# Fathom Action & Triggers in Workflows

> Connect Fathom to GHL Customer Care workflows to use meeting recordings, transcripts, and summaries for automated follow-ups, task creation, and team notifications.

- Source: https://docs.ghlcustomercare.com/docs/workflows/getting-started-w-workflows/fathom-action-triggers-in-workflows
- Section: Workflows / Getting Started w/ Workflows
- Reading time: 5 min
- Images: 5, each explained below

---
Use Fathom in GHL Customer Care workflows to automate next steps from your meeting recordings, transcripts, and summaries. Once connected, Fathom can trigger workflows when a new recording is available or provide meeting data to later workflow actions. This helps teams send follow-ups, create tasks, and notify internal users without manually copying meeting notes.

**Note:** Fathom actions are **premium workflow actions** and may incur additional charges per execution.

---

**TABLE OF CONTENTS**

-   [What are Fathom Action & Triggers in Workflows?](#what-are-fathom-action-and-triggers-in-workflows)[](#key-benefits-of-fathom-action-and-triggers-in-workflows)
-   [Key Benefits of Fathom Action & Triggers in Workflows](#key-benefits-of-fathom-action-and-triggers-in-workflows)[](#how-to-use-fathom-action-and-triggers-in-workflows)
-   [How To Use Fathom Action and Triggers in Workflows](#how-to-use-fathom-action-and-triggers-in-workflows)[](#common-use-cases)
-   [Common Use Cases](#common-use-cases)[](#ai-powered-follow-up-email-after-sales-calls-with-competitor-context)
    -   [AI-Powered Follow-Up Email After Sales Calls (with Competitor Context)](#ai-powered-follow-up-email-after-sales-calls-with-competitor-context)[](#client-call-auto-summary-task-assignment)
    -   [Client Call → Auto Summary + Task Assignment](#client-call-auto-summary-task-assignment)[](#frequently-asked-questions)
-   [Frequently Asked Questions](#frequently-asked-questions)[](#related-articles)
-   [Related Articles](#related-articles)

---

# **What are Fathom Action & Triggers in Workflows?**

Fathom Actions & Triggers connect your Fathom meeting data to GHL Customer Care workflows. A trigger can start a workflow when a new recording is processed, while actions can retrieve recordings, transcripts, or summaries for use in later workflow steps.

Fathom includes one workflow trigger and three workflow actions:

| Type | Name | What it does |
| --- | --- | --- |
| Trigger | New Recording | Starts a workflow when a new Fathom recording is created and processed. |
| Action | List Recordings | Retrieves available Fathom recordings from the connected account. |
| Action | Fetch Transcript | Retrieves the transcript for a selected recording. |
| Action | Fetch Summary | Retrieves the AI-generated summary for a selected recording. |

---

## **Key Benefits of Fathom Action & Triggers in Workflows**

-   **Automated follow-ups:** Use transcript or summary details to create personalized emails after calls.
-   **Task creation:** Convert meeting summaries into tasks in connected tools like ClickUp.
-   **Internal visibility:** Notify team members when important meeting details or action items are available.
-   **Less manual work:** Move meeting data into workflows without copying and pasting from Fathom.
-   **Flexible automation:** Use Fathom data with other workflow actions, including AI, email, notifications, and task tools.

---

## **How To Use Fathom Action and Triggers in Workflows**

Connecting Fathom before building your workflow ensures GHL Customer Care can retrieve recordings, transcripts, and summaries from the correct Fathom account. You can connect Fathom from the Workflow Builder or from Settings → Integrations.

1.  Go to **Automation → Workflows**.
2.  Create a new workflow or edit an existing workflow.
    
    
![Step 2 of 14: Create a new workflow or edit an existing workflow](https://jumpshare.com/share/nvcVUJz7Aom6YsUhNIDg+/Screen+Shot+2026-06-17+at+17.35.03.png)

**Step 2 of 14: Create a new workflow or edit an existing workflow**

This screenshot accompanies step 2 of 14 in the "How To Use Fathom Action and Triggers in Workflows" section of "Fathom Action & Triggers in Workflows". At this point in the walkthrough you create a new workflow or edit an existing workflow. This part of the guide covers 3 fields, listed below. The next step is to click Add New Trigger or add a new workflow action.
- What this covers: Create a new workflow or edit an existing workflow.
- Fields: Fetch recordings based on the connected user, Provides full meeting transcript, Provides concise meeting summaries
- Controls: Automation → Workflows, Add New Trigger, Apps, Fathom, New Recording, ., Connect Your Account., My Meetings, Team Meetings, Find New Records, Save Trigger, +
- Next: Click Add New Trigger or add a new workflow action.

