How to Switch from Fireflies.ai to Schedly
Switching from Fireflies.ai to Schedly consolidates your meeting notes tool with your scheduling and video infrastructure — one platform, one subscription, one BAA for healthcare providers. The migration takes about 20 minutes.
Complete migration guide
Follow these steps in order. Each takes 2–5 minutes.
Create your Schedly account
Go to schedly.io and create your free account. No credit card required for the free plan. To access AI meeting notes, you will need the Pro plan at $24/month.
Start with the free plan to set up scheduling before upgrading to Pro for AI notes.
Connect your calendar
Connect Google Calendar or Outlook to Schedly. This syncs your availability for scheduling and prevents double bookings with sessions already on your calendar.
Set up your event types
Create event types for the sessions you currently schedule — client calls, team meetings, consultations. Configure duration, location (Schedly Video link), buffer times, and intake questions.
Enable Schedly Video for event types where you want AI notes generated automatically.
Configure your note format
In Schedly's meeting intelligence settings, configure your preferred note format — general summary, or for healthcare: SOAP, DAP, or BIRP. Set your format per event type.
Healthcare providers: request your HIPAA BAA during this step before collecting any patient information.
Run a test session
Schedule a test session with yourself or a colleague. Conduct the session via Schedly Video and confirm that the transcript and AI notes appear in your dashboard within 60 seconds of the session ending.
Replace your Fireflies connection
Once Schedly Video sessions are generating notes automatically, you no longer need Fireflies for those sessions. If you still use Zoom or Google Meet for some meetings, you can continue using Fireflies for those until you fully migrate to Schedly Video.
Cancel Fireflies and evaluate Zoom
Cancel your Fireflies subscription. If Schedly Video meets your video needs, evaluate whether you still need your Zoom subscription — many users find Schedly Video sufficient for client-facing sessions.
What transfers — and what doesn't
A clear-eyed look at what moves to Schedly and what you'll need to handle manually.
What you gain by switching to Schedly
One platform replaces three
Schedly replaces your scheduling tool (Calendly), video tool (Zoom), and meeting notes tool (Fireflies) in one platform at a lower total cost.
HIPAA-eligible for clinical providers
Schedly offers a signed BAA for healthcare customers. Fireflies requires enterprise for BAA access. For clinical providers, this is the decisive reason to switch.
Clinical note formats
Schedly generates SOAP, DAP, and BIRP notes. Fireflies does not support clinical documentation formats.
Watch out for these migration gotchas
Export your Fireflies recordings before canceling
Download any recordings or transcripts from Fireflies that you want to keep before canceling your subscription. Historical data may not be recoverable after account closure.
Inform team members before switching
If your team uses Fireflies for shared meeting libraries, coordinate the transition so everyone switches to Schedly Video simultaneously.
The Case for Consolidating Your Meeting Stack: Why Separate Tools Cost More Than One Platform
Most professionals accumulate their meeting infrastructure tool by tool: a scheduling tool first (Calendly), then a video tool (Zoom), then a transcription tool (Fireflies or Otter), and sometimes a separate notes tool. Each addition seems reasonable at the time. The cumulative cost — $15 for Calendly, $15 for Zoom, $20 for Fireflies — adds up to $50+/month for three separate subscriptions with three separate login screens, three separate billing cycles, and three separate support relationships.
What Integration Actually Delivers
The real value of consolidating to Schedly is not just cost savings — it is workflow simplification. When the client books via Schedly, the Schedly Video link is automatically included in the booking confirmation. When the session ends, the AI notes are automatically waiting in the same platform where the booking lives. There is no upload step, no switching apps, no copying notes from one tool to another. The meeting lifecycle is one continuous workflow rather than three separate tool interactions.
For Healthcare Providers: The Compliance Simplification
Healthcare providers managing HIPAA compliance across multiple tools face a disproportionate compliance burden: separate BAAs for each tool, separate security reviews, and separate breach notification obligations if any one vendor is compromised. Consolidating to Schedly means one BAA, one security posture, and one vendor relationship for scheduling, video, and clinical documentation.
Common migration questions
Related Schedly resources
Stop Losing Bookings to
Scheduling Friction.
Schedly puts your calendar to work around the clock. Every lead, every client, and every meeting lands exactly where it should, automatically.