How to Integrate Workable with Fireflies

If your team uses Workable to manage candidates and hiring pipelines, integrating it with Fireflies helps keep interview insights organized alongside candidate profiles. Instead of manually adding notes after every interview, meeting summaries and feedback can be captured automatically where your hiring team already works.

Let’s get started 🚀

🔍 What Does the Workable Integration Do?

Once connected, Fireflies adds meeting notes and summaries as comments to existing candidates in Workable.

Here’s what you can expect:

• Map meeting notes to candidate profiles in Workable

• Add notes as comments for easy review and collaboration

• Keep your hiring pipeline updated automatically after interviews

• Use integration rules to control which meetings sync to Workable

This helps recruiting teams stay aligned, maintain better visibility into candidate conversations, and keep hiring workflows up to date without extra manual effort.

🔑 Prerequisites

Before connecting Workable with Fireflies, make sure you have the following ready:

• Active Workable account → You need access to your Workable workspace.

• Fireflies account → Make sure you’re logged into your Fireflies account.

• Workable API key → You’ll generate this from Workable to connect it to Fireflies. Don’t worry, we’ll show you how get API key!

• Workable subdomain → This is part of your Workable URL (e.g., mycompany from https://mycompany.workable.com)

Once these are ready, you’re good to move on to the integration steps.

🔐 Get the Workable API Key

Step 1: Log in to your Workable account. Click the Account icon and select Settings from the menu.

Step 2: From the left-hand menu, navigate to Integrations → Apps to access the API key section.

Step 3: Scroll down and search for the API Access Token section, then click Generate API Token.

Step 4: Fill in the required details to generate your API key. The table below explains each field.

Step 5: Click Generate token to create your API key.

Once the token is generated, copy and save your API key securely. You’ll need this API key for complete the Workable integration wth Fireflies.

🔗 Connect Workable to Fireflies

Step 1: Log in to your Fireflies account. Navigate to Integrations page, and search for Workable. Click on it to get started.

Step 2: Click Connect to start the setup.

Step 3: Enter the required details:

• API Key → Paste the API key you generated earlier from Workable account.

• Subdomain → Enter your Workable subdomain (this is part of your URL, e.g., from https://mycompany.workable.com, the subdomain is mycompany)

Step 4: Click Authorize to complete the connection. Once approved, you’ll be redirected back to Fireflies to configure your integration setup.

⚙ Setting Up Your Configuration

Step 1: Participant Management

Map Notes Only to Existing Candidates

• When enabled (default): Fireflies will only add meeting notes to candidates who already exist in your Workable pipeline. No new candidates will be created.

• When disabled: If a participant doesn’t match an existing candidate, Fireflies will create a new candidate in the Talent Pool and add the notes there.

Click Continue to proceed.

Step 2: Test Connection (Create a Sample Meeting)

Before finishing setup, you can test if everything is working correctly.

• Click Create sample meeting → Fireflies will send a test note to Workable

• Open Workable and check the candidate profile to confirm the note appears

Once verified, click Continue to complete the setup.

🧩 Additional Options – Integration Rules

By default, Fireflies adds meeting notes to Workable for every meeting. If you want more control, you can use Integration Rules to decide which meetings get added.

🗂 All Meetings

Send notes from every meeting — interviews, screening calls, or internal syncs — with no filters applied.

📝 Meeting Title

Only send notes when the meeting title matches specific rules (Contains, Starts with, Equals, Doesn’t Contain).
Example: “Interview”, “Candidate Screening”

👤 Meeting Host

Filter meetings based on who hosted them.

• Equals → Only meetings hosted by a specific person

• Not Equal → Exclude meetings hosted by a specific person

👥 Meeting Participants

Control which meetings are included based on attendees.

• Contains → Include meetings with specific participants

• Doesn’t Contain → Exclude meetings with certain participants

🎦 Meeting Type

Filter by meeting type.
Example: External → Only external meetings notes will be push in Workable.

🔀 Apply Multiple Filters

Combine rules for more precise control.
Example: Title contains “Interview” AND host is recruiter@company.com

You can view all the filters currently applied to your configuration. Fireflies will only send notes to Workable for meetings that match all the conditions you’ve set.

