How to import meetings

How to capture and import meeting transcriptions in Freshbase.

By the end of this guide, you will know how to capture and import meeting transcriptions in Freshbase.

Accessing the Meetings section

Click Meetings in the left sidebar. You will see two tabs:

Tab	What it contains
Upcoming	Scheduled meetings (via Calendar integration)
Recordings	Already imported transcriptions and recordings

Ways to capture meetings

1. Direct recording via Google Meet (Chrome extension)

Freshbase offers a Chrome extension that records Google Meet meetings:

1. Install

   Install the Freshbase Meeting Recorder extension in Chrome
2. Join the meeting

   Join your Google Meet meeting
3. Start recording

   Click the extension icon to start recording
4. During the meeting

   The extension captures audio and identifies who is speaking
5. Finish

   Click Stop recording — the transcription is automatically sent to Freshbase

Controls during recording:

• Pause / Resume — temporary pause without ending the session
• Stop — ends the recording and sends it for processing
• The Live indicator shows the recording is active

2. Transcription upload

If you already have a transcription from another tool:

1. In the Meetings section, look for the upload option
2. Select the transcription file
3. Freshbase accepts formats from several tools:
   • Granola
   • Fireflies
   • Tactiq
   • Notes (generic format)
4. Wait for processing

3. Fireflies.ai integration

If your team uses Fireflies.ai:

1. Configure the Fireflies webhook in Settings > Integrations
2. When a meeting is processed in Fireflies, the transcription is automatically sent to Freshbase
3. Freshbase processes it and generates items in the Inbox

What happens after import?

When a transcription is imported, Freshbase:

1. Identifies participants — cross-references with the Team Roster to recognize who is who
2. Applies the Glossary — uses registered terms to correct the transcription
3. Extracts elements — decisions, tasks, criteria, and follow-ups
4. Sends to Inbox — each extracted element becomes an item for your review

Transcription imported
    ↓
Participant identification (Team Roster)
    ↓
Term correction (Glossary)
    ↓
Element extraction (AI)
    ↓
Items in Inbox for review

Improving transcription quality

Set up the Team Roster

Go to Settings > Team and register team members with names and nicknames. This helps Freshbase identify who said what.

Keep the Glossary up to date

Add technical and domain-specific terms. The Glossary automatically corrects misrecognized terms in transcriptions.

Use good audio quality

For direct recordings, use a good microphone and minimize background noise. Each participant should use their own microphone when possible.

Common issues

The transcription doesn't identify participants correctly

Register participants in the Team Roster with name variations. The system uses fuzzy matching — the more variations you register, the better.

Technical terms appear incorrectly in the transcription

Add those terms to the project Glossary with definitions and synonyms. On the next transcription, the system will recognize them.

Processing is taking a long time

Long transcriptions may take a few minutes to process. You will be notified when processing is complete.

Next step

How to manage documents