How to find case study candidates in your Fathom calls

To find case study candidates in your Fathom calls, look for the moments a customer describes a specific result, and then check whether that customer is someone you'd want to feature. Customers say these things far more often than anyone writes them down. A customer on a renewal call mentions they've stopped hiring a contractor. A champion on a check-in call explains how they won over their boss. Those moments are the raw material for a case study, and they're already sitting in your recordings.

Fathom gives you a few ways to look for them by hand. You can search your call library for words that tend to come up around results, such as "saved," "faster," "hours," or "instead of." You can ask Fathom's AI assistant questions about your calls, such as which customers mentioned time savings. When you find a good moment, you can highlight it and share the clip with your team so it isn't lost.

Those tools find words, but they don't make the judgment calls. A keyword search for "saved" also returns your rep saying "this should save you time" on a sales call. Your AI assistant can tell you a customer sounded happy, but it won't check on its own whether that same customer complained about a bug the following week. Nobody keeps a running list either, so the best moments get forgotten once the call ends.

A good result is a short list of customers you could actually approach. Each one has described a real change in their own words, ideally with a number. Each one is the kind of company your buyers will recognize as similar to themselves. And each one is still happy, which means asking them for a case study will feel natural to them.

Kite does that search for you. It reads your customer calls, judges which moments are real results, checks each account's history, and hands you the list.

Start by asking Kite to look through your calls, in the Kite web app or in Slack:

"Go through our Fathom calls from the last three months and find the customers we should turn into case studies."

You can narrow the request if you already have something in mind:

"Check our renewal calls this quarter for customers who mentioned a result with a number in it."

Kite is an AI marketer. It researches your business, builds a growth strategy, and ships the work that brings you new customers. That research means Kite already knows your product, your positioning, and the customers you're trying to win, so it can tell which results would persuade your buyers without a long brief from you.

You'll need to connect your own Fathom account, because Fathom isn't one of Kite's built-in tools. The first time a task needs Fathom, Kite sends you a connection link, and you sign in to Fathom to approve access through OAuth. Kite then works with the calls that account can see: the ones it recorded and the ones teammates have shared with it or its team. If your customer success team records most of your customer calls, connect the account of someone who can see their recordings, such as the team's lead.

Kite only reads your calls in Fathom. It doesn't edit or delete recordings, transcripts, or notes.

Kite starts by listing the meetings in your Fathom account for the period you asked about. For each meeting, it reads the title, the date, who recorded it, and the calendar invitees, which Fathom marks as inside or outside your company. Kite keeps the calls that include people outside your company and sets aside internal meetings, since a case study comes from a customer's words.

It then focuses on the calls most likely to contain results. Renewal calls, quarterly business reviews, and regular check-ins are where customers look back on what changed. First sales calls rarely hold results, because the prospect hasn't used your product yet. When your Fathom account is connected to HubSpot or Salesforce, Fathom links each call to the matching contact, company, and deal, so Kite can tell which calls were with paying customers. If you asked about one team's calls, Kite reads the teams and members in your Fathom account and narrows the list to the people on that team.

Kite reads Fathom's summary of each customer call first, then reads the full transcript of every call that looks promising. Each line of a Fathom transcript carries the speaker's name and a timestamp, so Kite can tell the customer's words apart from your rep's.

That distinction matters more than it sounds. A rep often paraphrases a customer, as in "So it sounds like you're saving about ten hours a week?" A case study can't quote your rep. Kite counts a result only when the customer says it, or clearly confirms it in their own words, and it keeps the exact wording so the quote is usable.

Kite looks for a few kinds of moments:

• A before and after. The customer describes how things worked before your product and how they work now.
• A number. The customer names a figure, such as time saved, money saved, more leads, or a faster process.
• A decision. The customer explains why they chose you, including the alternatives they considered.
• A story someone else will retell. The customer describes winning over their boss, getting a promotion, or rolling the product out to a second team.

Praise without a result, such as "we love it," goes on the list only as a possible testimonial, not as a case study candidate.

A strong moment on one call isn't enough, so Kite checks the account before it recommends anyone. It searches Fathom for other calls with the same customer, using the email domain of the people invited, and reads them for anything that changes the picture. A customer who praised you in March and raised a serious complaint in May isn't ready to be asked. A customer who keeps mentioning new teams using your product is.

Kite also checks whether the customer is someone you'd want to feature. It compares the company with the customers you're trying to win, using the research in your team's knowledge base, because a case study persuades buyers who see themselves in it. A well-known name in your target market ranks higher than a tiny account outside it. If your CRM is connected to Kite as well, it can read the customer's company record there for context, such as how long they've been a customer.

Finally, Kite looks at who said it. It reads the speaker's name from the transcript and matches it to the calendar invitee, then looks up their public professional profile to confirm their role. A quote from a head of operations carries more weight than one from a new hire, and the person who described the result is usually the one to ask.

Kite posts its findings in the conversation where you asked, as a ranked table of candidates. For each customer, it shows the result in a sentence, the exact quote, the speaker and their role, the call it came from, and a link to the recording. It also says what's missing, such as a figure the customer didn't give or a name the customer may not want published. Below the table, Kite lists the customers it considered and passed over, with the reason, so you can overrule it if you know something it doesn't.

Kite saves the strongest quotes and results to your team's knowledge base, along with the call each one came from. That way, the next piece of work, such as a homepage proof section or a sales email, can draw on what customers have already said.

Once you pick a candidate, Kite can draft the request to the customer. It writes a short email built around the result the customer already described, so they're being asked to confirm their own words rather than start from scratch. Kite can write a full case study request or a shorter testimonial request, depending on what you need. You review the email, and Kite sends it from your team's Kite address after you approve it, or you send it yourself.

If you want new candidates to keep coming, ask Kite to run the same search every week or every month. Each run reads only the calls recorded since the last one. The results arrive in the Slack channel you choose, by email to the person who set it up if your team doesn't use Slack, or as a new conversation in the Kite web app.

When Kite finishes, you have a short list of customers you could ask for a case study this week, with the evidence for each one in front of you.