Fireflies bot-free recording — owner test checklist

Why I can't run this fully without you

I tried to automate it end-to-end. Two hard walls make unattended automation fragile and not worth the risk:

① The bot-free SDK needs ≥ 2 real participants. I joined a live Meet, spoke into the mic, and Fireflies reported active_meetings: [] — a single-participant Meet does not start a bot-free recording.
② It needs real audio (~60s of speech). A silent Meet produces no transcript → no webhook → no Notion row. Injecting fake audio + a second participant into a browser Meet through automation is exactly the brittle hack we agreed to skip. So: a ~10-minute manual run by you is the reliable path.

Already done for you (no action needed): the Google Meet SDK is connected for matyas@clientsflow.hu (no admin wall); auto-record is ON (record-all calendar events); meeting language = Hungarian; all the code fixes are live (pipeline v107). You only need to make a real, audible, ≥2-person Meet happen and then check two screens.

The whole job in one line

For each scenario: join a ZZ test Meet from two different accounts, talk for ~60 seconds, leave — then confirm a recording in Fireflies and a row in the calls DB. That's it.

One-time setup (2 min, optional but recommended)

Paste the webhook signing secret so Fireflies' callbacks are HMAC-verified (today it's fail-open). Open app.fireflies.ai/integrations → Webhooks / Developer → paste the FIREFLIES_WEBHOOK_SECRET (I'll send it to you privately — never in this doc) into the Signing Secret field → Save. (Skip-able: recording still works without it; this only hardens the callback.)
(Optional) Mark the Meet-SDK app "Trusted" in admin.google.com → Security → API controls → App access control. Not gating — the OAuth already went through.

The test run (~10 min) — do this 3 times, once per scenario

Create / open a ZZ test Meet. Go to calendar.google.com (signed in as matyas@clientsflow.hu) → New event → add Google Meet → title it with a ZZ tag, e.g. ZZ Fireflies teszt — bot-free → invite a second account (your personal Gmail or a colleague). Tell me if you'd rather I pre-create the 3 events for you — then you just click "Join".
Join from TWO different accounts (this is the ≥2-participant requirement). Easiest: laptop signed in as matyas@clientsflow.hu + phone signed in as your personal Google account. Both open the same meet.google.com/… link.
Talk for ~60 seconds in Hungarian (anything — describe the weather; it just needs real speech so a transcript exists).
Leave the Meet on both devices, then wait ~3–5 minutes for Fireflies to process + fire the webhook.

The 3 scenarios (only the timing differs)

Scenario	What to do differently	Why
A — ≤3 participants	Join with 2 accounts at roughly the scheduled time.	Baseline bot-free auto-record.
B — join BEFORE	Both join 5–10 min before the scheduled start, then talk.	Confirms auto-join records even when you're early.
C — join LONG AFTER	Both join 20–30 min after the scheduled start, then talk.	Confirms a late start is still captured.

Scenario

What to do differently

Why

A — ≤3 participants

Join with 2 accounts at roughly the scheduled time.

Baseline bot-free auto-record.

B — join BEFORE

Both join 5–10 min before the scheduled start, then talk.

Confirms auto-join records even when you're early.

C — join LONG AFTER

Both join 20–30 min after the scheduled start, then talk.

Confirms a late start is still captured.

Verify — two success signals per run

Signal 1 — recording exists in Fireflies. Open app.fireflies.ai/notebook (your Meetings / Notebook) → the ZZ meeting should appear with a transcript + recording. PASS = it's there
Signal 2 — a calls-DB row landed. Open the pipeline Control Panel → Calls tab (matyas--clientsflow-pipeline-web.modal.run/dash — use your dash token) → a new call row for the ZZ meeting, with the body + recording link + correct Lead relation. PASS = row present, linked

After you're done — clean up

Archive the ZZ test artifacts so they don't pollute real data: in the Notion calls DB archive (never delete) the ZZ rows, and you can delete the ZZ calendar events. (If you'd rather, send me a "sweep ZZ" and I'll archive them for you.)

Report back with, per scenario A/B/C: ✅/❌ recording-in-Fireflies and ✅/❌ row-in-calls-DB. If any is ❌, tell me which signal failed and I'll trace it (the most likely residual is calendar-invite delivery, which is a separate Workspace DWD config item, not this recording test).