Two Notetakers, One Call: Keeping Fathom and Quin From Both Joining

A sales rep joins a client call and watches two AI notetakers announce themselves in the first thirty seconds: Fathom, which she never turned off from her old routine, and Quin, which the rest of her team just adopted. The client asks, half joking, why there are two bots on the line. It's a small moment, but it's the kind that makes a client wonder whether the switch to a new tool is actually under control.

What Tends to Get Missed

• Old calendar permissions linger. Fathom keeps auto-joining calls because nobody revoked its calendar access when the team moved to Quin.
• Two recap emails land in every inbox. Clients get a Fathom summary and a Quin summary for the same meeting and aren't sure which one to trust.
• The call gets a rocky start. Two bots introducing themselves back to back adds friction, especially with a client or prospect meeting the team for the first time.
• The meeting record splits. If Fathom keeps recording too, part of the history still lives in a tool the team is trying to move away from.
• Cleanup keeps getting pushed off. Turning off Fathom's calendar access is a one-time task, but across a team of individual accounts, it's easy for a few stragglers to never get to it.

How Quin Handles It

Quin's Notetaker workflow lets you control exactly which calendars and meeting types trigger it to join, so a team migrating off Fathom doesn't have to flip a switch for everyone at once. A manager can scope Quin's join rules to specific calendars while individual reps disconnect Fathom's own calendar auto-join on their end, so the rollout happens department by department instead of all in one uncomfortable week.

Picture a firm moving ten advisors over in stages. The first three connect Quin and disable Fathom's calendar access the same afternoon. The rest keep running Fathom for a couple more weeks while they finish onboarding. Because Quin also connects to Fathom directly, any transcripts still coming out of Fathom during that overlap get pulled into the same search and CRM pipeline as everything else, so the transition doesn't leave a gap in anyone's meeting history.

Clients notice when a process feels unfinished, and a call with two notetakers on it is a visible sign that internal plumbing hasn't caught up with the decision to switch tools.

Best Practices

• Disable Fathom's calendar sync as you onboard each person. Don't leave it running in the background just because the rest of the team has moved on.
• Roll out by team or calendar, not all at once. Scoping Quin's join rules lets you migrate in stages without confusing everyone at the same time.
• Tell clients what's changing. A short note that a new tool is joining calls avoids the "why are there two bots" moment altogether.
• Check in on stragglers. A quick audit of who still has Fathom's calendar access connected catches the accounts that got missed.

Setting It Up

Start by turning off Fathom's calendar auto-join in Fathom's own settings for each account as it moves over. Then connect Fathom under Settings, then Integrations, in Quin using an API key from your Fathom account, so any transcripts still generated during the transition stay searchable alongside everything else.