How to Set Up Fireflies.ai for Your Team

By the end of this guide your team will share one Fireflies.ai workspace. Teammates will be invited, and you will have chosen which meetings Fireflies joins. For the bigger picture, see how to record and summarize meetings with AI.

Before you start

Choose one admin who will invite people and set the recording rules. Everyone who joins needs a Google or Outlook calendar, because Fireflies reads the calendar to find meetings. Meetings must include a video link such as Zoom, Meet or Teams.

The pricing page lists these plans. Prices are per seat per month.

Plan	What it adds for a team	Price as listed
Free	Unlimited transcription with limited AI summaries and 400 minutes of storage per team	$0
Pro	Unlimited AI summaries, video recording, 8,000 minutes of storage per seat	$10 billed annually, or $18 monthly
Business	Unlimited storage, team analytics for admins, user groups, conversation intelligence	$19 billed annually, or $29 monthly
Enterprise	Rules engine, SSO and SCIM, audit logs, custom data retention, super admin role	$39, annual only

Check the pricing page for what is current before you buy.

Create the account and workspace

1. Sign up for Fireflies with the work email of the admin.
2. Connect your Google or Outlook calendar, since Fireflies uses it to know which meetings to look for.
3. Open Settings from the Fireflies Home page to review Meeting Settings.

The first person who signs up becomes the person who builds the workspace. Everyone else joins through an invite so their meetings land in the same place.

Invite your team

Fireflies explains this in its invite article.

1. Click Settings from the left navigation, select the Team tab, and click Teammates and groups. You can also click your profile menu and select My Team.
2. Click Invite Teammate.
3. Enter one or more email addresses separated by commas, then click Send Invite. You can instead click Copy link and share it.
4. Tell each person to open the email, click Join Team, and then click Accept Invitation.

Fireflies also suggests teammates from your company domain under Recommended people for you. This works only for business domains, not personal ones such as gmail.com. Each teammate you add counts as one billable seat.

Set the admin and data settings

Open Advanced Settings on the Members and Groups page. Fireflies describes these two switches in its team settings article.

• Allow non-admin teammates to invite users. Off by default. Turn it on only if you want every teammate to send invitations.
• Automatically add your domain users. Each new user added this way takes a paid seat.

Admins can also re-invite teammates who have not joined, and remove teammates, from the Team Members tab. Business adds user groups and team analytics. Enterprise adds a super admin role and custom data retention.

On data, Fireflies’ security page says you own your data and that it does not train on it by default. It lists SOC 2 Type II, GDPR and HIPAA compliance. HIPAA terms are available on Enterprise with Private Storage. Share this with staff before they record client calls.

Connect your other apps

The pricing page says Pro and Business include integrations. It lists Zoom, Google Meet and Teams as the meeting platforms. Fireflies has pages for each integration, so follow the vendor’s linked guide for the tool you use, such as your CRM or Slack.

The calendar connection is the one that matters on day one. Fireflies says it needs a Google or Outlook calendar that is already connected, and a video link in the invite.

Tasks to try first

These recipes use Fireflies’ own settings. Fireflies describes them in its meeting invite article.

Join only meetings with teammates

Use this for internal check-ins you want in the workspace.

1. Fireflies Home > Settings > Meeting Settings
2. Auto-join calendar meetings: On
3. Auto-join calendar meetings dropdown: Only meetings with teammates

Always record client calls

Use this when a client domain should always be captured. Recording Rules override your general join settings.

1. Settings > Recording & Privacy > Recording Rules
2. + Record Rules
3. Email id or domains: @client.com
4. Title keywords: project update (optional)
5. Save

Add Fireflies to a call already in progress

Use this when someone forgot to invite it.

1. Capture > Add to live meeting
2. Meeting title: [meeting name]
3. Meeting link: [paste the Zoom, Meet or Teams link]
4. Start Capturing (wait 2-3 minutes)

Common problems

Fireflies’ invite article says the notetaker will not join if you add its address after a meeting has started. It joins at the scheduled start time and waits up to 10 minutes for someone else, then leaves if no one arrives. If an invitation email is missing, ask the teammate to check Spam or Promotions.