Matching a call to a meeting
A call and a meeting days apart are only one thread if something joins them. We match on the participant and the booking, and leave anything ambiguous unlinked rather than guessing.
Integration · Zoom Phone to Fireflies.ai
Zoom Phone and Fireflies integration
Fireflies is already in your meetings and Zoom Phone is already taking your calls, and the two have never met. We connect them so the call that set a meeting and the meeting itself are one thread, and the notes reach whoever has to act on them. It is a one-time setup by our team, not a monthly middleware subscription.
- From $100, one-time setup
- No monthly fees from us
- Tested on your own calls before go-live
Zoom Phone
Fireflies.ai
One call ends in Zoom Phone. In Fireflies.ai:
- A meeting is set on a callZoom Phone, inbound or outbound
- Fireflies records the meetingNotes, trackers, soundbites
- One thread, one ownerCall, meeting and next step
- One-time setup
- From $100
- Monthly fee from us
- $0
- Working days to a written scope
- 2
- Working days to build and test
- 5–10
Got it, thank you.
Check your inbox for a confirmation. We will reply within 2 working days with what we would do and what it would cost.
Same vendor, different worlds
It surprises people that these do not already talk. Zoom Phone is the phone system — queues, auto receptionists, and separate routing for business hours, closed hours and holidays — and Fireflies is the notetaker sitting in the meetings. They cover consecutive halves of the same relationship and share nothing: the call that booked the meeting is in a phone system, the meeting is in a notes tool, and the only thing joining them is somebody’s memory.
Connecting them is mostly about the seams around the meeting rather than the meeting itself. The call that produced the booking is linked to it, so whoever takes the meeting can hear how it came about. The summary and action items go back to the record and to the owner instead of sitting where nobody looks. And a call that comes in after hours — which Zoom Phone routes differently on purpose — produces a follow-up dated to the next working day rather than a task on a Sunday.
- Teams booking meetings by phoneThe booking call travels with the meeting.
- Managers reviewing both stagesCall and meeting reviewed as one story, not two fragments.
- Businesses with out-of-hours callsMissed calls become properly dated follow-ups.
What we connect between Zoom Phone and Fireflies.ai
A typical setup. We adjust each line to how your team uses Zoom Phone and Fireflies.ai.
When this happensThis is what you get
A Zoom Phone call that sets a meetingLinked to that meeting once it is scheduled
A Fireflies meeting summaryWritten back to the record and sent to the follow-up owner
Meeting action itemsTasks for the owner, with the meeting linked
The Zoom Phone recordingLinked from the meeting, so the call is one click away
A missed call outside business hoursLogged and a follow-up task dated to the next working day
A meeting that did not happenFlagged back against the call that booked it
Field mapping, event by event
Each Zoom Phone event and exactly what it writes in Fireflies.ai. Pick an event to see its fields.
1. Trigger · Zoom Phone
When a call ends
Every call made or received in Zoom Phone
2. Action · Fireflies.ai
Log the meeting record
In Fireflies.ai, on the meeting — Where your team already works
Fireflies.ai field
Mapped from
What happens
Activity date
Date time15 Sep, 4:00 pm
Shown in your time zone
Date time15 Sep, 4:00 pm
Shown in your time zone
Call length
Call length3 min 04 s
Stored the way Fireflies.ai expects
Call length3 min 04 s
Stored the way Fireflies.ai expects
Direction
Call directionInbound
Inbound or outbound
Call directionInbound
Inbound or outbound
Call outcome
ResultInterested
Matched to your own list of outcomes
ResultInterested
Matched to your own list of outcomes
Recording
Call recordingPlayable audio
Added once the file is ready
Call recordingPlayable audio
Added once the file is ready
Meeting
Matched by phone number+1 415 555 0142
A new meeting is created only if none match
1. Trigger · Zoom Phone
When an outcome is set
A rep marks how the call went
2. Action · Fireflies.ai
Update the meeting
In Fireflies.ai — Moves one record, not all of them
Fireflies.ai field
Mapped from
What happens
Which meeting
Most recent open meetingNorthwind — 12 seats
On the matching meeting, owned by the rep on the call
Stage
ResultInterested
Looked up in the outcome-to-stage list we agree with you
ResultInterested
Looked up in the outcome-to-stage list we agree with you
1. Trigger · Zoom Phone
When a voicemail is left
Nobody picked up in time
2. Action · Fireflies.ai
Create a follow-up
In Fireflies.ai, for the meeting owner — A call-back nobody forgets
Fireflies.ai field
Mapped from
What happens
Title
Caller number+1 415 555 0142
“Call back” plus the meeting name, or the number if unknown
Caller number+1 415 555 0142
“Call back” plus the meeting name, or the number if unknown
Due
Your follow-up windowWithin 1 hour
Set to how fast your team calls back
Assigned to
Meeting ownerMaria Lopez
Falls back to the rep who was on the line
Meeting ownerMaria Lopez
Falls back to the rep who was on the line
Sample values are made up. The exact fields are agreed with you in your scope.
