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Fathom Sync

CallVault’s sync system brings your Fathom call recordings into your library. Here’s how it works.

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Two Ways to Sync

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1. Manual Sync (On-Demand)

Pull calls into CallVault whenever you want:
  1. Go to the SYNC tab on the Transcripts page
  2. Set an optional date range
  3. Click Fetch Unsynced
  4. Select the calls you want
  5. Click Sync
This is useful for:
  • Initial import of existing calls
  • Catching calls that might have been missed
  • Selective import of specific meetings

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2. Automatic Sync (Webhook)

Set it up once and forget about it:
  • When a call completes in Fathom, it sends a webhook
  • CallVault receives the webhook and imports the call
  • New calls appear in your library automatically
Automatic sync requires configuring a webhook in Fathom during the setup wizard.

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What Gets Synced

For each call, CallVault imports:
DataDescription
TitleThe meeting name
TranscriptFull conversation text
DurationLength of the recording
Date/TimeWhen the call occurred
ParticipantsNames of people who spoke
Fathom SummaryAI-generated summary (if available)
Action ItemsTasks identified by Fathom (if available)

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Sync Status

On the SYNC tab, calls show their status:
  • Not synced - Available to import
  • Syncing… - Currently being imported
  • Synced - Already in your library
Already-synced calls won’t duplicate if you sync again.

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Date Range Filtering

Use the date picker on the SYNC tab to:
  • Import calls from a specific period
  • Limit the fetch to recent calls
  • Find older calls for historical import

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Sync Progress

When syncing multiple calls:
  • A progress bar shows overall status
  • Individual calls update as they complete
  • You can continue using CallVault while sync runs

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Troubleshooting Sync

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Calls Not Appearing in Fetch

  • Check your date range isn’t excluding them
  • Verify your Fathom API key is valid (Settings > Integrations)
  • Ensure the calls have completed processing in Fathom

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Sync Fails

  • Check your internet connection
  • Verify Fathom credentials in Settings
  • Try syncing a single call to isolate the issue

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Automatic Sync Not Working

  1. Go to Settings > Integrations
  2. Verify the webhook is configured
  3. Check the Webhook Secret matches Fathom
  4. Try a manual sync to confirm the API key works

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Re-syncing Calls

Currently, calls sync once. To update a call:
  1. Note the call title
  2. Delete it from your library (if needed)
  3. Re-sync from the SYNC tab
Future updates may include automatic re-sync when Fathom updates a transcript.

Connect Fathom

Complete setup guide

Transcript Library

Manage your synced calls