Meeting notes for mortgage brokers from video fact-finds

After every fact-find or review meeting the adviser writes up notes before they forget the detail. If two advisers each hold 10 video meetings a week and the write-up takes 15 minutes, that's 300 minutes a week, about 21.5 hours a month.

Fathom AI Notetaker is an AI note-taker for online meetings. Its page lists Google Meet, Zoom and Microsoft Teams as supported, and says Premium adds advanced call summaries and AI-generated action items. The adviser tells the client at the start that the meeting is being recorded, and Fathom AI Notetaker produces a transcript, summary and action items afterwards. The adviser checks the summary against what the client said and the documents, and then writes the file note. It doesn't advise, and the suitability report is written and signed off by the adviser.

A two-adviser mortgage practice in Reading holds about 20 video meetings a week with clients (10 each). Each adviser reads the Fathom summary after the meeting and writes the file note from it.

About 11.5 hours a month saved (8 minutes x 20 meetings = 160 minutes a week x 4.3 = 688 minutes), worth around £400 if adviser time is worth £35 an hour. Premium is $16 (about £12) a user a month on annual billing or $20 (about £15) monthly, so two advisers cost about £24 to £30.

1. 1Ask Fathom AI Notetaker for its data processing agreement, where data is processed and whether customer data trains its AI models; the page doesn't say.
2. 2Add a line to your privacy notice and client agreement saying meetings may be recorded, and tell clients at the start of each meeting.
3. 3Try Fathom AI Notetaker on internal meetings for a week, then on two live client meetings with the client's agreement.
4. 4After each meeting the adviser reads the summary and action items against the client's own documents and corrects errors.
5. 5Write the file note and suitability inputs yourself from your own checks, and store them in your CRM, not only in Fathom.

• A summary can miss or misstate income, debts or a client's objectives. FCA rules on record keeping and suitability mean the adviser is responsible for the file, not the tool.
• Recording clients is a UK GDPR matter: tell them, keep to a retention period and don't keep recordings you don't need.
• Fathom supports online meetings on Google Meet, Zoom and Teams; the page doesn't say how phone or in-person meetings work.
• The free plan is limited and its limits aren't clear on the page. Advanced summaries and action items need Premium.