How to set up automated call summaries in Fathom for remote sales teams

Remote sales is a grind. Calls stack up, notes get lost, and nobody wants to spend their evenings typing out what just happened on Zoom. If you’re sick of chasing down sales reps for call summaries (or you’re the rep everyone’s chasing), you probably know there’s software that claims to fix this. This guide is for you: sales managers and teams who actually want automated, shareable, and trustworthy call summaries using Fathom—without getting buried in settings or hype.

Here’s how to set up Fathom so your team stops wasting time, starts actually using summaries, and doesn’t create more headaches in the process.

Why Automated Summaries Matter (But Also What to Watch Out For)

Before you dive into setup, let’s get real about what automated summaries can (and can’t) do:

What works: - Saves time: No more manual notes or “brain dumps” after a long day. - Consistency: Everyone gets the same format. No more guessing what’s important. - Easy sharing: Managers and teammates can catch up on deals without joining every call.

What doesn’t: - Not perfect: AI misses things—especially nuance, tone, and offhand comments that matter in sales. - Privacy: Recording every call can freak people out if you don’t set expectations. - Garbage in, garbage out: If your calls are a mess, summaries will be too.

If you’re good with that, let’s get started.

Step 1: Get Your Team (and Tech) Ready

Before clicking buttons, check a few boxes:

  • Is Fathom allowed? Some companies are picky about recording tools. Double-check your company’s policy and privacy laws for your region.
  • Supported platforms: Fathom works with Zoom, Google Meet, and Microsoft Teams. If your team uses something else, you’re out of luck.
  • Who needs access? Decide if everyone or just certain roles need Fathom. More isn’t always better—start small if you’re unsure.

Pro tip: Don’t surprise your prospects. Let them know you’re recording and why. It’s just polite (and sometimes legally required).

Step 2: Sign Up for Fathom and Set Permissions

  1. Create accounts: Each user needs a Fathom account. Go to the sign-up page and use work emails, not personal ones.
  2. Connect your video platform: During setup, Fathom will prompt you to link Zoom, Google Meet, or Teams. Grant permissions so it can join and record calls.
  3. Set admin roles: If you’re the manager, make sure you’re an admin in Fathom. This lets you add/remove users and control settings.

Honest take: Don’t bother with a team-wide rollout until you’ve tested Fathom on 2–3 real calls. It’s easier to fix issues with a small group first.

Step 3: Configure Recording and Summarization Settings

  1. Auto-recording:

    • By default, Fathom can auto-join and record all your scheduled calls.
    • Or, you can set it to “manual,” so reps pick which calls get recorded.
    • Reality check: Too many auto-recordings = a junkyard of useless summaries. Start with key calls (demos, negotiations, discovery) and expand later.

  2. Summary format:

    • Fathom offers different summary styles (bullet points, paragraph, action items).
    • Pick one that suits your team and stick to it. Consistency is your friend.

  3. Sharing settings:

    • Decide who gets access to summaries. You can auto-share with managers, teammates, or even clients.
    • Warning: Be careful with client access. Summaries aren’t 100% accurate and can include sensitive details.

  4. Integrations:

    • Fathom can push summaries into CRMs like Salesforce or HubSpot.
    • Test this on a dummy record first. You don’t want 400 “test” notes in your live pipeline.

Pro tip: Turn off unnecessary notifications. Otherwise, your team will start ignoring summary emails.

Step 4: Set Up Call Tagging and Highlights

Fathom can tag parts of a call (like “Objection,” “Pricing,” or “Next Steps”). This makes summaries way more useful—if your team actually uses them.

  1. Customize tags:

    • Edit or add tags relevant to your sales process (e.g., “Pain Point,” “Decision Maker”).
    • Keep the list short. Too many tags = nobody uses them.

  2. Train your team:

    • Do a quick walkthrough showing how to tag live during a call.
    • Explain why: tagged highlights make reviewing calls faster and help with coaching.

  3. Set expectations:

    • Don’t expect reps to tag every 30 seconds. Focus on the moments that matter.

Honest take: Most teams ignore tagging after the first week unless managers actually use the highlights in coaching or deal reviews.

Step 5: Test, Review, and Adjust

  1. Run a few real test calls:

    • Pick 2–3 team members and record typical sales calls.
    • Generate summaries and share them internally. Look for errors, missing context, or weird AI phrasing.

  2. Ask for feedback:

    • What’s actually useful? What’s just noise?
    • Is anything sensitive being captured that shouldn’t be?

  3. Tweak settings:

    • Adjust auto-recording, summary style, and sharing based on feedback.
    • If summaries are mostly fluff, try a more concise format or limit to action items.

  4. Repeat:

    • This isn’t set-and-forget. Revisit settings monthly, especially as your team or sales process changes.

Pro tip: If nobody reads the summaries after two weeks, ask why. The problem might not be the tool—it could be your sales process, or just plain information overload.

Step 6: Roll Out to the Full Team and Monitor Usage

  1. Onboard gradually:

    • Don’t dump Fathom on everyone at once. Add small groups, run check-ins, and collect feedback.
    • Share quick “how to actually get value” guides—not just a link to the help docs.

  2. Monitor usage:

    • Use Fathom’s admin dashboard (if available) or just ask reps if they’re using it.
    • Look for signs of “summary fatigue”—if people stop reading, scale back.

  3. Coach with summaries:

    • Use call highlights during pipeline reviews or coaching sessions.
    • Show reps how to skim summaries for insights—not just as a compliance box to tick.

  4. Don’t force it:

    • If a rep is crushing their quota and hates automated summaries, don’t die on this hill.
    • The goal is better sales, not just more software.

What to Ignore (For Now)

  • Every shiny new AI feature: Fathom will keep adding bells and whistles. Unless it solves a problem you actually have, skip it.
  • Full CRM automation: Some integrations sound great but end up cluttering your CRM with low-value notes. Start manual, automate once you trust the data.
  • Over-customization: The more complex your setup, the more it breaks. Stick to the basics until your team is actually using summaries.

Staying Sane: Keep It Simple and Iterate

Automated call summaries can save your remote sales team hours and give everyone better visibility—but only if you keep things simple, test in the real world, and actually listen to your team. Don’t get sucked into the settings rabbit hole. Set up the basics, see what’s useful, and tweak as you go. If it’s not helping, don’t be afraid to scale back.

Remember: a half-decent summary you’ll actually use beats a perfect one nobody reads. Start small, stay skeptical, and let your team show you what works.