Full procedure:

1. Go to Automation → Workflows.
2. Create a new workflow or edit an existing workflow.  <- this image
3. Click Add New Trigger or add a new workflow action.
4. Select the Apps tab.
5. Search for and select Fathom.
6. Choose the New Recording trigger.
7. If Fathom is not connected, click Connect Your Account.
8. Under filters, choose where the trigger should listen for recordings, such as My Meetings or Team Meetings.
9. Click Find New Records to test the trigger.
10. Review the returned trigger data.
11. Click Save Trigger.
12. Click on the + button to add Actions.
13. Choose the action you want to use:
14. Test and Save the Action.

    
3.  Click **Add New Trigger** or add a new workflow action.
4.  Select the **Apps** tab.
5.  Search for and select **Fathom**.
6.  Choose the **New Recording** trigger**.** 
7.  If Fathom is not connected, click **Connect Your Account.**
8.  Under filters, choose where the trigger should listen for recordings, such as **My Meetings** or **Team Meetings**.
9.  Click **Find New Records** to test the trigger.
10.  Review the returned trigger data.
11.  Click **Save Trigger**.
     
     
![Step 11 of 14: Click Save Trigger](https://jumpshare.com/share/3JVn6AAfbTLO9JW0PjgR+/GIF+Recording+2026-06-17+at+17.41.35.gif)

**Step 11 of 14: Click Save Trigger**

This animation accompanies step 11 of 14 in the "How To Use Fathom Action and Triggers in Workflows" section of "Fathom Action & Triggers in Workflows". At this point in the walkthrough you click Save Trigger. For context, this section explains: Connecting Fathom before building your workflow ensures GHL Customer Care can retrieve recordings, transcripts, and summaries from the correct Fathom account. You can connect Fathom from the Workflow Builder or from Settings → Integrations. This part of the guide covers 3 fields, listed below. The next step is to click on the + button to add Actions.
- How to confirm: Click Save Trigger.
- Fields: Fetch recordings based on the connected user, Provides full meeting transcript, Provides concise meeting summaries
- Controls: Save Trigger, Automation → Workflows, Add New Trigger, Apps, Fathom, New Recording, ., Connect Your Account., My Meetings, Team Meetings, Find New Records, +
- Next: Click on the + button to add Actions.

Full procedure:

1. Go to Automation → Workflows.
2. Create a new workflow or edit an existing workflow.
3. Click Add New Trigger or add a new workflow action.
4. Select the Apps tab.
5. Search for and select Fathom.
6. Choose the New Recording trigger.
7. If Fathom is not connected, click Connect Your Account.
8. Under filters, choose where the trigger should listen for recordings, such as My Meetings or Team Meetings.
9. Click Find New Records to test the trigger.
10. Review the returned trigger data.
11. Click Save Trigger.  <- this image
12. Click on the + button to add Actions.
13. Choose the action you want to use:
14. Test and Save the Action.

     
12.  Click on the **+** button to **add** **Actions**.
13.  **Choose** the **action** you want to use:  
     
     -   **List Recordings**  
         Retrieve a list of available Fathom recordings for the connected account.  
         **What it does:**  
         
         -   Fetch recordings based on the connected user
         -   Allows selection of recordings summary and other fields for downstream actions
     -   **Fetch Transcript**  
         Retrieve the transcript for a selected recording.  
         **What it does:**  
         
         -   Provides full meeting transcript
         -   Enables use of transcript data in AI and other workflow steps
     -   **Fetch Summary**  
         Retrieve the AI-generated summary for a selected recording.  
         **What it does:**  
         
         -   Provides concise meeting summaries
         -   Can be used for task extraction, notifications, and follow-ups
14.  **Test** and **Save** the **Action**.
     
     
![Step 14 of 14: Test and Save the Action](https://jumpshare.com/share/6jUQ6sb0MxFm87HvaYwQ+/GIF+Recording+2026-06-17+at+17.55.05.gif)

**Step 14 of 14: Test and Save the Action**

This animation accompanies step 14 of 14 in the "How To Use Fathom Action and Triggers in Workflows" section of "Fathom Action & Triggers in Workflows". At this point in the walkthrough you test and Save the Action. For context, this section explains: Connecting Fathom before building your workflow ensures GHL Customer Care can retrieve recordings, transcripts, and summaries from the correct Fathom account. You can connect Fathom from the Workflow Builder or from Settings → Integrations. This part of the guide covers 3 fields, listed below.
- How to confirm: Test and Save the Action.
- Fields: Fetch recordings based on the connected user, Provides full meeting transcript, Provides concise meeting summaries
- Controls: Test, Save, Action, Automation → Workflows, Add New Trigger, Apps, Fathom, New Recording, ., Connect Your Account., My Meetings, Team Meetings

