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Fathom AI Integration

Connect Fathom to Heffl to automatically log meeting notes, summaries, and action items to your contacts and deals.

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Overview

Fathom is an AI meeting assistant that records, transcribes, and summarizes your video calls. With this integration, Heffl automatically:
  • Logs meetings to the matching contact or deal based on attendee email
  • Creates tasks from action items identified during the meeting
  • Stores summaries with a link back to the full Fathom recording

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Prerequisites

  1. A Fathom account
  2. A Heffl account with admin permissions

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Setup Instructions

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Step 1: Connect Fathom in Heffl

  1. In Heffl, go to Settings → Integrations
  2. Find Fathom and click Connect
  3. You’ll be redirected to Fathom to authorize the connection
  4. Click Allow to grant Heffl access
  5. You’ll be redirected back to Heffl — the integration is now connected
Heffl automatically registers a webhook with Fathom to receive meeting data.

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Step 2: Configure Settings

After connecting, configure your preferences:
  1. In Settings → Integrations → Fathom, set your options:
    • Create Meeting Logs In — where to log meetings
    • Create Tasks from Action Items — enable or disable task creation
  2. Click Save

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Configuration Options

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Create Meeting Logs In

Controls where Heffl creates meeting log entries when attendees match existing records.
  • Required: Yes
  • Options:
OptionBehavior
Contacts onlyCreates a meeting log on the matching contact
Deals (if exists, otherwise Contact)Logs to an active deal if the contact has one, otherwise falls back to the contact
Don’t create logsDisables automatic meeting logging

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Create Tasks from Action Items

Automatically creates tasks in Heffl from action items identified by Fathom during the meeting.
  • Required: No (defaults to Yes)
  • Options: Yes / No
Tasks are assigned to the matching Heffl user based on the action item assignee’s email or name.

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How It Works

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Meeting Processing

After each Fathom-recorded meeting:
  1. Webhook received — Fathom sends meeting data (summary, attendees, action items) to Heffl
  2. Attendee matching — Heffl looks up external attendees by email to find matching contacts
  3. Contact creation — If no matching contact exists, Heffl creates one automatically
  4. Meeting logged — A completed meeting task is created with the summary, linked to the contact or deal
  5. Action items — If enabled, tasks are created from action items and assigned to matching team members

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Attendee Matching

Heffl matches meeting attendees to your existing records using:
  1. Email address (primary match)
  2. Full name (fallback)
  3. First name (last resort)
Only external attendees (outside your organization) trigger contact matching.

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Action Item Assignment

When action items have assignees, Heffl attempts to match them to your team members by:
  1. Email address
  2. Full name
  3. First name
Unmatched action items are created as unassigned tasks.

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Supported Meeting Platforms

Fathom supports Zoom, Google Meet, and Microsoft Teams. Any meeting recorded by Fathom will be synced to Heffl regardless of which platform was used.

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Troubleshooting

Possible causes:
  • Connection expired — Disconnect and reconnect the integration in Heffl
  • No matching contact — Check that the attendee’s email matches a contact in Heffl
Solutions:
  • Go to Settings → Integrations → Fathom and verify the connection is active
  • Disconnect and reconnect if the connection shows as inactive
Possible causes:
  • “Create Tasks from Action Items” is set to No
  • Fathom didn’t detect any action items in the meeting
Solutions:
  • Check your integration settings and ensure task creation is enabled
  • Verify in Fathom that action items were captured for the meeting

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Disconnecting

To disconnect Fathom:
  1. Go to Settings → Integrations
  2. Find Fathom and click Disconnect
This unregisters the webhook in Fathom and revokes access. Your existing meeting logs and tasks in Heffl are preserved.

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FAQ

The integration is connected per-user. Each team member who wants their meetings logged should connect their own Fathom integration.
Fathom sends: meeting title, start/end time, attendees (name and email), summary, action items, and a link to the recording. Full transcripts are not sent by default.
Yes. Go to Settings → Integrations → Fathom and update the “Create Meeting Logs In” setting at any time.