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Syncing Calls from Fathom

This guide walks you through importing your Fathom recordings into CallVault.

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Prerequisites

Before syncing:

• Complete the Fathom setup wizard
• Have calls recorded in Fathom

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Manual Sync Walkthrough

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Step 1: Go to the SYNC Tab

1. Log into CallVault
2. You’ll be on the Transcripts page
3. Click the SYNC tab

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Step 2: Set Your Date Range (Optional)

If you only want calls from a specific period:

1. Click the date picker
2. Select a start date
3. Select an end date
4. Only calls in that range will appear

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Step 3: Fetch Available Calls

1. Click Fetch Unsynced
2. Wait while CallVault queries Fathom
3. A list of available meetings appears

You’ll see:

• Call title
• Date
• Duration
• Participants (if available)

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Step 4: Select Calls to Sync

Individual selection:

• Click the checkbox next to each call you want

Select all:

• Use the checkbox in the header to select all visible calls

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Step 5: Start the Sync

1. With calls selected, click Sync Selected
2. A progress bar appears
3. Wait for completion

Each call downloads and processes. This includes:

• Fetching the full transcript
• Storing metadata
• Making it searchable

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Step 6: View Your Synced Calls

1. Click the TRANSCRIPTS tab
2. Your newly synced calls appear in the table
3. Click any call to see its details

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Automatic Sync

If you configured webhooks during setup, new calls sync automatically. How it works:

1. You complete a call in Fathom
2. Fathom sends a webhook to CallVault
3. CallVault imports the call
4. It appears in your library within minutes

To verify auto-sync is working:

1. Record a test call in Fathom
2. Wait 5 minutes
3. Check your CallVault library
4. The call should appear

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Syncing Tips

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Bulk Import Historical Calls

For your first import:

1. Don’t set a date range
2. Fetch all available calls
3. Select all and sync in one batch

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Selective Import

If you only want certain calls:

1. Use date range to narrow down
2. Manually select specific calls
3. Sync just those

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Check Already Synced

Calls you’ve already synced won’t appear in the fetch results. To see what’s synced:

1. Go to the TRANSCRIPTS tab
2. Your synced calls are there
3. Use search/filters to find specific ones

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Troubleshooting

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”No calls found”

• Check your date range isn’t too narrow
• Verify calls exist in Fathom
• Ensure your Fathom API key is valid

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Sync gets stuck

• Refresh the page
• Try syncing fewer calls at once
• Check your internet connection

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Calls missing after sync

• Give it a few minutes to process
• Refresh the TRANSCRIPTS tab
• Check if the call is in Fathom’s completed recordings