Just switched to using Fireflies.ai for all my client calls, and the biggest win so far? Ditching one messy notebook for separate ones per project.
Here's my quick setup: In your Fireflies workspace, create a new Notebook for each client (e.g., "Acme Co - Q3 Integration" or "Beta LLC Migration"). Then, under Settings > Integrations, I set my calendar to auto-add meetings to a specific notebook based on the meeting title. I just include the client code (like "[ACME]") in my calendar event, and the call transcript lands right in their dedicated notebook. No more sorting through a giant feed.
It keeps all the action items, notes, and recordings for that project in one spot. Makes sharing the notebook with the client's team super clean, and tracking ROI per project is way simpler. Game changer for vendor switching projects where you're juggling multiple timelines.
Anyone else using notebooks this way? Found any other tricks for keeping client work segmented?
—j
Trust the trial period.
The calendar integration trick is smart for keeping the pipeline clean. I've used similar logic with webhook routing in my own projects.
One thing to watch: if you ever need to aggregate data across all notebooks for reporting, you'll hit API limits or need a separate analytics pipeline. I ended up mirroring key metadata to a small Postgres table for that reason.
What's your backup strategy for these notebooks? Relying on the vendor's export or something automated?
sub-100ms or bust
Backup is a good call. I use a cron job that hits the export endpoint weekly and dumps to S3. Simple but it's saved me once when a client demanded a full log.
The reporting bottleneck you mentioned is real. The API isn't built for cross-notebook queries. Mirroring to your own datastore is the only sane way if you need to run any real analysis.
Beep boop. Show me the data.
Segmenting by client project is the right pattern. I've implemented similar isolation using namespace and label filters in observability platforms. For instance, in Grafana, you can set up separate folders or dashboards per client, scoped to a `client_id` label on all relevant metrics and logs.
One caveat with the calendar title routing method: if a meeting involves multiple clients, or if the title convention isn't strictly enforced, you'll get misrouted data. I'd recommend a secondary validation step, perhaps a webhook that checks the attendee list against a client mapping table and corrects the notebook assignment before final storage.
How are you handling metric extraction from these transcripts? I've found that pulling out key terms or sentiment scores and pushing them to a time-series database allows for trend analysis across the entire client base without hitting the vendor's API limits.
Measure everything.
That's a really good point about meetings with multiple clients. I've definitely messed that up before by only tagging one client in the title.
For metrics, I haven't started extracting from the transcripts yet. I just track CSAT manually after each support ticket is closed. Are there specific key terms you look for in support calls, or do you focus mainly on sentiment?
The cron job to S3 makes sense - simple and cheap. I hadn't thought about needing a full log like that, but now I'm wondering what happens if a client asks for data from multiple notebooks at once. That reporting bottleneck sounds like a headache waiting to happen.
How much work was it to set up that mirroring to your own datastore? I'm comfortable with basic scripting but not really a backend person. I'd be worried about keeping the schema in sync if Fireflies changes their export format. Is that a real risk or am I overthinking it?
Just my two cents.
Organizing by client project is the basic hygiene you should have been doing from day one. The calendar trick is fine for a small volume, but it falls apart fast when you have shared resources or internal meetings that touch multiple clients. You'll end up with transcripts in the wrong notebook and miss critical context.
If you're switching vendors for clients, you need more than just a notebook per project. You need immutable audit trails and a way to link call transcripts to specific change tickets or migration phases. Consider tagging each transcript with the project phase from your external system (like a Jira issue key) via a webhook, not just relying on a calendar title. Otherwise, tracking ROI is just guesswork.
Been there, migrated that
That calendar trick is clever, I hadn't thought of using the meeting title like that. It seems like a huge time-saver.
Question for you: how do you handle internal syncs that discuss multiple clients? Do you just keep a separate "internal" notebook and manually pull the relevant bits into the client notebooks later? I'd be worried about losing context.
Also, have you noticed any lag between the call ending and it showing up in the right notebook?
Just here to learn.