How to Set Up Fathom for Your Team

By the end of this guide your team will have a Fathom Team account with people invited and the Organization Settings reviewed. Fathom will also be set to record the meetings you choose. For a wider view of the topic, read how to record and summarize meetings with AI.

Before you start

Pick one Account Admin. This person invites users and sets rules for recording, visibility and sharing. Have each person’s work email ready, plus the Google or Microsoft calendar they use.

Fathom’s pricing page lists a free individual plan and paid team plans. Team and Business both have a two-user minimum.

Plan	What it adds for a team	Price as listed
Free (individual)	Unlimited recordings and transcriptions, instant AI summaries	$0
Team	Shared workspace with folders, comments and playlists, trackers, team security controls	$15 per user per month annual, $19 monthly
Business	CRM field sync, Deal View, coaching metrics, advanced summaries	$25 per user per month annual, $34 monthly
Enterprise	SSO, SCIM, custom data retention	$35 per user per month, annual only

The page shows a 90 day guarantee and a free trial for the paid plans. Check it for current prices before you start.

Create the account and workspace

Fathom’s quick start guide lists the first steps.

1. Connect a Google or Microsoft calendar so Fathom can join your meetings.
2. Personalize your account and connect your CRM if you use one.
3. Download the desktop app for Windows or Mac.
4. Connect Zoom, Google Meet or Microsoft Teams on the Settings page.
5. Open the desktop app and log in.
6. Test it in your next meeting.

Fathom notes that accounts created with consumer email domains such as gmail.com must have a meeting with a Zoom, Meet or Teams link scheduled in the next seven days. Use a business email to avoid this.

Invite your team

These steps come from Fathom’s team management article.

1. Open Settings and go to the Users tab. Only Admins on Team plans see it.
2. Click Invite Team Members.
3. Enter each email address and press Enter after each one.
4. Choose the role, Admin or Standard, and the team membership for each person.
5. Click Send Invites.

Invitees appear under the Invitees tab and get an email to set up their account. To resend, use Re-send invite on that tab. To change access, click the gear icon next to a name. Access levels are None, Team Admin or Account Admin, and meeting view access ranges from only their meetings to all teams.

Fathom separates deactivating from removing. Deactivated users cannot log in, but their recordings stay with the team. Removing a user also makes recordings shared with others inaccessible.

Set the admin and data settings

Fathom’s Organization Settings page is visible to Account Admins on Team plans. Check these settings.

• Auto-Capture Meetings. Choose On, Off or Optional for external, internal and unscheduled meetings.
• Single Bot per Meeting. Stops several Fathom notetakers from your domain recording one meeting.
• Bot Name. Sets the notetaker’s display name.
• Team Visibility of Meetings. Choose All Teams, User’s Team, Private or User Choose.
• Default Share Link Access. Choose Users Choose, Anyone with the link, Anyone at your domain, or Only people added.
• Auto Request Recording Consent. Emails external attendees for consent before meetings.

On training, Fathom’s security article says its AI sub-processors are contractually barred from training on user data. It also says Fathom uses de-identified customer data to improve its own models. Team admins can opt all users out from Organization Settings. The Organization Settings page itself did not list this option, so look for it on your screen or ask Fathom support.

Connect your other apps

Organization Settings list four integrations.

• HubSpot. Sends summaries, action items, recording links and deal insights.
• Salesforce. Logs call summaries to matching records and can send action items as tasks.
• Zapier. Triggers workflows in other apps from Fathom events.
• Slack. Sends highlights, alerts and trackers to public channels.

The pricing page notes that CRM syncs on lower plans are limited to three users per domain, and that CRM field sync is on Business. Follow Fathom’s guide for each integration for the current steps.

Tasks to try first

These are settings recipes. Set them under Organization Settings.

Record every meeting but keep it to the team

Use this for a small office that wants full coverage.

1. Organization Settings > Recording > Auto-Capture Meetings
2. Auto-Capture Meetings: On (External, Internal)
3. Organization Settings > Access Controls > Team Visibility of Meetings
4. Team Visibility of Meetings: User's Team
5. Default Share Link Access: Only people added
6. Save

Let each person decide

Use this while the team learns the tool.

1. Organization Settings > Recording > Auto-Capture Meetings
2. Auto-Capture Meetings: Optional
3. Organization Settings > Access Controls > Team Visibility of Meetings
4. Team Visibility of Meetings: User Choose
5. Default Share Link Access: Users Choose
6. Save

Ask guests for consent

Use this when you meet outside clients. Fathom says admins can customize the message.

1. Organization Settings > Compliance > Auto Request Recording Consent
2. Auto Request Recording Consent: On
3. Edit the consent message so it names your company and says why you record
4. Save

Common problems

Fathom says Single Bot per Meeting does not apply to unscheduled meetings. If you see multiple notetakers on a call, check that setting first. Settings access also varies by role, so a Standard user will not see the Users tab or Organization Settings.