To set up the Fireflies Zoom integration, open Integrations in Fireflies, find Zoom, click Connect and sign in to Zoom. Fireflies then sends its notetaker, Fred, into your Zoom calls from your calendar, and sends the notes and summary after. You can also upload a Zoom recording by hand. Where it stops: Fireflies asks you to turn off Zoom's waiting room and sign-in rule, a host who isn't on Fireflies has to let it record, people who dial in by phone aren't heard, and some companies and schools block notetakers. The notes still need someone to act on them. AI agents do that part.
What the Fireflies Zoom integration has to do
Most client calls happen on Zoom. If nobody writes down what was said, the promises made on the call live in one person's head. Fireflies joins the call, records it, and writes the transcript, a summary and the action items.
So connected has to mean two things. Fireflies has to get into each call that matters, with no one clicking to let it in. And the notes have to reach the people who do the work: the next step in the CRM, the task for the team, the email to the client. Fireflies does the first part well when Zoom is set up for it.
Three ways to use Fireflies with Zoom
Most teams use the first two together. The third is for calls Fireflies wasn't in.
Connect Zoom in Fireflies
- How it works
- In Fireflies, you open Integrations, find Zoom, click Connect and sign in to Zoom. Fireflies says this lets Fred join your calls with no host approval and start recording at once. A workspace admin can turn on Enable Integration for Team so it works for the whole team.
- Good for
- Teams who host most of their own Zoom calls and want each one recorded.
- Where it breaks
- Fireflies' own guide still asks a Zoom admin to turn off the waiting room and the rule that only signed-in users can join, and to allow joining before the host. When the host isn't a Fireflies user, they get a request to record, and if they decline, the call isn't recorded.
Auto-join from your calendar
- How it works
- Fireflies reads your Google or Outlook calendar and sends Fred to meetings with a Zoom link. Under Settings, Meeting Settings, Auto-join calendar meetings, you set it to join all meetings with a link, only ones you own, only ones with teammates, or only when you invite fred@fireflies.ai.
- Good for
- People with many calls a week who don't want to invite Fred each time.
- Where it breaks
- Fireflies says joining a meeting is not the same as capturing it. Fred can join and record nothing if auto-record is off, the call doesn't match your Recording Rules, Fred is let in late, or the host removes it. A meeting with no web link in the invite is skipped.
Upload a Zoom recording
- How it works
- If Fred wasn't in a call, you save the Zoom recording, then in Fireflies open Meetings, then Uploads, add the file, set the language and upload it.
- Good for
- One-off calls, or calls where the client didn't want a bot in the room.
- Where it breaks
- It is by hand, one file at a time. Fireflies lists a 150 minute limit on each file and a smaller video size on the free plan, and no recap is made for a recording under 3 minutes.
Arkeo agents
- How it works
- Agents read each call's transcript and action items in Fireflies, send who owes what to the team the same day, update the deal in your CRM, put the tasks where your team works, and check the next week that each one got done.
- Good for
- Teams with client calls all week, where a promise made on a call and then forgotten costs a client.
- Where it breaks
- Anything your rules keep for a person, like a reply to an upset client or a price, goes to the owner in one message.
How to set up the Fireflies AI Zoom integration
These follow Fireflies' own guides. Open them for the screens.
- 1Connect Zoom in Fireflies
In Fireflies, select Integrations on the left, find the Zoom tile and click Connect. Sign in to Zoom and click Allow. If you are a workspace admin, turn on Enable Integration for Team and click Save.
- 2
Have a Zoom admin set the meeting settingsIn Zoom's settings, under Meeting and Security, Fireflies asks to turn off the waiting room and Only authenticated users can join from Web client, and to turn on Allow participants to join before host. Turn off end-to-end encryption, which blocks recording.
- 3Make new meeting links after the change
Zoom puts its settings into a link when the link is made. Fireflies says to make the link again for meetings you set up before you changed them.
- 4Set which meetings Fred joins
Go to Settings, then Meeting Settings, and set Auto-join calendar meetings. Add Recording Rules if some calls, like interviews or a certain client, should be skipped.
- 5
Test one call
Set up a short Zoom call with a teammate. Check that Fred joins, that Zoom shows the recording notice, and that the notes land in your Fireflies Notebook and inbox after.
Where the Fireflies Zoom integration stops
Fireflies gets the call on record. Getting into each call, and doing something with the notes, is still on your team.
It asks you to loosen Zoom's security settings. Fireflies' guides say strict Zoom settings are the most common reason it misses a meeting, and ask a Zoom admin to turn off the waiting room and the sign-in rule. Those are the settings that keep unwanted guests and bots out of a call.
Other people's calls are up to them. When the host isn't a Fireflies user, Zoom asks the host to let Fred record, and if they say no, Fireflies records nothing. Fireflies also says it can't hear people who join by phone. In a Zoom Community thread with 20 replies, admins ask how to keep AI notetakers like Fireflies out, and a reply passed on from Zoom support says to turn the app off for the account and keep the waiting room on. Stevens Institute of Technology turned off Fireflies and Otter.ai in the Zoom meetings its people host, from May 2025.
Joining isn't recording. Fireflies' auto-join guide lists the ways Fred can sit in a call and capture nothing: auto-record off, a Recording Rule that doesn't match, a late admit, or a host who removes it. Unless someone looks for the notes, nobody finds out.
And the notes are not the work. The summary lists the action items. Someone still has to move the deal, make the tasks, send the client the follow-up, and check next week that it was done.
The agents that do it
Each agent does one job from start to finish, in your own Fireflies and Zoom. Your team talks to them in Slack or Teams.
What was agreed on the call actually happens.
- Reads the summary and action itemsafter each call
- Adds the tasks to your project toolsame day
- Sends the client a short recapsame day
Your CRM matches what was said on the call.
- Reads who was on the call and what was agreedafter each call
- Updates the deal and contacts in your CRMsame day
- Flags deals with no next stepevery Monday
Consultants coached after each call.
- Reads each client callafter the call
- Scores it on your firm's standardper call
- Sends a private review to the consultantwithin an hour
Questions
Is my customers' information safe?
Yes. Agents work in your own Fireflies and Zoom and see only what their job needs. Customer details never go into public AI. Agents connect to AI through business-grade connections audited under SOC 2.
How do I add Fireflies to a Zoom meeting?
Connect Zoom under Integrations in Fireflies and set Auto-join calendar meetings, so Fred joins calls with a Zoom link on your calendar. Or add fred@fireflies.ai to the calendar invite, with the Zoom link and any passcode in it.
Why didn't Fireflies record my Zoom meeting?
Fireflies lists the common causes: the waiting room was on and nobody let Fred in, the meeting had no web link in the invite, it didn't match your auto-join setting or Recording Rules, auto-record was off, or the host said no or removed it.
Can the host stop Fireflies from recording?
Yes. If the host isn't a Fireflies user, Zoom asks them to allow the recording, and Fireflies says that if the host declines, the meeting isn't recorded. Hosts can also remove Fred from the call.
What does it cost?
You get the price on the call, along with the hours it saves your team.