Full procedure:

1. Go to Automation → Workflows.
2. Create a new workflow or edit an existing workflow.
3. Click Add New Trigger or add a new workflow action.
4. Select the Apps tab.
5. Search for and select Fathom.
6. Choose the New Recording trigger.
7. If Fathom is not connected, click Connect Your Account.
8. Under filters, choose where the trigger should listen for recordings, such as My Meetings or Team Meetings.
9. Click Find New Records to test the trigger.
10. Review the returned trigger data.
11. Click Save Trigger.
12. Click on the + button to add Actions.
13. Choose the action you want to use:
14. Test and Save the Action.  <- this image

     

---

## **Common Use Cases**

### **AI-Powered Follow-Up Email After Sales Calls (with Competitor Context)**

**Problem:**

Sales follow-ups are often inconsistent in quality and timing. Emails may lack personalization, fail to reflect the actual conversation, and do not account for competitors mentioned during the call—resulting in weaker positioning and lower conversion rates.

**Workflow:**

-   Trigger: **Fathom – New Recording**
-   Action: **Fetch Transcript**
-   Action: **Manus – Competitor Analysis**
-   Action: **AI ( AI / OpenAI)**
-   Action: **Send Email**

**What happens:**

-   Transcript is analyzed to identify competitors mentioned
-   Manus enriches this with competitor insights
-   AI generates a personalized follow-up email with strong positioning
-   Email is sent automatically

**AI Prompt (Follow-Up Email with Competitor Context):**

You are a sales assistant.

Based on the following call transcript and competitor analysis, write a personalized follow-up email.

Include:
- A brief thank you
- Key points discussed
- Any objections or concerns mentioned
- Clear next steps
- Subtle positioning that differentiates us from competitors mentioned

When referencing competitors:
- Do NOT criticize competitors directly
- Highlight our strengths in a professional and confident manner
- Address any concerns raised during the call

Keep the tone professional, concise, and friendly.

Transcript:
{{transcript}}

Competitor Insights:
{{competitor\_analysis}}

**AI Prompt (Competitor Extraction & Analysis – Manus):**

Analyze the following call transcript.

1. Identify any competitors mentioned.
2. For each competitor, provide:
   - Competitor name
   - Context in which they were mentioned
   - Perceived strengths
   - Possible weaknesses or gaps we can differentiate on

Return structured output.

Transcript:
{{transcript}}

![AI-Powered Follow-Up Email After Sales Calls (with Competitor Context) (image 4 of 5)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155067735136/original/7B6bD155BVO2_8gP6Ih1KG-QepIWEwtrdw.png)

**AI-Powered Follow-Up Email After Sales Calls (with Competitor Context) (image 4 of 5)**

This screenshot appears in the "AI-Powered Follow-Up Email After Sales Calls (with Competitor Context)" section of "Fathom Action & Triggers in Workflows". The text alongside this image reads: Analyze the following call transcript. 1. Identify any competitors mentioned. 2. For each competitor, provide: - Competitor name - Context in which they were mentioned - Perceived strengths - Possible weaknesses or gaps we can differentiate on Return structured output. Transcript: {{transcript}}. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Action items and decisions from client calls are not consistently documented or tracked, leading to missed deliverables, unclear ownership, and inefficient execution.
- What to fill in: Analyze the following call transcript. 1. Identify any competitors mentioned. 2. For each competitor, provide: - Competitor name - Context in which they were mentioned - Perceived strengths - Possible weaknesses or gaps we can differentiate on Return structured output. Transcript: {{transcript}}
- Fields: Trigger: Fathom – New Recording, Action: Fetch Transcript, Action: Manus – Competitor Analysis, Action: AI (AI / OpenAI), Action: Send Email, Transcript is analyzed to identify competitors mentioned, Manus enriches this with competitor insights, Email is sent automatically
- Controls: Fathom – New Recording, Fetch Transcript, Manus – Competitor Analysis, AI (AI / OpenAI), Send Email
- Next: Action items and decisions from client calls are not consistently documented or tracked, leading to missed deliverables, unclear ownership, and inefficient execution.

