For Insurance Agents ·
What you'll accomplish
By the end of this guide, you'll have Fireflies.ai automatically joining your video calls as a silent note-taker, generating structured call summaries, and optionally pushing those notes directly to your CRM — eliminating 15–25 minutes of manual documentation per call.
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]