How to Use Fireflies.ai: Meeting Intelligence Guide 2026

Updated June 2026 · 8 min read

Fireflies.ai records, transcribes, and analyzes your meetings — then pushes action items directly into your CRM or task manager. This guide covers setup through getting full value from every meeting.

💰 Pricing

Free plan: 800 minutes of storage, limited transcription. Pro: $10/month for unlimited transcription. Business: $19/month for CRM integrations.

🚀 How to Get Started

Create a Fireflies account

Go to fireflies.ai and sign up with Google or email. Connect your Google Calendar or Outlook to let Fireflies join your meetings automatically.

Invite Fred to your meetings

Fireflies' AI bot is named Fred. When you create a meeting invite, Fred's email (fred@fireflies.ai) can be added as a participant — or Fireflies joins automatically via calendar sync.

Let Fred record and transcribe

Fred joins your meeting, records it, and generates a full transcript with speaker labels within minutes of the meeting ending.

Review the AI summary

After each meeting, Fireflies generates a summary with: topics discussed, action items, and key questions. Review and share with attendees.

Connect your CRM

On Business plan, connect Salesforce, HubSpot, or Pipedrive. Fireflies automatically logs meeting summaries and action items into the relevant CRM record.

💡 Pro Tips

Use the search feature Search across all your past meetings by keyword. 'Find every meeting where we discussed pricing' — Fireflies locates the exact moment in every transcript.

Set up Smart Trackers Define custom trackers (keywords or phrases you want flagged): competitor names, pricing objections, feature requests. Fireflies highlights these in every transcript automatically.

Share clips, not full recordings Fireflies lets you create shareable clips from specific moments in a meeting. Better than sharing a 1-hour recording when you just need the 3-minute decision moment.

❓ FAQ

Is Fireflies better than Otter.ai?

Fireflies has stronger CRM integrations — better for sales teams. Otter has a more accessible free plan. Both are excellent for general meeting transcription. See our productivity tools guide.

Is Fireflies free?

Free plan includes 800 minutes of storage. Unlimited transcription is $10/month on Pro.

Does Fireflies work with Zoom, Teams, and Meet?

Yes — Fireflies integrates with Zoom, Microsoft Teams, Google Meet, Webex, and most other major video conferencing platforms.

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