Example values (illustrative, not read from the screenshot):

- Action: Send Email: priya.raman@northgatedental.com
- Email is sent automatically: priya.raman@northgatedental.com

Full procedure:

1. Trigger: Fathom – New Recording
2. Action: Fetch Transcript
3. Action: Manus – Competitor Analysis
4. Action: AI (AI / OpenAI)
5. Action: Send Email

### **Client Call → Auto Summary + Task Assignment**

**Problem:**

Action items and decisions from client calls are not consistently documented or tracked, leading to missed deliverables, unclear ownership, and inefficient execution.

**Workflow:**

-   Trigger: **Fathom – New Recording**
-   Action: **Fetch Summary**
-   Action: **AI (extract action items)**
-   Action: **Create Task (ClickUp)**
-   Action: **Send Internal Notification (GHL Customer Care)**

**What happens:**

-   Meeting summary is generated
-   AI extracts structured action items
-   Tasks are created in ClickUp
-   Internal notification is sent to the team

![Client Call → Auto Summary + Task Assignment (image 5 of 5)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155067735900/original/1O9XWDaSNF6uGXLwmq9RQcgea9KbnCsSNA.png)

**Client Call → Auto Summary + Task Assignment (image 5 of 5)**

This screenshot appears in the "Client Call → Auto Summary + Task Assignment" section of "Fathom Action & Triggers in Workflows". The text alongside this image reads: Meeting summary is generated AI extracts structured action items Tasks are created in ClickUp Internal notification is sent to the team. This part of the guide covers 9 fields, listed below. Immediately after, the guide continues: Q: When does the New Recording trigger fire? The trigger fires after the Fathom meeting recording is created and processed. This may take a few minutes after the meeting ends.
- What this covers: Meeting summary is generated AI extracts structured action items Tasks are created in ClickUp Internal notification is sent to the team
- Fields: Trigger: Fathom – New Recording, Action: Fetch Summary, Action: AI (extract action items), Action: Create Task (ClickUp), Action: Send Internal Notification (GHL Customer Care), Meeting summary is generated, AI extracts structured action items, Tasks are created in ClickUp, Internal notification is sent to the team
- Controls: Fathom – New Recording, Fetch Summary, AI (extract action items), Create Task (ClickUp)
- Next: Q: When does the New Recording trigger fire? The trigger fires after the Fathom meeting recording is created and processed. This may take a few minutes after the meeting ends.

Full procedure:

1. Trigger: Fathom – New Recording
2. Action: Fetch Summary
3. Action: AI (extract action items)
4. Action: Create Task (ClickUp)
5. Action: Send Internal Notification (GHL Customer Care)

---

## **Frequently Asked Questions**

**Q: When does the New Recording trigger fire?**  
The trigger fires after the Fathom meeting recording is created and processed. This may take a few minutes after the meeting ends.

**Q: Do I need to connect Fathom before using the trigger or actions?**  
Yes. Fathom must be connected before GHL Customer Care can retrieve recordings, transcripts, or summaries.

**Q: Are Fathom actions premium workflow actions?**  
Yes. Fathom actions are premium workflow actions and may incur charges per execution.

**Q: Can I use Fathom transcripts in AI workflow actions?**  
Yes. You can pass transcript data into AI actions to generate follow-ups, extract action items, summarize discussion points, or prepare internal updates.

**Q: Can Fathom recordings be matched to contacts automatically?**  
Contact matching is not automatic. You can use participant details, such as email address, within your workflow logic to match or update contacts.

**Q: What should I do if no test records are found?**  
Confirm that Fathom is connected, the selected recording source has recent processed recordings, and the trigger or action filters are not too narrow.

---

### **Related Articles**

-   [Workflow Builder Walkthrough](https://docs.ghlcustomercare.com/docs/workflows/workflow-builder/workflow-builder-walkthrough) 
-   [How to Enable and Rebill Premium Features for Workflows](https://docs.ghlcustomercare.com/docs/workflows/getting-started-w-workflows/how-to-enable-and-rebill-premium-features-for-workflows) 
-   [Asana Actions and Triggers in Workflows](https://docs.ghlcustomercare.com/docs/workflows/getting-started-w-workflows/asana-actions-and-triggers-in-workflows)
-   [Manus Actions & Triggers in GHL Customer Care Workflows](https://docs.ghlcustomercare.com/docs/workflows/getting-started-w-workflows/manus-actions-triggers-in-workflows) 
-   [ClickUp - Actions & Triggers in Workflows](https://docs.ghlcustomercare.com/docs/workflows/getting-started-w-workflows/clickup-actions-triggers-in-workflows)

---

Documentation for GHL Customer Care. Support: support@ghlcustomercare.com