How to Share Fireflies Meeting Notes Securely with Your Team

Ever had that sinking feeling after a meeting, wondering if your notes are floating around somewhere they shouldn’t be? If you use Fireflies for meeting recordings and transcripts, you’re probably juggling two goals: sharing info quickly, and not making a mess when it comes to privacy. This guide is for team leads, project managers, or frankly anyone who needs to move fast without accidentally blasting sensitive info to the wrong folks.

Let’s sort out how to share Fireflies meeting notes with your team—securely, efficiently, and without the usual headaches.

1. Get to Know Fireflies’ Sharing Options (and Their Gotchas)

First, it’s worth understanding what Fireflies actually offers when it comes to sharing meeting notes. There are a few ways to get your notes out to the team:

  • Invite teammates directly in Fireflies: They get access to the meeting workspace.
  • Share a meeting link: Anyone with the link (sometimes with/without login) can see the notes and transcript.
  • Export as PDF or text, then send: Old-school but sometimes safest.
  • Push notes to integrated apps (like Slack, Notion, or email): Convenient, but you lose some control.

What works: Direct invites and exports are the safest for controlling who sees what. Integrations are handy if your workspace is already locked down.

What to watch out for: Public links are the classic “oops, I didn’t mean for everyone to see that” route. Avoid them unless you’re sure the content is meant for wide sharing.

Pro Tip: Before you share anything, sanity-check the permissions. Fireflies’ sharing defaults can change after updates, so don’t assume they’re still set the way you want.

2. Set Up Your Team and Workspace Permissions Properly

A little setup now saves a lot of hassle later. Here’s how to make sure only the right people can see the right meetings:

Step 1: Audit Your Fireflies Team

  • Check who’s listed as a team member. Remove ex-employees or random invitees.
  • Limit admin rights. Only a couple of folks should be able to change permissions or team settings.

Step 2: Adjust Workspace Settings

  • Default to private: Make new meetings private to just the host, then add people as needed.
  • Review past meetings: Sometimes old meetings are set to “anyone with the link.” Change them to private if needed.
  • Organize by project or team: Use folders/workspaces so you’re not sifting through a giant pile of unrelated calls.

What not to bother with: Fancy folder hierarchies. Keep it simple—just enough structure so people aren’t lost.

3. Share Notes—But Only With the Right People

When you’re ready to share, slow down and pick the option that fits your needs and risk tolerance.

Option A: Direct Sharing Inside Fireflies

  1. Go to the meeting in Fireflies.
  2. Hit the “Share” button.
  3. Add individual email addresses or pick team members. Set their access (view or edit).
  4. Double-check: Is “anyone with the link” toggled off?

Best for: Internal teams, project groups, or recurring collaborators.

Why it works: You can revoke access anytime, and there’s an audit trail.

Option B: Export & Send (PDF/Text)

  1. Export the notes/transcript as a PDF or text file.
  2. Send via email, Slack DM, or whatever channel you trust.

Best for: Sensitive info, sharing with people outside your Fireflies team, or archiving.

Why it works: No live link floating around. You control where the file goes.

What to ignore: Sending raw transcripts to people who weren’t in the meeting—unless they absolutely need the details.

Option C: Integrations (Slack, Notion, etc.)

  1. Connect Fireflies to your chosen app.
  2. Set up rules for which meetings get pushed where.
  3. Make sure only the right Slack channels/Notion pages are hooked up.

Best for: Teams already living in Slack/Notion, where info needs to move fast.

Watch out for: Accidental oversharing—once it’s in Slack, it’s out of Fireflies’ permission system.

4. Lock Down Sensitive Info Before Sharing

Not every transcript is ready for primetime. Before you hit “share,” do a quick sweep:

  • Scrub out sensitive stuff (client data, salaries, private health info).
  • Edit out mistakes or “off the record” moments.
  • Summarize, don’t just dump the transcript. The more raw text, the more chance of something slipping through.

Pro Tip: Use Fireflies’ editing tools to redact or delete sensitive sections before sharing. If in doubt, trim more than you think you need.

5. Don’t Trust, Verify—Review Who’s Got Access

Every so often, check who has access to what. Fireflies makes it pretty easy:

  • Look at the sharing settings on your meetings and folders.
  • Kick out anyone who’s left the team or switched projects.
  • Reset public links if you suspect they’ve leaked.

Why this matters: It’s easy to forget about old links or users, and that’s usually how stuff leaks.

6. Train Your Team to Not Accidentally Overshare

Even the best settings won’t help if your team just forwards links everywhere. Take five minutes at your next team meeting to cover:

  • Don’t post Fireflies links in public Slack channels or external emails.
  • Always check if a meeting is private before sharing anything.
  • If in doubt, ask before sharing outside the team.

What actually works: Clear, simple rules. Don’t make it complicated—people will just ignore them if you do.

7. Know Fireflies’ Limits (and What It Won’t Do for You)

Fireflies is pretty good at access controls, but it’s not magic. Here’s what you can’t expect:

  • It won’t stop someone from downloading a file and emailing it.
  • There’s no “unshare everywhere” button if someone grabs a public link and posts it.
  • If you mess up permissions, Fireflies won’t warn you.

Bottom line: The platform gives you tools, but you’re still responsible for using them smartly.

8. What to Do When You Mess Up

Everybody slips up eventually. If you realize you’ve accidentally shared too much:

  1. Revoke access immediately.
  2. Change default sharing settings so it doesn’t happen again.
  3. Let your team know—transparency beats silence.
  4. If it’s serious (client info, legal stuff), tell your security or legal folks.

Don’t beat yourself up: This happens to everyone. The important part is to fix it fast and clean up after.

Wrapping Up: Keep It Simple, Stay Vigilant

Sharing Fireflies meeting notes isn’t rocket science, but it does take a bit of discipline and regular attention. Get your team set up right, use private sharing by default, and don’t treat every transcript like it’s harmless. A little paranoia saves a lot of regret.

Most importantly, don’t overcomplicate things. Set up a system that works, keep your sharing habits simple, and tweak as you go. If you make a mistake, fix it, learn, and move on. That’s good enough.