Fathom KB — Coaching Call Processor

# Coaching Call Processor Transform coaching call recordings (from Fathom) into searchable, reusable knowledge in the Obsidian knowledge base. Pipeline: **Fathom transcript -> NotebookLM analysis -> Obsidian notes -> git push**. ## KB Location Operator-only: set `$KB_PATH` to your own Obsidian vault before running. ``` $KB_PATH/Coaching/ ``` ## NotebookLM Notebook Use a dedicated "Coaching Calls" notebook in NotebookLM for archival and extraction. Create it on first run if it doesn't exist. --- ## Phase 1: List & Select Calls Pull recent calls from Fathom, apply filters, and let the user choose which to process. ### Filtering Rules Apply these filters **before** displaying calls to the user: 1. **Recorded by Jay only** — `recorded_by.email` must be `[email protected]` 2. **45+ minutes** — Only calls where recording duration is >= 45 minutes 3. **Exclude "Follow up"** — Skip any call with "Follow up" or "follow up" in the title 4. **Exclude internal-only** — Skip calls where `calendar_invitees_domains_type` is `only_internal` (unless it's a group coaching call like AMA/AIA) ### Steps 1. Use Fathom MCP `list_meetings` to fetch recent calls. Paginate through all results (the API returns 10 per page — use `cursor` to get more). 2. Filter the results using the rules above. 3. Display matching calls in a table: ``` Coaching Calls (recorded by Jay, 45+ min) ------------------------------------------ # | Date | Title | Duration | Attendees 1 | 2026-03-26 | Exclusive LGJ Insiders AMA | 88 min | 1 (group) 2 | 2026-03-26 | AIA Bonus call | 62 min | 10+ 3 | 2026-03-24 | Buildout Strategy x Melissa D. | 57 min | 4 ``` 4. Ask the user which call(s) to process (single number, comma-separated, or "all") ### Fallback Inputs If Fathom MCP is unavailable or the API key isn't set: - Accept a **pasted transcript** directly in chat - Accept a **file path** to a transcript file (`.txt`, `.md`, `.vtt`) - Accept a **Fathom share URL** (attempt to fetch via WebFetch) > [!important] API Key Required > Fathom MCP needs `FATHOM_API_KEY` in the environment. If missing, inform the user: > "Add your Fathom API key to `.env` or shell profile as `FATHOM_API_KEY`, then restart Claude Code." --- ## Phase 2: Pull Transcript & Summary For each selected call, retrieve the full data from Fathom. ### Steps 1. Use Fathom MCP to get the **full transcript** (speaker-labeled, timestamped) 2. Use Fathom MCP to get the **AI summary** (if available — Fathom generates these automatically) 3. Note the call metadata: - Date - Duration - Attendees / coachee name - Fathom call ID (for linking back) Store these in working memory for the next phases. If the transcript is very long (>50k chars), note that NotebookLM will handle the full text — don't truncate. --- ## Phase 3: Feed to NotebookLM for Analysis Add the transcript to NotebookLM and run targeted extraction queries. ### Steps 1. **Find or create** the "Coaching Calls" notebook: - Use `notebook_list` to search for an existing "Coaching Calls" notebook - If not found, use `notebook_create` with title "Coaching Calls" 2. **Add transcript as source:** - Use `source_add` with `source_type="text"`, passing the full transcript - Title: `"[YYYY-MM-DD] Coaching — [Coachee Name]"` - Set `wait=true` to ensure processing completes 3. **Run extraction queries** using `notebook_query`: - Consult the "Query Selection by Call Type" matrix in `references/extraction-prompts.md` - Always run queries 1-4. Run queries 5-7 based on call type (try all, accept thin results) - Use the same `conversation_id` for follow-up context if needed - Save each response for Phase 4 > [!tip] Query Strategy > Run queries against just the newly added source (pass `source_ids`) to avoid cross-contamination with previous calls. The archival value comes from having all transcripts in one notebook for later cross-call analysis. --- ## Phase 4: Structure Extracted Knowledge Categorize NotebookLM outputs into discrete, typed knowledge notes. ### Steps 1. Review all 7 extraction responses from Phase 3 2. For each distinct piece of knowledge, classify using `references/frameworks-taxonomy.md`: - **Framework** — A 3+ step system or mental model the coachee should master - **Strategy** — A specific, actionable approach to a concrete problem - **Objection** — A common concern raised + the proven reframe/response - **Lesson** — A coaching practice insight (how to coach better, not what was coached) 3. Deduplicate: - Check existing `Coaching/` notes for overlapping frameworks or strategies - If a framework already exists, plan to UPDATE it with new examples rather than create a duplicate 4. Present a summary to the user for approval: ``` Extraction Summary — Coaching with Alex R. (2026-03-25) ------------------------------------------------------- Frameworks (3): - The 3-Layer Outbound Stack (new) - AIDA for Cold Email (update existing) - Objection Reframe Loop (new) Strategies (2): - LinkedIn Warm-Up Sequence - Reply Rate Optimization via Send Time Objections (1): - "Cold email is spam" reframe Lessons (1): - Ask before prescribing — let coachee arrive at the answer Proceed with generating notes? [Y/n] ``` 5. Wait for user approval before writing files ### Filtering Rules **Include:** - Reusable frameworks that apply beyond this one coachee - Strategies with clear steps that could help other clients - Objection-response pairs that come up repeatedly - Coaching technique insights **Exclude:** - Scheduling logistics, personal details, small talk - One-off troubleshooting specific to the coachee's unique setup - Sensitive personal/financial information - Action items (those belong in the coachee's own system, not the KB) --- ## Phase 5: Generate Obsidian Notes Write each approved knowledge item as a structured Obsidian note. ### Steps 1. For each item, select the appropriate template from `references/note-templates.md` 2. Write the note with: - **YAML frontmatter**: title, tags, dates, source call info, Fathom ID - **Structured content**: following the template sections - **Wikilinks**: to related KB notes (check existing notes in `Coaching/` and other folders) 3. File naming convention: - `framework-[kebab-name].md` (e.g., `framework-3-layer-outbound-stack.md`) - `strategy-[kebab-name].md` (e.g., `strategy-linkedin-warmup-sequence.md`) - `objection-[kebab-topic].md` (e.g., `objection-cold-email-is-spam.md`) - `lesson-[kebab-insight].md` (e.g., `lesson-ask-before-prescribing.md`) 4. Place all notes in `$KB_PATH/Coaching/` 5. Create the **archive note** for the call: - Path: `Coaching/calls/[YYYY-MM-DD]-[coachee-kebab].md` - Links to all extracted notes - Contains the Fathom summary and metadata ### Update vs Create Follow the same rules as `kb-sync`: ``` Does a note on this topic already exist in Coaching/? ├── YES → Merge new content, bump `updated` date, add new source └── NO → Create new note, add to _index.md ``` > [!warning] Recency Rule > If an existing framework note has older information, UPDATE it — newest source always wins. > Add new examples, refine steps, but preserve the core structure. --- ## Phase 6: Update Index & Patterns Keep the Coaching MOC and patterns file current. ### Steps 1. **Update `Coaching/_index.md`**: - Add wikilinks for any NEW notes created - Update descriptions for any notes that were significantly modified - Keep the table sorted by type (Frameworks, Strategies, Objections, Lessons) 2. **Update `Coaching/_coaching-patterns.md`**: - Read the current patterns file - For each extraction, check: is this a recurring theme? - If a theme appears in 2+ calls, add/update it in the patterns file with: - Theme name - How many calls it's appeared in - Wikilinks to the relevant notes - Brief description of the pattern - **Verify call counts:** Before writing a "Seen in: N calls" claim, confirm the theme was actually discussed (not just tangentially mentioned) in each listed call. Don't attribute a theme to a call just because a related keyword appeared — the theme's core concept must have been substantively discussed. --- ## Phase 7: Git Commit & Push Commit all changes to the knowledge base repo. ### Steps ```bash cd "$KB_PATH" git add Coaching/ git commit -m "coaching: Extract knowledge from [Coachee] call ([YYYY-MM-DD]) Notes created: [count new] Notes updated: [count updated] Types: [X frameworks, Y strategies, Z objections, W lessons] Source: Fathom call [call-id]" git push origin main ``` --- ## Phase 8: Summary Print a completion report for the user. ``` Coaching Call Processed ----------------------- Call: Coaching with Alex R. (2026-03-25, 47 min) Fathom ID: [id] NotebookLM: Source added to "Coaching Calls" notebook Notes Created (4): - Coaching/framework-3-layer-outbound-stack.md - Coaching/framework-objection-reframe-loop.md - Coaching/strategy-linkedin-warmup-sequence.md - Coaching/objection-cold-email-is-spam.md Notes Updated (1): - Coaching/framework-aida-cold-email.md (added new examples) Archive: - Coaching/calls/2026-03-25-alex-r.md Patterns Updated: - "Outbound layering" (now seen in 3 calls) Commit: abc1234 Pushed to: origin/main ``` --- ## Batch Processing When processing multiple calls: 1. Run Phases 1-2 for all calls first (gather all transcripts) 2. Add all transcripts to NotebookLM as sources 3. Run extraction queries per-call (not across calls — keep knowledge attributed to specific calls) 4. Deduplicate across the batch in Phase 4 5. Generate all notes in Phase 5 6. Single git commit in Phase 7 covering all calls --- ## Coachee Privacy - **Default to real names** for context and searchability - If the user says "anonymous" or "no names", use initials or generic labels - Never include sensitive personal information (financials, health, family details) - Phone numbers, email addresses, and social handles are excluded unless they're business-relevant - The user can override any of these defaults per-call