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133 lines
4.6 KiB
Text
133 lines
4.6 KiB
Text
---
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title: Circleback
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description: Connect your Circleback meetings to SurfSense
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---
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# Circleback Integration Setup Guide
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This guide walks you through connecting your Circleback meetings to SurfSense for meeting search and AI-powered insights.
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## How it works
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The Circleback connector uses a **webhook-based integration**. Unlike other connectors that pull data from APIs, Circleback automatically pushes meeting data to SurfSense when meetings are processed.
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- Meetings are sent to SurfSense immediately after Circleback processes them
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- No API keys or credentials required
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- No periodic indexing needed - data arrives in real-time
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- Each meeting is stored with its notes, transcript, action items, and insights
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---
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## What Gets Indexed
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| Content Type | Description |
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|--------------|-------------|
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| Meeting Notes | AI-generated meeting notes in Markdown format |
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| Transcript | Full meeting transcript with speaker identification and timestamps |
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| Action Items | Tasks with assignees and status |
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| Attendees | Names and emails of meeting participants |
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| Insights | Custom insights extracted from the meeting |
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| Metadata | Date, duration, tags, meeting URL, and Circleback link |
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<Callout type="info">
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Meeting recordings are not stored in SurfSense, but a link to the recording (valid for 24 hours from Circleback) is included in the indexed document.
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</Callout>
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---
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## Setup Guide
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### Step 1: Create the Connector in SurfSense
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1. Navigate to **Connectors** → **Add Connector** → **Circleback**
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2. Enter a connector name (e.g., `My Circleback Meetings`)
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3. Click **Connect** to create the connector
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<Callout type="info" title="No Credentials Needed">
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Circleback uses webhooks, so no API key or authentication is required. The webhook URL is unique to your search space.
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</Callout>
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### Step 2: Copy Your Webhook URL
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After creating the connector:
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1. Open the connector settings
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2. Find the **Webhook URL** field
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3. Click **Copy** to copy the URL to your clipboard
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The webhook URL looks like:
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```
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https://your-surfsense-url/api/v1/webhooks/circleback/{search_space_id}
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```
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### Step 3: Configure Circleback Automation
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1. Log into your [Circleback account](https://app.circleback.ai)
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2. Go to **Automations** (in the main navigation)
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3. Click **Create automation**
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4. Add conditions to filter which meetings trigger the webhook (optional):
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- Specific calendar(s)
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- Meeting tags
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- Meeting participants
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5. Select **Send webhook request** as the action
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6. Enter your SurfSense webhook URL
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7. Select the meeting outcomes to include (notes, action items, transcript, insights)
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8. Optionally test with your most recent meeting
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9. Name and save the automation
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For detailed instructions, see [Circleback's official webhook documentation](https://circleback.ai/docs/webhook-integration).
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<Callout type="warn">
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Make sure your SurfSense backend is accessible from the internet for Circleback to send webhooks. If self-hosting, you may need to configure a reverse proxy or use a tunneling service.
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</Callout>
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---
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## Connector Configuration
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| Field | Description | Required |
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|-------|-------------|----------|
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| **Connector Name** | A friendly name to identify this connector | Yes |
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<Callout type="info">
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Unlike other connectors, Circleback doesn't support periodic indexing since it's webhook-based. Meetings are automatically pushed to SurfSense when processed by Circleback.
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</Callout>
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---
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## Verifying the Integration
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Once configured, new meetings will automatically appear in SurfSense after Circleback processes them. To verify:
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1. Attend or process a meeting with Circleback
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2. Wait for Circleback to complete processing (usually a few minutes after the meeting ends)
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3. Check your SurfSense search space for the new meeting document
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Each meeting document includes:
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- A direct link to view the meeting on Circleback
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- Full searchable transcript
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- Extracted action items with assignees
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- Meeting metadata and insights
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---
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## Troubleshooting
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**Meetings not appearing**
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- Verify the webhook URL is correctly configured in Circleback
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- Check that your SurfSense backend is accessible from the internet
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- Look for errors in your SurfSense backend logs
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**Webhook URL not showing**
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- Refresh the connector configuration page
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- Ensure the connector was created successfully
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- Check that your backend is running
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**Duplicate meetings**
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- Each meeting is uniquely identified by its Circleback meeting ID
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- If content changes, the existing document is updated rather than duplicated
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**Delayed indexing**
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- Meeting data is processed asynchronously
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- Documents should appear within a minute of receiving the webhook
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- Check the task queue if experiencing longer delays
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