Fathom Setup: Your Call Transcripts File Themselves

One-time setup, about two minutes. Do it once, in your own Fathom account.

What this gets you. After this, the calls you record land on the record of the contractor you were talking to, in GoHighLevel, by themselves. The summary and the full transcript get written in as a note, usually within a few minutes of the call ending. Two things have to be true for that to happen, and they are at the bottom of this page.

The setup

Have the address Suzanne sent you open before you start. The webhook lives inside an API key, so you make the key first and the webhook second.

  1. Settings, then API Access

    Sign in to Fathom. Click Settings, the gear at the top right. Scroll down to the section headed API ACCESS and click Add on the API Access card. Ignore the MCP Server card underneath it.

    Fathom settings page with the API Access card and its Add button

    Settings is the gear at the top right. API Access is well down the page.

  2. Generate Api Key, the one on the left

    You get two choices, Generate Api Key and Create Public App. Take Generate Api Key. The other one is for building an app other Fathom users install, which is not what this is.

    Add API Connection screen with Generate Api Key on the left and Create Public App on the right

    Left one.

  3. Name it and create it

    Give it a name you will recognize in six months. Connect to GHL is a good one. Click Create API Client.

    Generate API Key screen with a Name box and the Create API Client button

  4. The key screen: read it, then move on

    Fathom shows you an API Key and a Webhook Secret, and tells you they are only visible once. You do not need either one. We are not using them, so there is nothing to copy and nothing to send anybody. Click Continue.

    Do not screenshot that screen. Those two values are passwords to your Fathom account. Once you click Continue they are hidden for good, which is exactly what you want.
    The created-key screen showing an API Key field and a Webhook Secret field, with the key blacked out

    The key is blacked out here on purpose. Yours will show a real one. Leave it, click Continue.

  5. Add Webhook

    You land on a page named after your key, showing the key and secret starred out. Click Add Webhook, the small blue link under them.

    The API connection page with the Add Webhook link below the starred-out key and secret

    Ignore Regenerate and Delete at the bottom.

    Do not delete this key later. Your webhook lives inside it, so deleting the key takes the webhook with it and your transcripts quietly stop filing. If you ever do delete it, tell Suzanne and set it up again from step one.

  6. Fill in the one box and flip two switches

    Destination URL: paste the address Suzanne sent you, exactly as sent.

    Scopes: turn on My Recordings. Leave External Recordings off. The two team options are greyed out on our plan, which is fine, we do not need them.

    Events: turn on Transcript, and only that one. Leave Action items, Summary, and CRM Matches off. Transcript is the one that carries what was said.

    Click Create Webhook. That is the whole setup. Send Suzanne a message so she knows to watch for your next call coming through.

    Setup Webhook panel with the Destination URL box, the My Recordings scope switched on, and the Transcript event switched on

    The address shown here is a placeholder. Yours is the one Suzanne sent you.

Two things that decide whether it works

Fathom has to actually be in the call. Its notetaker asks to join, and whoever set up the meeting has to let it in and then let it record, so expect two clicks, not one. If the contractor set up the meeting, that is him, not you, so ask him to approve it. The record button in Zoom or Meet is a separate thing: it saves the recording to that tool, and Fathom never gets a copy. If Fathom was not in the room, there is no transcript to send us.
Invite the contractor with the email that is on his record. Matching runs on the email address of the person on the call. If he joins under a personal address that is not the one on his contact in GoHighLevel, we have nothing to match him to, and the transcript will not land. If you are not sure, open his contact first and use the address you see there.

How you know it worked

After your next call, give Fathom a few minutes to finish processing, then open that contractor's contact in GoHighLevel and look at the notes. The summary and transcript should be sitting there as a note. If it has not landed an hour later, tell Suzanne who the call was with and roughly when. It is usually one of the two things above.

What changes for you day to day

Top Tier Strategies, internal. Questions go to Suzanne.