Fireflies + Smartsheet: From Meeting Transcripts to Tracked Project Tasks

Let Neotask bridge your meeting room and your project sheets — automatically.

Why Fireflies and Smartsheet Belong Together

Fireflies excels at capturing everything said in a meeting — speaker-attributed transcripts, AI-generated summaries, and highlighted action items are all waiting in your dashboard the moment the call ends. Smartsheet excels at turning work into visible, assignable rows with deadlines, status columns, and rollup reporting.

The problem is the gap between them. Someone has to read the transcript, pull out each action item, open the right sheet, add a row, set an owner, and set a due date. That process gets skipped, action items stay buried in Fireflies, and your Smartsheet falls out of sync with reality.

Neotask closes that gap. Using plain-language instructions, you tell Neotask exactly how your team works:

• "After every standup transcript in Fireflies, add a new row to the Sprint Tracker sheet for each action item, assign it to the person who owns it, and set the due date to the one mentioned in the call."
• "When a Fireflies summary mentions a deliverable with a client name, create a row in the Client Deliverables sheet and tag it under the matching project column."
• "Every Friday, pull this week's Fireflies transcripts, extract any unresolved blockers, and append them to the Blockers & Risks sheet with today's date."

Neotask interprets your intent, reads the Fireflies data, and writes to Smartsheet — no automation rules to build, no fragile zaps to maintain.

What You Can Automate

• Meeting Action Item Tracking — Extract action items from any Fireflies transcript and create corresponding rows in Smartsheet with owner, due date, and meeting reference
• Transcript to Project Management — Convert meeting summaries into structured project updates, milestone logs, or risk registers directly in your sheets
• Decision Logging — Capture key decisions from calls and append them to a running decision log sheet for stakeholder visibility
• Follow-Up Scheduling — Identify follow-up commitments in transcripts and populate a follow-up tracker sheet with context and deadlines
• Cross-Meeting Rollups — Aggregate action items across multiple meetings and produce a consolidated weekly update row in your project dashboard

How It Works

1. Connect both tools — Link your Fireflies account and Smartsheet workspace to Neotask in a single setup step
2. Describe your workflow — Tell Neotask in plain English which transcripts to watch and which sheets to update
3. Review and refine — Neotask shows you exactly what it will do before writing anything; adjust the logic until it matches your process
4. Let it run — Neotask handles the recurring work on your schedule, keeping project sheets current after every meeting

No code. No webhook configuration. No maintenance when your sheet structure changes — just update your instruction.

Built for Teams That Move Fast

Whether you run daily standups, weekly client syncs, or quarterly planning sessions, the meeting notes project tracking gap costs your team time every week. Neotask makes Fireflies and Smartsheet one continuous workflow so your project data always reflects what was actually discussed.

Frequently Asked Questions

How does Neotask extract action items from Fireflies transcripts?

Neotask reads the Fireflies transcript content and AI summary through the Fireflies API. You describe what counts as an action item for your team — for example, any task with an assigned person and a due date mentioned — and Neotask applies that logic each time a new transcript is available. You can be as specific or as broad as your workflow requires, and you can update the instructions at any time without touching any code.

Will Neotask work with my existing Smartsheet structure, or do I need to create new sheets?

Neotask works with your existing sheets. You tell it which sheet to write to, which columns map to which data points (owner, due date, meeting title, action item text), and it follows that mapping. If your sheet structure changes, you update the instruction — there is no connector to reconfigure and no schema to maintain separately.

Can I automate transcript to project management across multiple Smartsheet projects at once?

Yes. You can instruct Neotask to route action items from different meeting types — or different Fireflies folders — to different Smartsheet sheets or workspaces. For example, client meeting transcripts can feed a client delivery tracker while internal planning transcripts feed an engineering backlog sheet, all running in the same Neotask workflow.

Stop Losing Action Items After Every Meeting

Set up in under 2 minutes. No code required.

Plans

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