Importing Fathom Meetings into Ping

This guide walks you through how to backfill your existing Fathom meeting recordings into Ping, allowing you to take advantage of Ping's AI-powered meeting insights on your historical meetings.

Overview

If you've been using Fathom to record your meetings, you can import those recordings into Ping. Once imported, Ping will process each meeting just like a native Ping recording—generating summaries, extracting action items, and (if you have clients set up) automatically associating meetings with the appropriate client.

Prerequisites

Before importing, you'll need:

1. A Fathom API Key - You can generate this from your Fathom account settings

2. Ping account with the import feature enabled - Contact support@pingassistant.com if you don't see the import option

Step-by-Step Import Guide

Step 1: Navigate to Data Import Settings

Go to Settings > Integrations > Data Import in your Ping dashboard.

Step 2: Connect Your Fathom Account

1. Click on the Fathom integration option

2. Enter your Fathom API key when prompted

3. Click Continue to verify your API key works

Step 3: Select Meetings to Import

After validation, Ping will fetch a list of all available meetings from your Fathom account. You'll see:

• Meeting title

• Date and time

• Participants

• Meetings already imported (shown with a green "Imported" badge)

Use the checkboxes to select which meetings you want to import. You can:

• Select All - Import all available meetings

• Deselect All - Clear your selection

• Individually select specific meetings

Step 4: Start the Import

Click Import X Meetings to begin the import process.

Important: The import happens in the background. You can close the modal and continue using Ping while your meetings are processed.

How Client Matching Works

If you have client entities set up in Ping, the system will automatically attempt to match imported meetings to the appropriate client. Here's how it works:

1. Ping extracts participant emails from each Fathom meeting

2. These emails are compared against your client contacts in Ping

3. When a match is found, the meeting is automatically associated with that client

Tip: For best results, make sure your client records in Ping include accurate contact email addresses before running the import.

Important Considerations

Processing Time

Backfilled meetings are processed with lower priority than your live Ping meetings to ensure real-time recordings aren't delayed. If you're importing a large number of meetings (dozens or hundreds), they may take some time to fully process.

The meetings are queued and processed in the background as resources become available.

Email Notifications

Heads up: Each imported meeting triggers the same post-processing workflow as a live meeting. This means you'll receive a "Post-Meeting Recap" email for every processed meeting if you have that notification enabled.

To avoid email overload during a large import:

1. Go to Settings > Meeting Assistant

2. Scroll down to the Notifications section

3. Toggle off Post-Meeting Recaps temporarily

4. Re-enable after your import completes

Duplicate Prevention

Ping automatically detects meetings that have already been imported and prevents duplicates. Previously imported meetings appear with a green "Imported" badge and cannot be selected again.

Troubleshooting

"API Key Invalid" Error

• Double-check that you copied the full API key from Fathom

• Ensure there are no extra spaces before or after the key

• Verify the API key hasn't been revoked in your Fathom settings

Meetings Not Appearing After Import

• Imports are processed in the background—allow some time for processing

• Check your Meetings list and filter by date range to find imported meetings

• Large imports may take longer during peak usage times

Some Meetings Failed to Import

• Check the error message shown in the completion dialog

• Common issues include expired recordings or permission problems

• You can retry failed imports by running the import process again—already-imported meetings won't be duplicated

Need Help?

If you encounter issues with the import process or have questions, reach out to our support team. We're happy to help ensure your Fathom meetings are successfully imported into Ping.