How Meeting <> Deal Matching Works in Fluint
When a meeting is recorded, Fluint immediately and automatically attempts to match it to the right deal. This happens right after the recording ends and typically completes within a few minutes.
Matching works by comparing your meeting attendees, title, and content against the contact information and company names on your deals. The more complete your deal information, the better matching works.
Setting Your Deals Up for Matching
The most common reason meetings don't match is that deals are missing contact information. Here's what to check:
Add a contact with a work email to every deal
This is the single most impactful thing you can do. Fluint uses the email domain (e.g., @acme.com) to connect meetings to deals — so if your deal contact is [email protected] and the meeting attendee is [email protected], it still matches because they share the same company domain.
One contact with a work email is enough. Without it, Fluint has to rely on weaker signals like meeting titles and content, which are less effective.
Set the buyer company name
If your deal has a company name like "Acme Inc," Fluint can match meetings where "Acme" appears in the title or transcript, even without an email match. This is especially important as a fallback when contact information is incomplete.
Use descriptive meeting titles
Including the buyer's company name in the meeting title gives Fluint a strong signal. You don't need to rename every meeting; this matters most when there's no email domain match.
Title | Matching Impact |
"Fluint <> Acme Solutions - Discovery Call" | Strong — "Acme Solutions" and the meeting topic will be used |
"Acme Solutions - Q4 Review" | Strong — company name is clear |
"Acme Implementation Kickoff" | Strong |
"Call with John" | Weak — no company signal |
"Weekly Sync" | Very weak — completely generic |
Keep deals current
When multiple deals match the same company, Fluint prefers recently active deals. Close or archive deals that are no longer active to reduce false matches.
What doesn't affect matching
Matching looks at the contact information on your deals — not which team members are assigned or collaborating on them. Adding yourself as a collaborator won't help a meeting match to that deal.
If You Use a CRM (HubSpot, Salesforce, etc)
If your deals sync from HubSpot or Salesforce, contact information is usually populated automatically. Matching tends to work well out of the box, as long as your deal data is well-maintained.
If you're seeing matching issues with CRM-synced deals, check that:
Your deals have contacts attached in the CRM
Those contacts have work email addresses (not personal emails)
Your CRM integration is active and syncing
If You Don't Use a CRM
Matching works the same way, it just relies on the contact information you add directly to your deals in Fluint.
Since there's no automatic sync filling in contact details, the steps above are especially important:
Add a contact email to every deal from the deal page
Set the buyer company name
Use meeting titles that include the buyer's company name
How Matching Decides
Fluint looks at these signals, roughly in order of importance:
Email domains — Who was on the call? If an attendee's email domain matches a deal contact's domain, that's the strongest signal.
Contact names — Does an attendee's name match the contact saved on a deal? Helps when multiple deals share a domain.
Company name — Does a deal's company name appear in the meeting title or content?
Meeting title — Does the title mention a company or deal name?
Meeting content — For ambiguous cases, Fluint analyzes the transcript for company mentions and context.
Why Did a Meeting Match to the Wrong Deal?
Reason | What to Do |
Multiple active deals with the same company | Close or merge old duplicates — Fluint prefers the most recently active deals |
Parent company and subsidiary share the same email domain | Add specific contacts to each deal to help differentiate |
Similar company names (e.g., "Acme Inc" vs "Acme Solutions" | Make sure company names are distinct |
Same contact involved in several deals | Fluint uses meeting content and title to pick the best match, but these may need manual correction |
You can reassign any meeting from the meeting page.
FAQ
How quickly does matching happen?
Usually within a few minutes of the recording ending.
Do internal-only meetings get matched?
No. If everyone on the call is from your company, matching is skipped.
What if an attendee joins from a personal email?
Personal email domains (gmail.com, yahoo.com, etc.) can't be matched to companies. For best results, attendees should join using their work email.
What if the same person is a contact on multiple deals?
Fluint looks at which deal was updated more recently, the meeting title, other attendees, and what was discussed to pick the best match.
Your meetings never match — what should you check?
Do you have deals created (in your CRM or in Fluint)?
Do those deals have at least one contact with a work email?
If using a CRM, is the integration active and syncing?