The job
After every client meeting, the summary, the action items and the next review date should land on the right Redtail contact, with a follow-up assigned to someone on the team. Fathom already writes the summary. The gap is getting it from Fathom into Redtail without someone copying and pasting it, and without it landing on the wrong family member.
Is there a native integration?
| Fathom | Redtail | |
|---|---|---|
| Native link to the other | None. Fathom’s CRM integrations are HubSpot, Salesforce and Close | None. Redtail’s directory doesn’t list Fathom |
| Zapier | Triggers only: New AI Summary, New Action Item, New Recording, New Transcript, New Highlight, New Download Video | Creates and updates activities, contacts and opportunities, with no note action |
| Make | An app with a Watch Recordings trigger and Get a Summary action | No app |
| API | A public REST API with webhooks, on every plan | A key on request, after Redtail reviews the project |
Two details decide the route. Fathom marks Zapier and Make as limited use on its Free and Premium plans, with full use on Team and above. And because Redtail has no Make app, Zapier is the only no-code bridge between the two.
The do-it-yourself route
This is an outline from both vendors’ documentation. We haven’t run it in a live Redtail account, so test it on internal meetings first.
- In Zapier, start a Zap with Fathom’s New AI Summary trigger.
- Add a Filter step that continues only when at least one attendee’s email is outside your firm’s domain.
- Add Redtail’s Find Contact search to look the client up by the attendee’s email address.
- Add a Filter that continues only when exactly one contact came back, and send yourself an email when it didn’t.
- Add Redtail’s Create Activity for that contact, with the meeting title as the subject, the meeting date, and the summary, action items and Fathom link in the Description.
- For each follow-up, add another Create Activity, dated when it’s due and assigned to the person who owns it.
- Turn the Zap on, run it on an internal meeting, and check the activity in Redtail before you trust it with clients.
You’ll need a paid Zapier plan, since the free plan only runs two-step Zaps, and a Fathom plan with full Zapier use.
What this doesn’t give you is a Redtail note. In Redtail, a note is time-stamped and can’t be edited once saved, while an activity’s Description is a running notepad any user can change, with no time stamp or change history. Nothing reviews the summary before it lands, and the only log of what the Zap did is Zapier’s task history.
Where it breaks
- The client joined from a personal email that isn’t on their Redtail record, so Find Contact comes back empty, or finds a family member who shares that address.
- A meeting with a couple matches two contacts, and a Zap that takes the first match files the summary on one spouse when it belongs to both.
- A meeting Fathom reprocesses, or a summary someone edits and re-sends, creates a second activity.
- The summary lists an action item nobody agreed to, and it becomes a dated activity anyway.
- An account number or a health detail read aloud in the meeting ends up in an activity Description that everyone in the office can see and edit.
- Someone regenerates the Zapier token in Redtail, which disables every existing Zap at once, and the activities stop until somebody notices.
Three ways to get meeting notes into Redtail
- Use a notetaker that writes to Redtail natively. Jump syncs notes and tasks into Redtail as notes and activities, Zocks saves summaries and tasks and can create and update contacts, and Fireflies.ai syncs notes to the contact’s Notes and creates missing contacts. See how to choose an AI notetaker.
- Keep Fathom and use the Zapier route above, accepting that summaries land as activities.
- Keep Fathom and have the integration built and supervised, which is what we do.
How we run it
We build the Fathom-to-Redtail flow in your own accounts. It reads each Fathom summary, matches the meeting to the right contact or family, and drafts the activity and the follow-ups, and every write is logged. For the first week a human on our team checks every write it makes, and after that we review the log as part of supervision. When the match is ambiguous, like a couple on one call or an attendee whose email isn’t on file, it asks instead of guessing, and it never deletes or merges records. CRM Keeper is the agent behind it.
A note on recordkeeping
If you’re an SEC-registered investment adviser or a broker-dealer, meeting notes, summaries and recordings can be records you have to keep, under SEC Rule 204-2 for advisers or FINRA Rule 4511 and SEA Rule 17a-4 for broker-dealers. Which records you keep, where and for how long are decisions for your compliance officer, so choose the notetaker and where its notes land with them. This page describes how the tools connect, and it isn’t legal or compliance advice.