✅ Example applied: Title contains Interview, host = John, participant = Mary, type = External.

💾 Save Your Configuration

Click Save to activate the integration — a flash message will confirm that your configuration has been successfully added.

👥 Team Options

Sometimes, you may not want every teammate creating their own Workable configurations — especially if your team wants interview notes to be logged in a consistent way. Team Options allow workspace admins to control whether the integration applies only to them or across the entire workspace.

1. Click the vertical ellipsis (⋮) next to your Workable integration and select Team Options from the dropdown list.

2. A modal window will appear with these options:

• Apply to entire workspace → Toggle this ON to apply the integration across your Fireflies workspace. Meeting notes from team meetings accessible by the admin will be added to Workable candidates, keeping everything centralized.

📌 Meetings set to private in a teammate’s Privacy Settings won’t be included unless you’re a Super Admin who can access meetings regardless of team privacy settings.

• Restrict non-admin usage → Toggle this ON to prevent non-admin members from creating their own Workable integration configurations.

3. After adjusting the settings, click Save to apply the changes.

🛠 Manage Configuration

Over time, you may need to update your Workable integration — for example, to rename a configuration, update rules, or remove configurations you no longer use. Fireflies provides a few simple options to manage this.

• ✏ Edit Configuration Name → Give each Workable configuration a clear, descriptive name so it’s easy to recognize. Click the configuration name (for example, Default Configuration), type a new name (such as Candidate Interview Notes), and click outside the field to save.

  

• ⚙ Edit Configuration Settings → Need to update your integration rules or settings? Click the vertical ellipsis (⋮) next to a configuration, select Edit, update the settings, and click Update to save your changes.

  

• 🔘 Enable or Disable a Configuration → Use the toggle next to a configuration to control it quickly. Toggle ON to send meeting notes to Workable; toggle OFF to pause the integration without deleting it.

  

• 🗑 Delete Configuration → If a configuration is no longer needed (for example, you no longer want notes added to Workable), you can delete it. Click the vertical ellipsis (⋮) next to the configuration, select Delete, and confirm.

  

📤 How Notes Appear in Workable

Once the integration is set up, Fireflies adds meeting notes as comments on candidate profiles in Workable.

Each comment includes the meeting summary, detailed notes, and a link to the full Fireflies transcript, helping your team review interview insights directly within the candidate’s profile.

❌ Disconnect Integration

If you no longer need Fireflies connected to Workable — for example, when your hiring workflow changes or you no longer want notes added to candidates, you can disconnect it anytime with a single click.

Click Disconnect to remove the Workable integration. Fireflies will stop adding meeting notes to candidate profiles in Workable.

🔧 Troubleshooting

❓ Frequently Asked Questions

Q1. What happens if a candidate doesn’t exist in Workable?
If “Map notes only to existing candidates” is OFF, Fireflies will create a new candidate in the Talent Pool and add the notes. If it’s ON, notes will only be added to existing candidates.

Q2. Do I need to generate an API key with specific permissions?
Yes. Your API key must include r_candidates, r_account, w_candidates, and w_comments for the integration to work properly.

Q3. What’s the difference between switching OFF and deleting a configuration?

• Toogle OFF: Temporarily pauses the integration but keeps your setup saved.

• Delete: Permanently removes the configuration. You’ll need to set it up again to use it.

Q4. Where are notes added in Workable?
Meeting notes are added as comments on candidate profiles, along with summaries and a link to the full transcript.

🔎 Recap

The Workable integration helps you keep interview insights organized directly within your hiring workflow.

• Add meeting notes as comments to candidate profiles

• Automatically capture interview summaries and feedback

• Control which meetings sync using integration rules

• Optionally create new candidates or map only to existing ones

📚 Related Guides

Want to explore more integrations with Fireflies?

• ATS & CRM Integrations → Explore all supported integrations

• Integration Rules Engine → Understand how to control which meetings sync across integrations

• AI Meeting Summaries Guide → Understand how Fireflies captures, summarizes, and organizes meeting takeaways.