Linking Circleback as a source

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The Circleback connector syncs your meeting data into the PostHog Data Warehouse, so you can analyze meetings, transcripts, and action items alongside your product data.

Prerequisites

You need a Circleback account and an API key. The connector syncs every meeting the key's owner can access, including meetings shared with them. It excludes private notes.

Adding a data source

In PostHog, go to the Sources tab of the data pipeline section.
Click + New source and click Link next to this source.
Enter your credentials (see Configuration below) and click Next.
Select the tables you want to sync, choose a sync method and frequency, then click Import.

Once the syncs are complete, you can start querying this data in PostHog.

When linking Circleback, you'll need:

API key: In Circleback, go to Settings > API keys and create a key, as described in the Circleback API guide. Keys start with cb_ and are only shown once when you create them. Copy the key and enter it in PostHog's API key field.

Sync modes

All Circleback tables support Full refresh only. Each sync reloads the whole table. Incremental and append-only syncs aren't supported. See sync methods for more information.

The transcripts table makes a separate request for each meeting. Circleback's Free plan limits requests to 20 per minute, so syncing transcripts for a large meeting history can be slow. See Circleback's rate limits.

Configuration

Option	Type	Required
`API key`	password	Yes

Supported tables

Table	Description	Sync method	Incremental field	Primary key
`meetings`	A meeting recorded by Circleback, with its notes, attendees, action items and insights.	Full refresh	—	—
`transcripts`	One segment of a meeting transcript, in chronological order within its meeting.	Full refresh	—	—
`action_items`	An action item from a meeting, with its assignee and completion status.	Full refresh	—	—
`people`	A person who attends meetings, ordered by their most recent meeting.	Full refresh	—	—
`companies`	A company whose people attend meetings, identified by its website domain.	Full refresh	—	—
`tags`	A tag that can be added to meetings.	Full refresh	—	—

The connector requests all accessible meetings, rather than only meetings you own. It fetches action items with both PENDING and DONE statuses, regardless of assignee.

Each row in transcripts contains a transcript segment and the meeting_id it belongs to. See Circleback's transcript reference for the response format.

Troubleshooting

Authentication or access error: If Circleback rejects your key with 401 Unauthorized or 403 Forbidden, create a new key under Settings > API keys, then reconnect the source.
Can't reach the Circleback API: If credential validation reports a connection failure or an unexpected status code, try again in a few minutes.
Missing meetings: Check that the API key's owner can access the meetings in Circleback. The connector includes shared meetings, but it can't sync meetings that the key's owner can't access. Private notes are excluded from the sync.
Missing transcripts: The connector skips an individual meeting's transcript if Circleback returns 403 or 404 for that transcript. Check that the meeting still exists and that the key's owner can access its transcript.
Slow transcript syncs: Each meeting needs a separate transcript request. Check your account's API rate limits, including requests from other integrations using the same Circleback account.
Missing or expired recording URLs: The recordingUrl field is only set when saving recordings is enabled in Circleback. Recording URLs are valid for 24 hours.

If your sync is failing or data looks wrong, see the Data warehouse troubleshooting guide. If that doesn't help, contact support – we're happy to help.