Fathom Action & Triggers in Workflows

Modified on: Wed, 17 Jun, 2026 at 8:15 AM

Use Fathom in HighLevel 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?
Key Benefits of Fathom Action & Triggers in Workflows
How To Use Fathom Action and Triggers in Workflows
Common Use Cases
- AI-Powered Follow-Up Email After Sales Calls (with Competitor Context)
- Client Call → Auto Summary + Task Assignment
Frequently Asked Questions
Related Articles

What are Fathom Action & Triggers in Workflows?

Fathom Actions & Triggers connect your Fathom meeting data to HighLevel 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 HighLevel 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.
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:
- 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.

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}}

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)

What happens:

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

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 HighLevel 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.