Circleback Integration Setup Guide

This guide walks you through connecting your Circleback meetings to SurfSense for meeting search and AI-powered insights.

How it works

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.

Meetings are sent to SurfSense immediately after Circleback processes them
No API keys or credentials required
No periodic indexing needed - data arrives in real-time
Each meeting is stored with its notes, transcript, action items, and insights

What Gets Indexed

Content Type	Description
Meeting Notes	AI-generated meeting notes in Markdown format
Transcript	Full meeting transcript with speaker identification and timestamps
Action Items	Tasks with assignees and status
Attendees	Names and emails of meeting participants
Insights	Custom insights extracted from the meeting
Metadata	Date, duration, tags, meeting URL, and Circleback link

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.

Setup Guide

Step 1: Create the Connector in SurfSense

Navigate to Connectors → Add Connector → Circleback
Enter a connector name (e.g., My Circleback Meetings)
Click Connect to create the connector

No Credentials Needed

Circleback uses webhooks, so no API key or authentication is required. The webhook URL is unique to your search space.

Step 2: Copy Your Webhook URL

After creating the connector:

Open the connector settings
Find the Webhook URL field
Click Copy to copy the URL to your clipboard

The webhook URL looks like:

https://your-surfsense-url/api/v1/webhooks/circleback/{search_space_id}

Step 3: Configure Circleback Automation

Log into your Circleback account
Go to Automations (in the main navigation)
Click Create automation
Add conditions to filter which meetings trigger the webhook (optional):
- Specific calendar(s)
- Meeting tags
- Meeting participants
Select Send webhook request as the action
Enter your SurfSense webhook URL
Select the meeting outcomes to include (notes, action items, transcript, insights)
Optionally test with your most recent meeting
Name and save the automation

For detailed instructions, see Circleback's official webhook documentation.

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.

Connector Configuration

Field	Description	Required
Connector Name	A friendly name to identify this connector	Yes

Unlike other connectors, Circleback doesn't support periodic indexing since it's webhook-based. Meetings are automatically pushed to SurfSense when processed by Circleback.

Verifying the Integration

Once configured, new meetings will automatically appear in SurfSense after Circleback processes them. To verify:

Attend or process a meeting with Circleback
Wait for Circleback to complete processing (usually a few minutes after the meeting ends)
Check your SurfSense search space for the new meeting document

Each meeting document includes:

A direct link to view the meeting on Circleback
Full searchable transcript
Extracted action items with assignees
Meeting metadata and insights

Troubleshooting

Meetings not appearing

Verify the webhook URL is correctly configured in Circleback
Check that your SurfSense backend is accessible from the internet
Look for errors in your SurfSense backend logs

Webhook URL not showing

Refresh the connector configuration page
Ensure the connector was created successfully
Check that your backend is running

Duplicate meetings

Each meeting is uniquely identified by its Circleback meeting ID
If content changes, the existing document is updated rather than duplicated

Delayed indexing

Meeting data is processed asynchronously
Documents should appear within a minute of receiving the webhook
Check the task queue if experiencing longer delays

Circleback

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