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How I Solved Fathom.video’s 6-Hour Search Limit—and Turned Meetings Into a Searchable Knowledge Hub

How I Solved Fathom.video’s 6-Hour Search Limit—and Turned Meetings Into a Searchable Knowledge Hub

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Unlocking the Full Power of Fathom with Google Drive + Custom GPT Integration

I love Fathom.video. It’s one of the best AI-powered meeting tools out there—simple, powerful, and great at generating transcripts and highlights.

But like a lot of tools, it had one limitation that became a real roadblock for me:

You can only search the last 6 hours of meetings.

For someone who uses meetings to document support, training, tutorials, brainstorming, and more, that limit just didn’t cut it. I needed something that let me search all my meetings, across time, and return exactly what I needed—fast.

So I built a solution.

The Problem: Powerful Tool, One Big Limitation

Fathom gave me transcripts and recordings—but unless it happened recently, I couldn’t easily go back and find the content. And as someone who runs AI-powered solutions at SproutScape, I knew I wasn’t the only one with this problem.

We were:

  • Losing time hunting for old meeting info
  • Repeating ourselves in staff onboarding or troubleshooting
  • Missing out on the long-term value of recorded calls and help sessions

The Solution: Stack Tools + AI

Here’s what I built:

  1. Zapier Integration with Fathom.video
    • I used Zapier to automatically take the transcript + meeting info and move it to a Google Doc within minutes after every call.
    • Each document is organized into a shared, searchable Google Drive.
  2. Custom GPT Assistant
    • I trained a custom GPT to search all the meeting docs.
    • You can now ask it questions like:
      • “How do I fix a plugin conflict from the last dev sync?”
      • “When did we last explain the quoting tool to a customer?”
      • “Show me support meetings where login issues were discussed.”
    • The GPT replies with:
      • The answer
      • A link to the Google Doc transcript
      • A link to the original Fathom meeting recording

It turned Fathom into a long-term knowledge base—not just a short-term meeting tool.

Now It’s a Training, Support, and Troubleshooting Powerhouse

This new setup does more than solve a search problem:

  • Staff Onboarding: New hires can search the GPT for past processes, walkthroughs, and real examples.
  • Customer Support: If a similar issue came up before, it’s instantly retrievable with relevant meetings and documentation.
  • Documentation: We’re automatically building a running, searchable history of decisions, fixes, and FAQs.

No more “which meeting was that?” No more watching hour-long recordings to find a 3-minute clip.

Built for Fathom.video Users Who Want More

If you’re already using Fathom.video and love the platform like I do, but you need deeper, broader, or longer-term search, this setup can change how you work.

And if you’re trying to:

  • Train a growing team
  • Track product feedback across calls
  • Create a support knowledge base
  • Just find things faster

I can help.

Ready to Expand Your Meeting Memory?

Visit SproutScape.io to learn how we can implement this exact solution for your team, business, or customer service flow.

We took a great AI tool—and made it even better.