Get Fathom Call Summaries into HubSpot Deal Fields Automatically

Why bother syncing this

Fathom Notetaker generates a summary of a call automatically, but a summary that only lives inside Fathom does a rep no good the next time they open the deal in HubSpot. Once it's mapped properly, whoever picks up the deal next, a manager, a teammate covering for someone out sick, the rep themselves three weeks later, sees the call's actual content sitting on the record, without anyone copying and pasting a summary across two tools by hand.

Setting it up

1. Connect Fathom to HubSpot

• In Fathom, go to Settings > Integrations.
• Find HubSpot and follow the prompts to connect your account.

2. Map the summary fields to your Deal properties

• Navigate to a Deal in Fathom (it doesn't matter which one for setup purposes).
• Hover over the heading you'd like to map.
• Click Map to HubSpot.
• Map each Fathom field to the matching custom property on your HubSpot Deal record. If the property doesn't exist yet, create it first (Settings > Properties > Deal > Create Property).

As a rough example of how this tends to land: a Fathom call summary's "Overview" section usually maps to something like a "Call Summary" deal property, its "Action Items" section to an "Action Items" or "Next Steps" property, and anything under "Objections" or "Questions Raised" to its own property if you're tracking that separately. Your actual field names and Fathom's actual section headings for a given call will differ from this, so treat it as a starting shape to map against, not a fixed list.

Once the integration is set up, it syncs all calls moving forward based on your mapping. It does not retroactively sync calls recorded before the mapping existed.

3. Test the integration

• Record a call with Fathom Notetaker.
• Once the call is processed, check the associated Deal in HubSpot.
• You should see the Fathom summary fields populated in the mapped Deal properties.

The one thing that breaks this in the background

If a rep or admin renames the HubSpot deal property after the mapping is already set up, the sync doesn't follow the rename, it keeps writing to the property by its original reference and the renamed field simply stops receiving new summaries, with no error shown anywhere. If summaries suddenly stop landing where you expect, check whether the target property's name or type changed before assuming the integration itself has broken.

What this is actually collecting, and the notice that goes with it

A Fathom recording and its HubSpot summary are two separate points where personal information is being collected, the call itself, and then the notes syncing into a CRM record. Under Australian Privacy Principle 5, notification of the collection of personal information, people need to be made reasonably aware that a call is being recorded and that the resulting notes are stored in your systems. Fathom's own recording notice covers the first point; it's worth checking your call scripts or booking confirmations also cover the second, since HubSpot storing the summary is a distinct collection event from Fathom recording the call.

Where this fits in the wider setup

This hack is one piece of the wider Fathom and HubSpot setup it sits inside. Once the notes are landing on the deal, you can summarise the record further with a workflow, and the deal itself can be created automatically from the same meeting, so the summary has somewhere to land before the call even finishes.

Tell people what you are keeping

A notetaker turns a conversation into a record you keep, and APP 5 of the OAIC’s Australian Privacy Principles covers telling people their information is being collected and why. Say it at the top of the call rather than in a policy nobody opens, and make sure the summary landing in the deal record is covered by the same notice.

For more detail and troubleshooting, see Fathom's official guide. Want a hand setting this up alongside the rest of your HubSpot instance? Here's our RevOps and HubSpot work, or get in touch.