For Insurance Agents ·
What you'll accomplish
Fireflies.ai joins your video calls as a silent note-taker, generates structured summaries, and pushes notes directly to your CRM, eliminating 15-25 minutes of manual documentation per call. This guide gets it set up and running automatically.
What you'll need
Go to fireflies.ai. Click Get started free. Sign up with your Google or Microsoft account (this is important: it connects your calendar automatically).
What you should see: You're taken to the Fireflies dashboard with a "Connect to calendar" prompt.
Click Connect Google Calendar or Connect Outlook Calendar. Follow the prompts to give Fireflies read access to your calendar events.
What you should see: Your upcoming meetings appear in the Fireflies dashboard under "Upcoming Meetings."
Why this matters: Fireflies reads your calendar and automatically knows when to join your calls. You don't have to invite it manually.
In the Fireflies dashboard, go to Integrations → click your video platform (Zoom, Google Meet, or Teams). Follow the connection prompts.
For Zoom specifically: go to Settings → Notetaker → toggle on Auto-join Zoom meetings. Fireflies will now join every Zoom call on your calendar as "Fireflies Notetaker."
What you should see: A confirmation that auto-join is enabled. Your next Zoom call will show a Fireflies bot as a meeting participant.
Troubleshooting: If Fireflies doesn't auto-join, check that the calendar event has a Zoom link, and that your Zoom host settings allow external participants.
When the call begins and clients see the Fireflies participant, say: "You may notice a note-taking bot in the meeting. I use it to capture our discussion accurately so I can focus on our conversation rather than writing notes. It's private to my account. Is that okay?" This is good practice and legally required in some states (two-party consent for recording).
After the meeting ends, go to fireflies.ai and open Transcripts. Find the call. Fireflies has generated:
What you should see: A well-organized summary of the conversation with clearly labeled sections.
For your AMS: Copy the summary and paste it into the client's notes field in Applied Epic, HawkSoft, or EZLynx. Review for accuracy before saving.
For CRM integration (Pro plan): Go to Integrations → connect your CRM (Salesforce, HubSpot supported). Fireflies automatically pushes call notes into the matching contact record, no copy-pasting needed.
After a renewal review call:
Format these call notes as a renewal review CRM entry. Include: current coverage reviewed, premium change discussed, client's reaction, any coverage changes requested, and whether we're re-quoting or staying with current carrier. [Paste Fireflies summary]
After a claims follow-up call:
Format these notes as a claims follow-up log entry. Include: current claims status, documents still needed from client, adjuster contact info mentioned, and any outstanding concerns. [Paste Fireflies summary]