One Searchable Meeting Record When Your Team Splits Between Fathom and Quin

An operations manager is trying to answer a simple question: what did we tell this client last quarter? Half the team has adopted Quin, but two senior advisors are still running Fathom out of habit, and neither group thinks to check the other tool. The answer exists somewhere. It's just split across two systems that don't talk to each other by default.

What Tends to Get Missed

• Nobody knows where to look first. A team member searching for a client's history has to guess whether that advisor was using Fathom or Quin at the time.
• CRM notes get duplicated or skipped. One advisor's Fathom recap creates a CRM update, and a colleague's Quin recap creates another, so records end up inconsistent.
• Reporting undercounts real activity. If leadership only pulls meeting counts from Quin, every call still happening in Fathom disappears from the picture.
• Handoffs lose context. When a client moves to a new advisor, that advisor may only get the Quin side of the relationship even though history exists in both tools.
• The team never fully commits. As long as searching both tools feels normal, there's less pressure to finish the migration everyone agreed to.

How Quin Handles It

Quin's connection to Fathom means the two advisors still using it aren't creating a separate, invisible record. Their Fathom transcripts flow into the same Notetaker workflow that processes everything else, generating summaries, CRM updates, and follow-up drafts under the same guidelines the rest of the team uses. Search works the same way regardless of which tool recorded the call, by keyword, date, organizer, or participant.

Picture the operations manager running one search instead of two. She asks Quin what was discussed with the client last quarter, and it doesn't matter that the meeting was recorded in Fathom rather than Quin's own notetaker. The transcript surfaces, the CRM note is already there, and she gets her answer without emailing anyone to ask which tool was in use that day.

This isn't about forcing everyone onto one tool immediately. It's about avoiding two competing versions of a client's history in the meantime, so a team can move at its own pace while the record stays whole.

For a firm with compliance obligations, that continuity is not optional. A client relationship documented in two disconnected places is harder to defend and harder to hand off than one documented in a single, searchable place, even one pulling from more than one source.

Best Practices

• Connect the Fathom integration even for a small holdout group. Two people still using Fathom is enough reason to fold their transcripts into the shared record.
• Standardize CRM guidelines across both sources. Make sure the same fields get updated whether a meeting came through Fathom or Quin's own notetaker.
• Search across both before assuming a gap. A missing note in Quin might just mean the call happened while someone was still on Fathom.
• Set a target date to finish the migration. Coexistence should be a bridge, not a permanent arrangement, so put an end date on it.

Setting It Up

Have each holdout on Fathom generate an API key from their Fathom account settings. Connect Fathom under Settings, then Integrations, and their transcripts will start feeding into the same search and CRM pipeline as the rest of the team's meetings.