Connect Fathom to GHL Customer Care workflows to use meeting recordings, transcripts, and summaries for automated follow-ups, task creation, and team notifications.
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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.
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.
Go to Automation → Workflows.
Create a new workflow or edit an existing workflow.Step 2 of 14: Create a new workflow or edit an existing workflowWhat this shows Step 2 of 14: Create a new workflow or edit an existing workflow.What this showsShows what this covers for step 2 of 14 in the "How To Use Fathom Action and Triggers in Workflows" section of "Fathom Action & Triggers in Workflows".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.Step 2 of 14Image 1 of 5What this coversCreate a new workflow or edit an existing workflow.
Fields in this part of the guideFetch recordings based on the connected userProvides full meeting transcriptProvides concise meeting summaries
Buttons and menus referencedAutomation → WorkflowsAdd New TriggerAppsFathomNew Recording.Connect Your Account.My MeetingsTeam MeetingsFind New RecordsSave Trigger+
Next stepClick Add New Trigger or add a new workflow action.All 14 steps in this procedure
Go to Automation → Workflows.
Create a new workflow or edit an existing workflow. this image
Click Add New Trigger or add a new workflow action.
Select the Apps tab.
Search for and select Fathom.
Choose the New Recording trigger.
If Fathom is not connected, click Connect Your Account.
Under filters, choose where the trigger should listen for recordings, such as My Meetings or Team Meetings.
Click Find New Records to test the trigger.
Review the returned trigger data.
Click Save Trigger.
Click on the + button to add Actions.
Choose the action you want to use:
Test and Save the Action.
Click Add New Trigger or add a new workflow action.
Select the Apps tab.
Search for and select Fathom.
Choose the New Recording trigger.
If Fathom is not connected, click Connect Your Account.
Under filters, choose where the trigger should listen for recordings, such as My Meetings or Team Meetings.
Click Find New Records to test the trigger.
Review the returned trigger data.
Click Save Trigger.Step 11 of 14: Click Save TriggerWhat this shows Step 11 of 14: Click Save Trigger.What this showsShows how to confirm for step 11 of 14 in the "How To Use Fathom Action and Triggers in Workflows" section of "Fathom Action & Triggers in Workflows".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.Step 11 of 14Image 2 of 5How to confirmClick Save Trigger.
Fields in this part of the guideFetch recordings based on the connected userProvides full meeting transcriptProvides concise meeting summaries
Buttons and menus referencedSave TriggerAutomation → WorkflowsAdd New TriggerAppsFathomNew Recording.Connect Your Account.My MeetingsTeam MeetingsFind New Records+
Next stepClick on the + button to add Actions.All 14 steps in this procedure
Go to Automation → Workflows.
Create a new workflow or edit an existing workflow.
Click Add New Trigger or add a new workflow action.
Select the Apps tab.
Search for and select Fathom.
Choose the New Recording trigger.
If Fathom is not connected, click Connect Your Account.
Under filters, choose where the trigger should listen for recordings, such as My Meetings or Team Meetings.
Click Find New Records to test the trigger.
Review the returned trigger data.
Click Save Trigger. this image
Click on the + button to add Actions.
Choose the action you want to use:
Test and Save the Action.
Click on the + button to addActions.
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
Test and Save the Action.Step 14 of 14: Test and Save the ActionWhat this shows Step 14 of 14: Test and Save the Action.What this showsShows how to confirm for step 14 of 14 in the "How To Use Fathom Action and Triggers in Workflows" section of "Fathom Action & Triggers in Workflows".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.Step 14 of 14Image 3 of 5How to confirmTest and Save the Action.
Fields in this part of the guideFetch recordings based on the connected userProvides full meeting transcriptProvides concise meeting summaries
Buttons and menus referencedTestSaveActionAutomation → WorkflowsAdd New TriggerAppsFathomNew Recording.Connect Your Account.My MeetingsTeam Meetings
All 14 steps in this procedure
Go to Automation → Workflows.
Create a new workflow or edit an existing workflow.
Click Add New Trigger or add a new workflow action.
Select the Apps tab.
Search for and select Fathom.
Choose the New Recording trigger.
If Fathom is not connected, click Connect Your Account.
Under filters, choose where the trigger should listen for recordings, such as My Meetings or Team Meetings.
Click Find New Records to test the trigger.
Review the returned trigger data.
Click Save Trigger.
Click on the + button to add Actions.
Choose the action you want to use:
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)What this shows Analyze the following call transcript.What this showsIllustrates the "AI-Powered Follow-Up Email After Sales Calls (with Competitor Context)" section of "Fathom Action & Triggers in Workflows".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.Image 4 of 5What to fill inAnalyze 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 in this part of the guideTrigger: Fathom – New RecordingAction: Fetch TranscriptAction: Manus – Competitor AnalysisAction: AI (AI / OpenAI)Action: Send EmailTranscript is analyzed to identify competitors mentionedManus enriches this with competitor insightsEmail is sent automatically
Buttons and menus referencedFathom – New RecordingFetch TranscriptManus – Competitor AnalysisAI (AI / OpenAI)Send Email
Next stepAction items and decisions from client calls are not consistently documented or tracked, leading to missed deliverables, unclear ownership, and inefficient execution.
Example values
Action: Send Email
priya.raman@northgatedental.com
Email is sent automatically
priya.raman@northgatedental.com
Illustrative values showing the expected format. They are not read from the screenshot.
All 5 steps in this procedure
Trigger: Fathom – New Recording
Action: Fetch Transcript
Action: Manus – Competitor Analysis
Action: AI (AI / OpenAI)
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.
Client Call → Auto Summary + Task Assignment (image 5 of 5)What this shows Meeting summary is generated AI extracts structured action items Tasks are created in ClickUp Internal notification is sent to the teamWhat this showsIllustrates the "Client Call → Auto Summary + Task Assignment" section of "Fathom Action & Triggers in Workflows".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.Image 5 of 5What this coversMeeting summary is generated AI extracts structured action items Tasks are created in ClickUp Internal notification is sent to the team
Fields in this part of the guideTrigger: Fathom – New RecordingAction: Fetch SummaryAction: AI (extract action items)Action: Create Task (ClickUp)Action: Send Internal Notification (GHL Customer Care)Meeting summary is generatedAI extracts structured action itemsTasks are created in ClickUpInternal notification is sent to the team
Buttons and menus referencedFathom – New RecordingFetch SummaryAI (extract action items)Create Task (ClickUp)
Next stepQ: 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.All 5 steps in this procedure
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.
