Fireflies.ai Platform Help

Step 1 — Gather context

If references/learnings.md exists, read it first for accumulated platform knowledge.

Ask the user:

1. What's your goal?

   • A) API integration (transcripts → CRM, warehouse, Slack, internal app)
   • B) Webhook setup or signature verification (V1 or V2)
   • C) Plan selection / pricing decision (Free, Pro, Business, Enterprise)
   • D) Bot / auto-join behavior (Fred joining or missing meetings, auto-join toggles)
   • E) AskFred AI, Real-time API, or MCP usage
   • F) Troubleshooting a specific error (auth_failed, rate limit, missing webhook)

2. Who owns the meetings?

   • A) Individual user (personal API key)
   • B) Team-wide (Enterprise Super Admin required for team webhooks)

3. If API integration, destination?

   • A) CRM (HubSpot, Salesforce) native sync
   • B) Warehouse (Snowflake, BigQuery, Redshift)
   • C) Slack / notifications
   • D) Custom app or database

Skip-ahead rule: if the prompt already has enough context, skip to Step 2.

Step 2 — Route or answer directly

Problem domain	Route to
Comparing Fireflies vs Fathom/Avoma/Gong/Otter, picking a note-taker	Run: /sales-note-taker {user's original question}
Reviewing a specific call for coaching or scoring	Run: /sales-call-review {user's original question}
Building a coaching program from call data	Run: /sales-coaching {user's original question}
General CRM integration patterns (iPaaS, Zapier, webhooks) across tools	Run: /sales-integration {user's original question}

Otherwise, answer directly below.

Step 3 — Fireflies platform reference

Read references/platform-guide.md for the full platform reference — modules, pricing, integrations, GraphQL data model, common workflows (CRM sync, warehouse pipeline, HMAC verification, Webhooks V2 migration).

Read references/fireflies-api-reference.md for verbatim GraphQL docs — every query, mutation, webhook schema, and SDK example. Grep for the specific operation you need (e.g., transcripts( or uploadAudio or meeting.summarized) rather than loading the whole file.

Answer the user's question using only the relevant section. Don't dump the full reference.

Step 4 — Actionable guidance

You no longer need the platform guide — focus on the user's specific situation.

• API design rule of thumb: GraphQL means you can request exactly the fields you need. Don't fetch transcript.sentences + audio_url + summary for 100 meetings in one query — GraphQL complexity limits bite. Fetch metadata in one query, then fetch transcripts per-meeting in response to webhooks.
• Webhook choice: For new integrations, use Webhooks V2 (meeting.transcribed + meeting.summarized events, granular subscription). V1 still works but only fires one event and uses a different payload shape.
• Rate-limit sizing: Free/Pro = 50 req/day — barely enough for backfills. Business/Enterprise = 60 req/min — the only realistic tier for a production pipeline. Anything beyond that needs queue-and-retry.
• Team-wide webhooks require Enterprise + Super Admin role. Without those, each user must configure their own webhook — doesn't scale.

If you discover a gotcha, workaround, or tip not covered in references/learnings.md, append it there with today's date.

Gotchas

Best-effort from research — review plan-gated features and integration details before quoting to a customer.

• Webhooks fire only for meeting owners (organizer_email). If a non-owner attendee recorded the meeting via Fred, no webhook fires for them. Team-wide webhooks exist but require Enterprise + Super Admin.
• V1 and V2 webhooks coexist. Both use X-Hub-Signature with sha256=<hex> format, but V1 has one event (Transcription completed) with meetingId/eventType payload, while V2 supports meeting.transcribed and meeting.summarized with meeting_id/event/timestamp. Don't mix consumers.
• meeting.transcribed ≠ meeting.summarized. Transcript is ready before the AI summary is. Subscribe to both if you need action items / notes — or accept a 1-3 minute delay and fetch summary by polling after transcript.
• Free and Pro tiers are capped at 50 API requests per day. A single backfill of 500 historical meetings will hit this hard. Upgrade to Business or Enterprise for a 60 req/min ceiling.
• Add to Live is 3 req per 20 min, Share Meeting is 10 req/hour (up to 50 emails per request) — these are separate from the standard GraphQL limits.
• Upload limits: 200MB audio for all tiers; 100MB video on Free, 1.5GB video on paid tiers.
• Bot auto-join complaints are common — granting calendar access makes Fred auto-join every scheduled call. Users frequently ask how to disable this; point them to the Fireflies dashboard's Auto-join settings (calendar-level and meeting-level).
• API key is user-scoped — it only accesses meetings that user recorded or that were shared to them. For a shared team pipeline, use Super Admin.
• 10-second webhook response SLA on V2. Non-2xx or a timeout marks delivery failed. Do not do heavy processing inside the webhook handler — enqueue and ack immediately.

