Summary
Data you can sync
Sync Fireflies AI call summaries and selected call data into Planhat as Conversations
Sync direction
One direction: from Fireflies to Planhat
Sync frequency
Near instant, through webhooks
Who is this article for?
Anyone interested in syncing Fireflies data to Planhat
Article contents
Introduction
The Planhat integration with Fireflies enables automatic logging of AI-enriched call data, synced in as Conversations mapped to the relevant Company and End User(s) within Planhat.
This streamlines Customer Success and Sales processes:
It removes the need for manual note-taking and analysis, saving you time
It enables you and your colleagues to get a full 360-degree view of your customers/prospects, as your meeting data can be viewed and analyzed alongside all other data types in Planhat
In this article we show you what the Fireflies integration looks like, describe the advantages it brings you, and explain how it works.
What is the Fireflies integration?
The Fireflies integration is a "light" integration, which does not have its own pre-built app for you to configure. Setup requires a small amount of work by a Planhat Technical Account Manager (TAM) - we describe the components in "How does the sync work?" below.
Once configured, Fireflies data will be synced into Planhat and saved on the Conversation model, and linked to the appropriate Company and End User(s).
More specifically, when a meeting is processed in Fireflies, Planhat automatically saves this as a new Conversation record as follows:
The subject is set - "Fireflies Meeting" as shown in the screenshot below
The Conversation Type is set to a specific value as defined when the integration is set up - "Demo" in the screenshot below
The "Team Members" field is populated with the Planhat Users (you or your colleagues) who were involved in the meeting
The "Involved Contacts" field is populated with the relevant Planhat End Users (prospects or customers)
The Fireflies URL is added to the "Call Recording" field
The "Description" is populated with a rich HTML-formatted meeting summary:
"Gist"
"Bullet Gist"
"Short Summary"
"Action Items"
"Keywords"
... as shown in the screenshot below
Conversation records created via the Fireflies integration will look similar to this:
(You can click the images above to view them enlarged. The grey boxes are where customer information has been hidden for the image.)
📌 Definitions
CRM data in Planhat is structured into "models", similar to the "objects" you may be familiar with from other tools
"Company" is the model representing businesses/organizations that are your prospects or customers
"End User" is the model representing individual people at those Companies
"Conversation" is the model representing communication ("logged activities"), including emails, tickets, calls and meetings etc.
"Records" correspond to data within those models - e.g. for the Company model, a record could be Apple; for the End User model, a record could be Becky Booth; and for the Conversation model, a record could be a Kick-Off Call with Company X
Why use the Fireflies integration?
The Fireflies integration has many key features and benefits, including:
Fireflies gives you AI-powered meeting analysis - you save time as you don't need to manually write up your own detailed notes after every meeting and extract action points etc.
Meeting data is automatically synced into Planhat (your CRM or CSP) - you do not need to manually copy in notes from Fireflies
You have near-instant visibility into what was discussed on customer/prospect meetings/calls
In Planhat, all your different types of customer/prospect data is centralized together in one place, rather than being split in multiple separate tools, so you have a complete understanding and can act appropriately
In addition to providing the call notes and action points etc. for the Planhat user who was on the call, other team members (e.g. Support) can also view the details to gain context for when they are working with this customer/prospect
How does the Fireflies integration work?
Your Planhat TAM will set this up for you, so you don't need detailed instructions here; this is just to give you an understanding/overview of how the Fireflies integration works.
Within Planhat, the Fireflies integration works via a Custom Automation, and a Custom Connection to Fireflies, both set up within the App Center.
The Automation is triggered by an incoming webhook (from Fireflies). It uses "Execute Function" steps, a Wait step, links to the Fireflies Connection, and ultimately uses a "Call a webhook" step to communicate with the Planhat API and fill in the details on a new Conversation record.
The Conversation record will have its type set to a specific Custom Conversation Type for the Fireflies call, such as "Demo". The Fireflies URL will be added to a custom field ("Call Recording") on the Conversation. The Conversation will also be linked with the appropriate Company / End User(s) in Planhat.
As previously mentioned, the synced call/meeting is saved in Planhat as a new Conversation record. These Conversations can then be found in the usual places that you'll find Conversations in Planhat - e.g. in a Data Table Page built on the Conversation model (which you can apply a suitable filter to, e.g. "Subject contains Fireflies" - shown in the example screenshot below), and in the "Conversations" section at the bottom of the relevant Company Full-Page Profile.
The integration has built-in smart attendee matching to link the Conversation to the relevant customer/prospect in Planhat. This dynamic email address matching logic looks at the "meeting_attendees" property in the Fireflies data, and runs a lookup via Planhat API to find the associated existing Planhat End User(s), and from that the appropriate Planhat Company can also be identified. If a match is not found, fall-back logic can assign the Conversation to a default End User.
Future developments
Potential enhancements to this integration may be added in future:
Bidirectional sync of action items
Fireflies voice ID mapping
Summary customization via prompt tuning