For Project Management Specialists ·
What you'll accomplish
By the end of this guide, you'll have Fireflies.ai automatically attending all your project meetings — on Zoom, Teams, or Google Meet — transcribing everything, and delivering a structured summary with action items to your inbox within minutes of each call ending. If you run 5+ meetings a week, this recovers nearly a full workday of documentation time.
What you'll need
What you should see: A list of your upcoming calendar meetings on the left side. Each one has a toggle to "Add Fred" (Fireflies' bot is named Fred) to that meeting.
Troubleshooting: If your calendar isn't showing meetings, go to Settings → Integrations → Calendar and authorize Fireflies to read your calendar. It needs read access to send the bot to the right meetings.
What you should see: Your next 7 days of meetings listed, each with a "Join call" toggle.
Rather than manually adding Fireflies to each meeting, set it to join automatically:
What you should see: "Auto-join enabled" confirmation. From this point, Fireflies' bot ("Fred from Fireflies") will join every meeting on your calendar automatically.
Troubleshooting: If you have meetings you don't want recorded (1-on-1s, HR discussions), toggle off auto-join and manually add Fred only to project meetings. Or use the "Only join meetings I organize" setting.
Set up a test meeting with yourself or a colleague:
What you should see: An email from Fireflies with subject "Meeting Recap: [your meeting name]" containing the transcript, a summary, and action items.
Troubleshooting: If Fred doesn't join, check that the calendar integration is authorized and the meeting link is in the calendar invite. Fred joins via the meeting link — it can't join a meeting with only a dial-in number.
Open the email recap:
Customize notifications in Settings:
Once you have the transcript in Fireflies, you can ask the AI questions about any meeting:
Post-meeting catch-up: "Summarize the key decisions made in this meeting in 3 bullet points."
Before-meeting prep: Go to a past meeting's transcript and ask: "What commitments did [vendor name] make in our last call that we should follow up on?"
Risk tracking: "What risks or blockers were mentioned in this meeting? Who owns each one?"
Client communication: "Based on this meeting transcript, draft a brief follow-up email to the client summarizing what was discussed and what we're doing next."
Action item verification: "Were all action items from last week's meeting addressed in this meeting? What's still open?"