Related skills

• /sales-note-taker — Note-taker selection + cross-vendor integration patterns (Fathom, Fireflies, Avoma, Gong, Otter, Fellow, Grain, Sembly, Read.ai)
• /sales-fathom — Fathom platform help (REST API, Svix HMAC, OAuth, SDKs, MCP, pricing)
• /sales-call-review — Review a specific call for coaching
• /sales-coaching — Build coaching programs that consume call data
• /sales-integration — General CRM/tool integration patterns (Zapier, webhooks, iPaaS)
• /sales-do — Not sure which skill to use? The router matches any sales objective to the right skill. Install: npx skills add sales-skills/sales --skill sales-do

Examples

Example 1: Transcripts not arriving in Snowflake after webhook event

User says: "My Fireflies webhook fires, but the transcript body is empty when I fetch it. What's wrong?" Skill does:

1. Recognizes the classic "transcribed ≠ summarized" race — V1 webhook fires the moment ASR completes, often before AskFred summary is generated
2. Recommends migrating to Webhooks V2 and subscribing to meeting.summarized instead of (or in addition to) meeting.transcribed — then fetch transcript after summary event
3. Alternative: keep V1 and re-fetch from transcript(id: ...) query 60-180s after the webhook, with exponential backoff
4. Notes that V2 also gives timing-safe signature comparison headers (sha256=<hex> on X-Hub-Signature) — points to the Node/Python examples in references/fireflies-api-reference.md Result: Root-caused the empty-transcript race, with two concrete fixes.

Example 2: Picking a tier for a 30-person sales team with warehouse pipeline

User says: "We have 30 reps doing ~50 calls/week and want every transcript in BigQuery within 5 min. Which Fireflies tier?" Skill does:

1. Rules out Free ($0) and Pro ($10/seat) — both capped at 50 API requests per day, would break on day one of backfill
2. Recommends Business ($19/seat) for the 60 req/min ceiling, unlimited storage, and video recording
3. Flags that team-wide webhooks require Enterprise + Super Admin ($39/seat) — without it, each rep has to configure their own webhook
4. Suggests Enterprise if compliance (HIPAA, custom retention) or SSO/SCIM matters, otherwise Business with a shared team API key from the super-admin
5. Architecture sketch: Webhooks V2 meeting.summarized → Cloud Run → transcripts(id: ...) query → raw JSON to GCS + normalized rows to BigQuery via scheduled load Result: Tier recommendation grounded in both pricing and the team-webhook gotcha.

Example 3: Fred bot joining meetings nobody invited him to

User says: "Fireflies keeps joining meetings I didn't ask it to. How do I stop this?" Skill does:

1. Explains the behavior — granting calendar access causes Fred to auto-join every scheduled meeting by default
2. Points to the Auto-join settings in the Fireflies dashboard: globally toggle off, or per-meeting toggle via calendar event title (#noff, #onff) or direct disable
3. For Teams/Zoom admins wanting to block Fred at org level: remove calendar OAuth scope, block the Fred user in Teams admin center, or use SSO to deprovision
4. Notes this is the #1 user complaint on G2/Reddit — not a bug, a default setting Result: Tactical fix plus org-level block path.

Troubleshooting

Webhook doesn't fire at all

Symptom: A meeting completes, transcript is viewable in the dashboard, but no webhook POST is received. Cause: The webhook is configured under a user account that isn't the meeting owner (organizer_email). Fireflies only fires for the owner. Solution: Either (a) make the user with the configured webhook the organizer of the calendar event, or (b) upgrade to Enterprise and set up a Super Admin team-wide webhook that catches all org meetings regardless of owner. Verify your endpoint accepts POST with Content-Type: application/json and responds 2xx within 10 seconds.

"auth_failed" or 401 on GraphQL calls

Symptom: {"errors": [{"message": "auth_failed"}]} on every request. Cause: Authorization header missing, malformed, or using a rotated/expired key. Solution: Confirm the header is exactly Authorization: Bearer your_api_key (note: word Bearer + space + key). Regenerate the key in dashboard → Integrations → Fireflies API if you suspect rotation. API keys are user-scoped — if you're trying to access a teammate's meetings, you need them shared to your account or a Super Admin key on Enterprise.

Hitting 50 req/day on Free/Pro during a backfill

Symptom: After ~50 requests, every call returns a rate-limit error until the next day. Cause: Free/Pro plans are intentionally capped at 50 requests per day (not per minute). This is not the same as Business's 60 req/min ceiling. Solution: Either upgrade to Business ($19/seat/mo annual) for 60 req/min, or spread the backfill across multiple days using the date_from/date_to filter on transcripts(...). For production pipelines, Business is effectively the minimum viable tier.