How to Invite the Fireflies AI Notetaker to a Meeting [2026]

There are several ways to invite Fireflies to a meeting, whether you want to automate the process or add it during a live call. This guide shows you how to invite Fireflies to a meeting and covers platform-specific steps for Zoom, Google Meet, Microsoft Teams, and Webex. 

By the end, you'll know which method works best for your meetings using the latest 2026 dashboard.

What Is the Fireflies AI Notetaker?

The Fireflies AI Notetaker is an AI meeting assistant that joins your calls, records conversations, creates real-time transcripts, and generates actionable summaries after every meeting. It appears in your participant list as Fireflies.ai Notetaker and supports Zoom, Google Meet, Microsoft Teams, Webex, and other leading video conferencing platforms.

Once you invite it to a meeting, the Fireflies Notetaker transcribes your conversation as it happens. After the meeting ends, it creates a concise summary with key takeaways, action items, and searchable notes, then saves everything in one workspace for easy access. 

If you're learning how to use Fireflies, this guide walks you through every step, from setup to inviting the assistant into your meetings. For more background, explore how automated meeting notes work, what AI transcription can do, and how AI meeting assistants support productivity beyond note-taking.

How to Invite Fireflies to a Meeting: 4 Ways

You can invite Fireflies to a meeting in four simple ways:

1. Turn on Fireflies Auto Join to let Fireflies join eligible meetings from your connected calendar automatically.
2. Manual calendar invite, by adding fred@fireflies.ai as a guest on the event.
3. Add to Live Meeting from your dashboard for calls already underway.
4. Toggle an upcoming meeting on directly from the dashboard to add Fireflies to a meeting before it starts.

The sections below walk you through each method step by step.

Method 1: Set Up Calendar Auto-Join

Fireflies Auto Join lets you automatically invite Fireflies to a meeting based on your calendar preferences. Connect your Google Calendar or Outlook Calendar, then follow these steps:

1. Open your Fireflies dashboard and click Upcoming on the right to expand the side panel.

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2. Select Calendar meeting settings under Fireflies Notetaker.

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3. Choose your preferred Fireflies Auto Join option:

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The auto-join options explained:

• All meetings with web-conf link: Fireflies joins every calendar event with a supported meeting link.
• Only meetings that I own: Fireflies joins meetings that you host.
• Only meetings with teammates: Fireflies joins meetings that include your teammates.
• Only when I invite fred@fireflies.ai: Fireflies joins only after you add fred@fireflies.ai to the meeting invitation.

You can also open Settings → Recording & Privacy and update your Auto-record meetings preferences from the Personal tab.

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After you save your settings, Fireflies joins eligible meetings at the scheduled start time. If no participant joins within 10 minutes, Fireflies leaves the meeting automatically.

The help center article covers business-plan filtering and other edge cases in more depth.

Method 2: Invite Fireflies Manually With a Calendar Invite

You can invite Fireflies to a meeting manually by setting Fireflies Auto Join to Only when I invite fred@fireflies.ai in your Auto join calendar meetings settings.

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After you select this option, open your Google Calendar or Outlook Calendar event and add fred@fireflies.ai as a guest. Fireflies joins only the meetings that include this invitation, which gives you full control over which calls the Fireflies AI Notetaker attends.

This method works for scheduled meetings. If your meeting has already started, you’ll need to follow Method 3 to add Fireflies to a live meeting instead

Also Read: How to Add Fireflies to a Calendar as a Participant

Method 3: Add Fireflies to a Live Meeting

Forgot to invite Fireflies, or need it for an unplanned call? You can add Fireflies to a live meeting directly from your dashboard.

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Log in, click the Capture button (or its dropdown), and select Add to Live Meeting. Enter a meeting title, paste the meeting link, optionally choose a language, and click Start Capturing. Give it two to three minutes while the Fireflies.ai Notetaker joins.

This works across Zoom, Google Meet, Teams, and other supported platforms, though the host may need to manually invite the Fireflies bot from a waiting room. It uses the same Add to Live Meeting flow on desktop and mobile, making it the fastest way to invite the Fireflies bot to a call already in progress.

Also Read: How to Add Fireflies to an Ongoing Meeting

Method 4: Toggle an Upcoming Meeting From the Dashboard

You can add Fireflies to a meeting directly from the Upcoming Meetings panel on your Fireflies homepage. The panel displays your calendar meetings for the next week. Turn on the toggle next to any meeting to invite Fireflies to a meeting and record it.

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This option applies only to upcoming meetings. To add Fireflies to a live meeting, Method 3 is the one you want.

Also Read: Fireflies Upcoming Meeting Module

Invite Fireflies by Platform

The four methods work everywhere, but a few details differ by platform.

Zoom

You can add Fireflies to Zoom through Fireflies Auto Join, a calendar invite, or Fireflies Add to Live Meeting. If your Zoom meeting uses a password or waiting room, include the password in the calendar invite and admit the Fireflies AI Notetaker if Zoom prompts you. 

For detailed instructions, see invite Fireflies to Zoom. If you're comparing tools, see how to transcribe Zoom meetings generally and this roundup of Zoom notetaker tools. 

Google Meet

Adding Fireflies to Google Meet works the same way as the methods above, whether you set up Fireflies auto-join or use a manual calendar invite.

Google Meet may display Fireflies.ai Notetaker under With potential risks before it joins. Google introduced this prompt as part of its security updates. Whether you auto-join or use Add to Live Meeting, that's how you record Google Meet with Fireflies without a separate setup process. 