A one-time setup, not a monthly middleware bill
We are not a middleware. We plan the connection, set it up, test it on your calls and hand it over.
Web Repay integration setup
Middleware subscription
What you pay
One-time setup, from $100 (one-off)
A monthly plan, often priced by tasks or operations
As call volume grows
The same price, no per-task charges
Costs rise with every call that syncs
Who builds and tests it
We do, on your own Zoom Phone calls
Your team builds and maintains every step
Where it runs
In your own Zoom Phone and Fireflies.ai accounts, documented
Inside the middleware vendor’s platform
When something changes
Additional support as needed, when you request it
Your team fixes the broken steps
Where a small connector layer is the most reliable route, we say so in your written scope, set it up in your own account and choose the option with the lowest running cost.
Where Zoom Phone and Fireflies.ai setups usually go wrong
Fireflies covers the meeting
It is a meeting recorder, not a phone recorder. We say plainly which conversations it covers, and link the Zoom Phone recording rather than implying every call is transcribed.
Out of hours is not Sunday
Zoom Phone routes business, closed and holiday hours differently. Follow-ups from out-of-hours calls are dated to the next working day, using the same schedule the phone system already knows.
Access without full Zoom admin
Zoom Phone privileges can be granted through role management without full account admin, so the rest of your Zoom account stays untouched.
How we set it up
- 1
Agree what connects
Which numbers are in scope, what counts as a booking, who owns the follow-up, and where the summary should land. You get a written scope with a fixed one-time price.
- 2
Access for the setup
Zoom Phone privileges through role management, and Fireflies access covering the channels in scope.
- 3
We connect and test
We book a test meeting from a call, run the meeting ourselves, call in after hours, and check the link, the summary, the tasks and their dates.
- 4
Handover
A short document of what is connected. It runs in your own accounts, with no monthly fee from us.
Test call passedEvery field in the table checked
LiveWatched for the first week
What it costs
From
$100 one-time setup
Starting price for connecting Zoom Phone and Fireflies.ai, built and tested. Larger mappings get a fixed quote in writing before we start.
No monthly fee from us. Additional support is available as needed, whenever you request it.
Free download
The integration health check
10 checks to make sure your website, CRM and dialer really are passing information between them.
From the blog
Further reading
Integrations
How to log every call from your dialer in your CRM
Every call on the right contact, with the outcome, the rep and the recording, and nobody typing notes afterwards. What to connect, how to match callers, and what to test.
CRM
Why your CRM is full of duplicates, and how to stop new ones
Duplicates come in through forms, imports, integrations and manual entry. Here is how to clean up what is there, and close the doors so they do not come back.
Dialers
Why fewer people answer your calls: spam labels and caller ID
When answer rates drop, the cause is often a warning label on your caller ID. How US carriers check and label calls, and what you can do about it.
Questions about Zoom Phone and Fireflies.ai
Does Fireflies transcribe Zoom Phone calls?
Fireflies is built for scheduled meetings rather than phone calls. This connection links the Zoom Phone call and its recording to the meeting it produced, so both are reachable from one place.
Who receives the meeting notes?
Whoever owns the follow-up. The summary and action items are written back to the record and sent to that person, rather than staying in a notes tool.
What happens with calls outside business hours?
They are logged, and the follow-up task is dated to the next working day using Zoom Phone’s own business, closed and holiday hours.
Is there a monthly fee?
No. You pay once for the setup. Unlike Zapier, Make and similar middleware subscriptions, there is no monthly or per-task charge from us. Your Zoom Phone and Fireflies plans are unchanged.
Rather talk it through?
Thirty minutes on how your team uses Zoom Phone and Fireflies.ai. You leave knowing what we would build and what it would cost.
Call ended03:04 · inbound
Meeting linkedFollow-up assigned
Call-back taskAssigned to the contact owner