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Fireflies

The Fireflies integration brings meeting transcripts and AI notes into Mokapen automatically. When a call is processed in Fireflies, Mokapen can create a document, a note, or keep only the meeting URL, and — when possible — link the result to the matching appointment already on your calendar.

This is designed for sales and customer success teams who already record calls in Fireflies and want the outcome (summary, action items, full dialogue) available next to the CRM appointment, without exporting files by hand.

General integrations overview: Integrations.

Requirements

• A Mokapen plan that includes the Fireflies integration (Premium — medal icon on the page if not available on your plan).
• An active Fireflies account with permission to create API keys and/or webhooks.
• Optional but recommended: Google Calendar or Outlook Calendar synced with Mokapen, so appointments can be matched by calendar event id or meeting URL.

Connecting

Unlike OAuth calendar apps, Fireflies connects with an API key. You paste the key once in Mokapen, then configure the webhook that notifies Mokapen when a transcript is ready.

1. User menu → Integrations → Fireflies.
2. Click Sync / Connect (requires an adequate Premium plan).
3. Create or copy your API key from Fireflies (developer documentation).
4. Paste the key in Mokapen and confirm Connect.
5. When the link succeeds, the page shows the connected account and unlocks webhook and save settings.

Webhook

After connecting the API key, the Integrations → Fireflies page shows a webhook URL to copy. Paste it in Fireflies Developer settings and subscribe to the event that fires when a transcript is ready (typically meeting transcribed / summarized).

Optionally set a Webhook secret in Mokapen and use the same value as the optional webhook signing secret configured in Fireflies Developer settings. This is recommended in production so only genuine Fireflies requests are accepted.

Press Save on the Mokapen page after changing webhook secret or save options.

Save settings

Still on Integrations → Fireflies, choose how each processed meeting is stored in Mokapen:

• Document — creates a document with the meeting content (best for sharing long transcripts with the team).
• Note — creates a note linked to the matched appointment or available in your notes stream.
• URL — stores mainly the link back to the recording in Fireflies, without importing the full text body.

You can also toggle whether to include the summary and the transcript (AI summary, action items and full transcript). Turning both off with URL mode keeps only a lightweight pointer to the external recording.

Matching appointments

When a transcript arrives, Mokapen tries to attach it to an existing appointment:

1. First it looks for a calendar sync id already stored for that meeting (Google Calendar or Outlook Calendar integrations).
2. If that fails, it compares the meeting URL from Fireflies with the URL field on appointments.
3. If no appointment matches, the document or note is still created — it is simply not linked to a calendar event.

Tip: keep the same meeting link on the appointment card that Fireflies records (Zoom, Meet, Teams…), and keep calendar sync active for the most reliable match.

Sharing with teammates

Like other Mokapen integrations, you can share the Fireflies connection with selected teammates or teams from the sync sharing controls on the settings page. Shared users can benefit from transcripts landing in the organization without each person connecting their own key.

What happens after a meeting

1. Fireflies finishes processing the recording and fires the webhook (or Grain delivers meeting transcribed / summarized).
2. Mokapen receives the payload, optionally verifies the signature/secret, and queues a background job.
3. The job fetches summary/transcript details via API when needed, applies your save options, and creates the document/note/URL record.
4. If an appointment match is found, the new item is linked to that appointment so it appears in context.
5. Duplicate deliveries for the same recording are ignored via sync deduplication, so retries do not create double documents.

Common issues

• Nothing appears after a call — check that the webhook is correctly pasted in Fireflies (except Grain, where it is automatic), that the integration is still connected, and that the Premium plan includes this app.
• Document created but not on the appointment — the meeting URL or calendar event id did not match. Open the appointment, confirm the URL, and ensure calendar sync is active.
• Webhook rejected / signature errors — the secret in Mokapen must match exactly what is configured in Fireflies; regenerate both sides if unsure.
• Only the link is saved — check Save as and the summary/transcript checkboxes; URL mode intentionally skips the full body.
• API key invalid — regenerate the key in Fireflies and reconnect from Integrations → Fireflies.

Disconnecting

Use Disconnect on the Integrations → Fireflies page (available to the user who connected the integration). Remove or disable the webhook in Fireflies as well if you no longer want deliveries.

Documents and notes already created stay in Mokapen; disconnecting only stops new transcripts from arriving.

Use cases

• Sales call follow-up — after a discovery call recorded in Fireflies, the summary lands as a document on the appointment: the AE can share action items without rewriting notes.
• CS QBR archive — quarterly business reviews stay searchable in Mokapen documents, linked to the customer appointment.
• Handoff between roles — SDRs record demos in Fireflies; closers open the matched appointment and read the transcript without switching tools.
• Lightweight CRM pointer — use URL save mode when you only need a deep link back to Fireflies from the appointment card.

Frequently asked questions

Q: Does Mokapen record the meeting itself?

A: No. Recording and transcription happen in Fireflies. Mokapen only receives the result via webhook and stores it according to your settings.

Q: Is an API key always required?

A: Yes for Fireflies: paste it once to connect. The webhook then delivers each completed transcript.

Q: What if there is no matching appointment?

A: The document or note is still created. You can link it manually later, or fix the meeting URL / calendar sync for future calls.

Q: Can teammates use my connection?

A: Yes, if you share the integration with them from the sync sharing settings on the Integrations page.

Q: Will reconnecting duplicate old meetings?

A: Mokapen deduplicates by sync identity for recordings already imported. New meetings continue to create new documents/notes.

Q: Where do I find the settings later?

A: User menu → Integrations → Fireflies. Webhook URL, secrets and save options are on that page after connecting.