For detailed instructions, see record Google Meet with Fireflies and how to add Fireflies to Google Meet.  

For more general options, see how to take meeting notes in Google Meet or this broader guide to recording Google Meet sessions.

Microsoft Teams

To add Fireflies to Microsoft Teams, an admin typically needs to enable guest access and lobby bypass first. After that, adding Fireflies to Microsoft Teams takes the same steps as Zoom or Google Meet.  

For detailed instructions, see how to take meeting notes in Microsoft Teams.

Webex and other platforms

Webex, GoToMeeting, and similar platforms support calendar invites, and Fireflies Add to Live Meeting. You can invite Fireflies to a meeting without additional setup.

Also Read: The Best AI Note Takers for Zoom in 2026 (Free and Paid Options Compared)

Capture Meetings Without the Bot

If you'd rather Fireflies stay in the background entirely, here are your bot-free options, starting with the Fireflies Chrome Extension. 

For a full comparison of every option, see how to record meetings without a bot.

Fireflies Chrome Extension

If you'd rather add Fireflies to Google Meet without a visible participant at all, the Fireflies Chrome Extension records Google Meet calls from your browser, with no Fireflies.ai Notetaker joining as a visible participant. It currently supports Google Meet and now saves recordings that last under three minutes.

If you're looking for how to record Google Meet with Fireflies without inviting the bot, this option works well.

Desktop App

The Desktop App captures system audio in the background, with or without the bot, and displays live transcripts and notes in a floating window. It's available on Mac and Windows for Pro, Business, and Enterprise plans, and works across meetings and other audio sources.

Mobile App

The Fireflies Mobile App records in-person conversations on the go, and lets you add Fireflies to a live meeting straight from your phone.

Upload a file

Already have a recording? Upload an MP3, MP4, WAV, or M4A file, and Fireflies generates a transcript, summary, and action items. 

You can also explore meeting transcription software or compare your options by learning how to take meeting notes.

What Happens After You Invite Fireflies?

After you invite the Fireflies bot, the Fireflies AI Notetaker joins your meeting and appears in the participant list as Fireflies.ai Notetaker. The meeting host may need to admit it from the waiting room. Fireflies then posts a chat message confirming the recording. After the meeting ends, it saves your transcript, AI summary, and action items in your Fireflies Notebook and sends them to your inbox.

That's essentially how the Fireflies Notetaker works. It joins your meeting, transcribes the conversation, and creates a summary automatically after you invite Fireflies to a meeting. Next, learn how to organize meeting notes to keep everything searchable. 

You can also explore how to write a meeting recap for your team, review examples of effective meeting takeaways, and understand how AI meeting minutes differ from a transcript.

Recording Consent and Compliance

Any time you invite Fireflies to a meeting, it stays visible in the participant list for the entire call. Fireflies also sends Meeting Compliance notifications, including an email about an hour before the meeting and a chat message when Fireflies.ai Notetaker joins.

Fireflies does not use customer data to train any AI models. Users own their data. We impose a zero-data retention policy for meeting content with our AI vendors.

How to Stop or Remove Fireflies From a Meeting

You can remove the Fireflies Notetaker directly from the participant list during a call, switch your join settings to manual invite only, or turn off auto-join entirely from Settings > Recording & Privacy. 

The help center guide on disabling auto-join covers each scenario in detail.

Also Read: How to Organize Meeting Notes: 9 Practical Tips [2026]

Start Automating Your Meeting Notes Today

You've now got every way to invite Fireflies to a meeting, from full auto-join to a one-off Add to Live Meeting. Pick what fits your team, and let Fireflies handle the transcript. If you're still weighing options, here's a full breakdown of Fireflies pricing plans.

Ready to stop taking notes by hand? Connect your calendar and let the Fireflies AI Notetaker join, record, and summarize every meeting for you. 

Try Fireflies free.

Frequently Asked Questions

Can I add Fireflies to a meeting that already started?

Yes, you can add Fireflies to a meeting that already started, but not through a calendar invite, since adding fred@fireflies.ai after a meeting begins will not work. Use the Fireflies Add to Live Meeting instead, which brings Fireflies into an ongoing call within two to three minutes.

Do I need to be the host to add Fireflies?

No, you do not need to host the meeting to add Fireflies to a meeting. You only need the meeting link. If the meeting uses a waiting room, the host may need to admit the Fireflies AI Notetaker before it joins.

Which platforms and calendars does Fireflies support?

The platforms that support the Fireflies AI Notetaker include Zoom, Google Meet, Microsoft Teams, Webex, and other major video conferencing tools. Fireflies also connects with Google Calendar and Outlook Calendar. You can add Fireflies to Google Meet or add Fireflies to Microsoft Teams using the same setup process, with guest access enabled when required. You can also invite Fireflies to a meeting through your calendar or the Fireflies dashboard.

Will people know Fireflies is recording?

Yes, people will know that Fireflies is recording. The Fireflies bot appears in the participant list for everyone to see, and Meeting Compliance notifications can email attendees before the call and post a chat message the moment recording starts.

What if Fireflies does not join?

If Fireflies does not join the meeting, check your auto-join settings first, since Fireflies may be set to join only specific meeting types. If you invited it manually, confirm the event has a valid conferencing link and that fred@fireflies.ai was added before the meeting started, not after.

Is Fireflies free?

Yes, Fireflies offers a Free Forever plan with core capture features. Paid plans (Pro) start at $18/user/month (month-to-month) or $10/user/month (billed annually) for teams that want to use Fireflies across more AI Skills, integrations, and storage.