How to Automate Workflows with Zapier

If you want to connect Fathom with your other tools and cut down on manual work, Zapier gives you a simple way to build automated workflows that move information between apps without code.

This how-to guide walks through the essential steps to set up automations based on the features described in the original Zapier and Fathom tutorial.

What You Can Automate with Zapier

Using Zapier, you can link Fathom with CRMs, project management tools, support platforms, and more so your meeting data flows where your team needs it.

Typical automation goals include:

• Sending meeting summaries to your workspace or inbox
• Creating tasks from key meeting action items
• Syncing attendee information to your CRM
• Centralizing call notes for sales, product, and support teams

Before building anything, decide what information in Fathom you want to use and where it should go.

How Zapier Works with Fathom

Zapier uses “Zaps” to connect apps. Each Zap has two main parts: a trigger and one or more actions. When something happens in one app, Zapier performs tasks in other connected apps.

With Fathom, the trigger is usually based on a meeting event, such as a call being completed or highlights being created. The action might be creating a document, sending a message, or updating a record in another tool.

Key Terms in Zapier

To follow the steps clearly, it helps to understand these core concepts:

• Zap: An automated workflow that links apps.
• Trigger: The event that starts your Zap (for example, a Fathom call ending).
• Action: What happens after the trigger (like creating a task in your project tool).
• Task: A single operation performed by Zapier, such as creating or updating a record.

Getting Ready to Use Zapier with Fathom

Before you build your first automation, make sure you have the right setup in both tools.

Prerequisites

• An active Fathom account with meetings or calls you can use as sample data
• A Zapier account with access to the apps you want to connect
• Permissions to install or authorize integrations for your workspace

Log in to both platforms so you can switch between windows easily while building your workflow.

Connect Fathom to Zapier

Once you are signed in, connect Fathom as an app inside Zapier so it can read your meeting data when a trigger fires.

1. In your Zapier dashboard, click Create to start a new Zap.
2. Search for Fathom in the trigger app search box.
3. Select Fathom and click to connect your account.
4. Authorize access when prompted so Zapier can pull in your call details and highlights.

After authorization, Fathom appears as a connected app you can reuse in any future Zap.

Building Your First Fathom Zapier Workflow

With the connection in place, you can now design a basic workflow that turns Fathom meeting data into automated actions in other apps.

Step 1: Choose a Fathom Trigger in Zapier

The trigger defines when your automation starts. In this setup stage, decide which event in Fathom should launch your workflow.

1. In the Zap editor, choose Fathom as the trigger app.
2. Select a trigger event from the list (for example, “Call Completed” or another available meeting event).
3. Pick the correct Fathom account if you have multiple connections.
4. Click to test the trigger so Zapier can pull in recent meeting data.

The test step confirms that Fathom is sending usable sample information, like call titles, participants, and notes, which you will map into later actions.

Step 2: Add an Action App in Zapier

Next, choose what should happen when the trigger fires. This is where you select another tool to receive meeting information.

1. Click + Add step below your trigger in the Zap editor.
2. Search for the app where you want to send data, such as a CRM, note-taking tool, help desk, or chat app.
3. Select an action event, like creating a record, sending a message, or updating a document.
4. Connect and authorize that app if you have not done so before.

For example, you might create a new note in a documentation tool whenever a Fathom call ends, or you might post a summary into a team channel.

Step 3: Map Fathom Fields in Zapier

To make your automation useful, map specific pieces of Fathom data into fields in your destination app.

1. In the action step, locate the fields that can receive data, such as title, description, or body.
2. Click into a field and select variables from the Fathom trigger data, like call name, date, participants, or summary text.
3. Combine plain text with dynamic values to build clear outputs (for example, “Meeting summary for {{Call Title}} on {{Date}}”).
4. Review each field to ensure the correct Fathom information is being used.

Mapping fields carefully ensures that every task created by Zapier contains context your teammates can understand without re-opening the original recording.

Step 4: Test Your Zapier Automation

Testing verifies that the workflow behaves as expected and that the connected app receives the right information.

1. In the action step, click the test button to send sample data from Fathom.
2. Open the destination app and confirm the record, message, or document appears.
3. Check that each mapped field contains the correct meeting details.
4. Adjust field mappings if anything looks out of place, then run the test again.

Once the test works reliably, toggle the Zap on so it will run automatically after your real meetings.

Popular Zapier Use Cases for Fathom

The original tutorial shows several patterns that you can adapt in your workspace. Here are common ways to use Zapier with Fathom data.

Send Fathom Summaries to a Team Channel

Sales, product, and customer success teams often want quick access to call notes without logging into every platform. You can use Zapier to share these automatically.

• Trigger: Call completed in Fathom.
• Action: Post a formatted message in a collaboration app or chat channel.
• Details: Include the call title, date, participants, and a link back to the recording.

This setup keeps stakeholders aligned and makes it easier to review important outcomes after each conversation.

Create Tasks from Fathom Action Items

Another powerful use of Zapier is sending action items from your meetings into a task manager or project board.

• Trigger: New highlight or tagged item in Fathom.
• Action: Create a task in your project management tool.
• Details: Map the highlight text to the task description and include a link to the call.

This ensures follow-ups are tracked so owners can see what they need to do and when.

Sync Fathom Outcomes to Your CRM with Zapier

If your team uses a CRM, you can connect it with Fathom through Zapier to capture insights from calls alongside contact and deal records.

• Trigger: Call completed or summary available in Fathom.
• Action: Create or update a record in your CRM.
• Details: Map call notes, next steps, and outcome fields to the relevant CRM properties.

Linking meeting notes directly to contacts and deals helps sales and success teams understand account history at a glance.

Best Practices for Reliable Zapier Automations

Once your first workflow is live, refine it to ensure stability and clarity for everyone who relies on it.

Keep Zaps Organized and Documented

• Use descriptive Zap names that include both apps, such as “Fathom → CRM: Create Call Notes”.
• Group related Zaps into folders so you can review or update them later.
• Document each Zap’s purpose, trigger, and action steps where your team can find them.

Monitor and Maintain Your Zapier Setup

• Check Zap run history regularly to catch errors early.
• Update field mappings when your apps change schemas or add new properties.
• Pause or revise Zaps that no longer match your current processes.

Reviewing your automations after major workflow changes keeps everything aligned with your current goals.

Next Steps

By connecting Fathom and your other tools through Zapier, you can turn every meeting into structured data that flows automatically into the systems your team already uses.

For additional automation strategy and integration planning, you can explore further resources at Consultevo or return to the detailed walkthrough on the original Zapier and Fathom article.