actions costs two per meeting, and so on. An action that fails is not counted, so a step that breaks does not eat into your monthly allowance while you fix it.
03Does Fireflies.ai trigger Zaps in real time?
Yes. Both triggers are instant: Fireflies.ai tells Zapier as soon as the meeting or the AI Skill output exists, and the Zap starts right away. The plan intervals, such as 15 minutes on the free plan, do not apply to them. On the free plan, that means you get the same speed as on the most expensive one, with only the number of steps limited. Only paid plans let you add filters and searches on top.
04What does it take to connect Fireflies.ai to Zapier?
A Fireflies.ai account, and access to any meeting you do not own but want a Zap to read. The connection itself is three moves: add it from the Apps page of Zapier, sign in to Fireflies.ai in the tab that opens, and grant access. Then check the needs of each step, for example an AI Skill already set up in Fireflies.ai before you build a Zap on the AI Skill trigger.
05Why does Upload Audio/Video refuse a file link?
Check the link before anything else, because it has to be a direct file link. Fireflies.ai wants a public address that points straight at the file and ends with its extension: .mp3, .m4a or .wav. The file must also weigh 100 MB or less. A share page that opens a player, a private link, or a video format outside that list will not go through, so test the step with a real link first.
06What if the Fireflies.ai operation that fits is missing?
Then the job has to be split differently. Fireflies.ai exposes one action and three read-only searches on Zapier, so editing or deleting meetings is out of reach from a Zap. One workaround is to let Fireflies.ai trigger the Zap and do the rest in the tool that receives the notes. If that is not enough, comparing what other automation platforms offer for Fireflies.ai is the next step. Write the missing step down precisely before you compare.
07Zapier, Make or n8n for Fireflies.ai?
It depends on the criterion, not on a single winner. Coverage first: Zapier fits when the two triggers, the action and the three searches on this page cover the job, so compare that list with what each platform offers for Fireflies.ai. Then timing: both Fireflies.ai triggers are instant on Zapier, even on the free plan. Then cost: Zapier bills one task per successful action, so count the actions per meeting. Last, who will maintain the automation, and which tool that person already knows.
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