Fathom Integration

The Fathom integration allows you to automatically sync meeting summaries from Fathom into Membrain as rich-text notes. These notes include participant statistics, key insights, and direct links to meeting content, making it easier to keep track of important conversations and follow up effectively within your sales workflow.

This guide explains how the integration works, how to set it up, and how to find and use the synced notes in Membrain.

What the Integration Does

When a meeting is recorded in Fathom and includes a Contact who is a stakeholder in an active Sales Project, Account Growth Project, or Prospect, Membrain will automatically create a rich-text note. The note is saved as an Activity and linked to the relevant item according to your system's auto-relate settings.

Each note contains a summary of the meeting, a list of participants and their talk times, topics discussed, defined next steps, and a transcript. It also includes a link to the full meeting in Fathom, as well as direct links to the moments when each topic or next step was discussed.

Since these notes will all be created with the same Activity Type, you are able to quickly review any fathom summary by filtering by its activity type easily in activity lists.

Step-by-Step Guide

The Fathom integration requires two steps:

• Initial configuration by an administrator, to apply central rules and settings.
• Individual setup by each user who wants to sync their Fathom meetings.

Initial Configuration by Administrator

Authenticate

1. From the left menu, click on the cogwheel icon to access System Setup.
2. Scroll down to the Integrations area and click on the Fathom link.
   
3. Expand the Authentication tab and insert your Fathom API key, then press Save.
   

Settings

1. Expand the Settings tab, and in "What to Sync" section, select which Processes the integration should apply to, such as Prospecting, Sales or Account Growth Processes.
2. In the "Exclude Users" section, you may select specific users to be excluded, which is particularly useful for avoiding internal meetings from being captured.
3. Finally, in the "Activity Type" section, select an Activity Type of your liking, that will be applied to the notes created by the Fathom integration. This Activity Type makes it easier to filter and manage Fathom notes across the system.
   
4. When you're happy with your settings, press Save.

Sync Status

That is a helpful area to check on the status of the sync and how it's performing.

• See when the sync ran last. By default, the sync runs every 3 minutes.

• Initially, you may "Run One sync Round" to test the integration, then click on "Start Sync Service" to sync fully.

• Stop the sync at any time, and restart when ready.

Updating Sync Timestamp

During the initial sync process, if the data set to be synced has not been modified recently, change the sync timestamps to an earlier date. To update the sync date:

1. Disable Sync by clicking on "Stop Sync Service".

2. Update the date on timestamp by hovering and clicking on it.

3. Press Save and "Enable Sync Service".

API Log

This log can be useful for those with a more technical background. The log lists every event related to the sync in date order and can be very useful for analyzing or troubleshooting the sync.

After the admin configuration is complete, each user must connect their individual Fathom account by providing their personal API key under the integrations tab in the my settings page. This step ensures that meetings recorded in Fathom by that user are included in the sync.

Participant Matching and Note Creation

Participants are matched using their email addresses from Fathom and compared with Contacts in Membrain. The system then uses your existing auto-relate logic to determine which project or process the note should be linked to.

If no stakeholder match is found, or if the meeting does not include any Contacts related to active Sales Projects, Account Growth Projects, or Prospects, no note will be created.

Finding Fathom Notes

Fathom notes are saved as Activities, and their visibility is determined by the permissions of the user. Users can only see Fathom notes if they have permission to view other user’s activities. To find Fathom notes in Membrain, go to the project that you expect the activity to be related to or head to the Activities list and use filters to narrow the results. During setup, an Activity Type is assigned to Fathom notes. You can filter by this Activity Type to see only notes created by the Fathom integration. Additional filters such as date, related project, or participant can be used to narrow the list further.

What to Expect

The integration begins syncing meetings only after the setup is complete. Past meetings are not imported retroactively. Only meetings going forward will be synced, and only if they meet the criteria described above.

Benefits of the Fathom Integration

This integration simplifies the process of capturing and reviewing meeting data. It brings key insights from recorded conversations directly into Membrain, helping teams stay aligned, improve coaching, and take faster action. By connecting detailed call summaries to the correct sales items automatically, the integration reduces manual work and makes critical information more accessible.

If you need assistance with setup be sure to contact support@membrain.com.