Skip to main content

​
Frequently Asked Questions

Quick answers to common questions about CallVault.

​
General

CallVault is an AI-powered conversation vault that captures, organizes, and makes searchable all your important business calls. It integrates with Fathom to automatically import your meeting transcripts and lets you query them with natural language AI.
CallVault is built for founder-led, call-heavy businesses:
  • Coaches & Consultants who want to reference past client conversations
  • Agencies who need a clear record of what was promised and decided
  • Service Businesses who live on calls and need answers fast
CallVault offers a free tier to get started. Check the Billing section in Settings for current plan details and upgrade options.
Currently, CallVault integrates with Fathom. Zoom and Google Meet direct integrations are on the roadmap. See Coming Soon for details.

​
Getting Started

  1. Connect your Fathom account in the Setup Wizard
  2. Go to the SYNC tab on the Transcripts page
  3. Fetch and sync your existing calls
  4. New calls sync automatically via webhook
See Quickstart for full details.
Yes, currently CallVault requires Fathom for call recording and transcription. Fathom handles the recording; CallVault handles the organization, search, and AI.
Individual calls sync in seconds. Larger batch imports (50+ calls) may take a few minutes. You can monitor progress in the SYNC tab.
Yes. Use the SYNC tab to fetch and import your historical calls from Fathom. You can import everything or select specific date ranges.

​
AI Chat

AI Chat uses semantic search to find relevant parts of your transcripts, then uses AI (GPT-4 or Claude) to formulate answers. It cites sources so you can verify the information.
A few possibilities:
  • The call may not be indexed yet (go to Settings > AI to index transcripts)
  • Try broader search terms
  • Remove filters that might be excluding the call
  • The call may have synced recently and needs time to process
CallVault supports:
  • GPT-4o-mini - Fast and economical (default)
  • GPT-4.1 - Higher quality responses
  • Claude 3.5 Sonnet - Best quality for complex questions
Change models in the Chat interface or in Settings > AI.
Yes. Go to Settings > AI to add your own API key. This lets you use your own quota for Chat queries.
Yes. Chat sessions are automatically saved and appear in the left sidebar. You can continue any conversation where you left off.

​
Organization

Folders are for grouping calls into one category (a call can only be in one folder). Use folders for clients, projects, or time periods.Tags are for cross-cutting attributes (a call can have many tags). Use tags for call types (demo, support), outcomes (won, lost), or topics.
There’s no practical limit. Create as many as you need to stay organized.
Yes. Go to the Sorting & Tagging page (click your avatar > Sorting & Tagging) to create rules that automatically tag calls based on title patterns.
Yes. Drag and drop calls onto folders in the sidebar, or use the bulk action toolbar to move multiple calls at once.

​
Transcripts

Yes. Open a call’s detail dialog and go to the Transcript tab. You can:
  • Edit text inline
  • Fix speaker names
  • Delete segments
  • Trim before/after sections
Yes. Select calls and use the Download/Export button to export as:
  • PDF
  • DOCX (Word)
  • ZIP (for multiple calls)
Yes. Open the call detail and click the re-sync option to pull the latest version from Fathom.
Open the call detail, go to Transcript, and click on the speaker name to change it. You can also use the Change Speaker dialog for bulk updates.

​
Account & Settings

Go to Settings > Account and use the Change Password section.
Click the theme toggle in the top bar, or go to Settings > Account to set your preference.
Go to Settings > Integrations and click Disconnect on the Fathom connection. Your existing synced calls will remain in CallVault.
Team features are available on certain plans. Go to Settings > Users (if visible) to manage team access.

​
Troubleshooting

  1. Check that your webhook is configured correctly in Fathom
  2. Verify the Webhook Secret matches in Settings > Integrations
  3. Try clicking Test Connection to verify the API key
  4. Use manual sync as a fallback
  • Complex queries take longer to process
  • Large libraries require more search time
  • Try narrowing your search with filters
  • Check your internet connection
  1. Go to Settings > Integrations
  2. Click Edit on the Fathom connection
  3. Regenerate your API key in Fathom
  4. Update it in CallVault
  5. Click Test Connection to verify
  1. Refresh the page
  2. Check the status in Settings > AI
  3. Try triggering index again
  4. If it persists, try with fewer calls selected

​
Data & Privacy

CallVault uses Supabase for secure cloud storage. Your transcripts and metadata are stored encrypted at rest.
Yes. You can delete individual calls from the call detail dialog, or contact support for full account deletion.
Only you and any team members you’ve explicitly granted access to. CallVault staff do not access customer transcripts.

Still have questions?

Log in to CallVault and use the AI Chat to ask questions about your specific setup.