Set Up the Dialer to Make Calls on Apollo

Overview

The dialer lets you make and receive calls to prospects without leaving Apollo, so you can reach contacts faster. After you get an Apollo phone number, set your personal dialer preferences like how to make and receive calls.

If you're an admin, you can set team dialer preferences, including location-based recording rules that determine when calls are recorded based on prospect location.

Check out the following sections to set dialer preferences.

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Set Personal Dialer Preferences

You can configure how you make outbound calls, receive inbound calls, and use call recording on Apollo:

• Outbound
• Inbound
• Call recording

To configure how you make outgoing calls:

1. Launch Apollo and click Settings > Phone numbers.
2. From the outgoing call dropdown, choose how you want to make outgoing calls:

Bridge

Bridge is only available for US phone numbers. Bridge allows you to make calls from your mobile device while retaining the ability to log and record the calls in Apollo. If you enable bridge, enter a personal phone number. When you place a call in Apollo, you receive a call to your phone from your Apollo number, prompting you to complete the bridge. The contact then receives the call from your Apollo number.

VoIP

VoIP allows you to place calls in your browser with your Apollo phone number. Apollo uses your default system sound settings for call audio.

 

All Things Considered

Wondering which to choose? If you have a non-US Apollo phone number, you must use VoIP. If you have a great mic, a solid internet connection, and like making calls at your desk, VoIP is also the right choice. However, if you prefer to make calls over your phone, are on the go, or sometimes experience internet connection issues, use bridge.

3. When finished, click Save Changes.

You have now set your outgoing call preferences, and you're ready to make outbound calls. You can edit your preferences at any time.

Continue to configure inbound calls next.

To configure how you receive inbound calls:

1. Launch Apollo and click Settings > Phone numbers.
2. From the incoming call dropdown, choose how you want to make incoming calls:

Bridge

Bridge is only available for US phone numbers. Bridge allows you to receive calls from contacts to your mobile device while retaining the ability to log and record them in Apollo. If you enable bridge, enter a personal phone number that you have access to. For incoming calls, contacts need to call your Apollo phone number for the call to be bridged to your personal phone number. Voicemails can be left on your personal phone voicemail if you have configured it.

VoIP

VoIP allows you to receive calls in your browser with your Apollo phone number. Apollo uses your default system sound settings for call audio. There is no voicemail feature.

 

Dialer Dilemma

Wondering which to choose? If you have a non-US Apollo phone number, you must use VoIP. Additionally, if you prefer to catch calls at your desk in browser, VoIP is the right choice. If you want to take calls on the go, or let incoming calls go to voicemail, use bridge.

3. When finished, click Save Changes.

You have now set your incoming call preferences, and you're ready to receive calls. You can edit your preferences at any time.

Continue to set call recording preferences next.

You can record calls you make from the dialer. Use call recording to log conversation outcomes and improve your communication over time. Apollo AI generates call transcripts and summaries for you.

 

Rules of the Recording Road

If you record dialer calls, Apollo has provided certain location-based recording rules by default. Unless you enable recording in these locations, calls you place to prospects in those locations may not be recorded.

Some US states and some countries require that all call participants consent to recording calls. Obtain this consent before using call recording. Check out Cold Call Best Practices to learn more.

To configure call recording:

1. Launch Apollo and click Settings > Phone numbers.
2. Check Record All Voice Calls.

 

Voicemail Caveat

If a call goes to voicemail and you use a voicemail drop, Apollo doesn't record the call.

3. When finished, click Save Changes.

You have now set your call recording preferences. You can edit your preferences at any time.

 

Better Safe Than Sorry

In some U.S. states and countries, you must obtain consent from all parties before recording a call. If you attempt to record a call to a prospect in one of these regions, Apollo reminds you to gain consent. However, location detection isn't always perfectly accurate. As a best practice, consider getting consent from anyone you call before recording.

You can access and manage calls to review call recordings, transcripts, and AI analysis.

If you're an admin on Apollo, continue to set team dialer preferences next.

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Set Team Dialer Preferences

Location-based recording rules govern how your teams record calls in certain locations. Because call recording regulations vary by country and US state, you can define a recording rule for each region where your team makes calls, with multiple rules to cover all relevant areas. These rules determine who can be recorded on calls — prospects, agents, both, or neither — based on the location associated with the prospect's phone number.

Location-based recording rules apply to all users in your Apollo account and can't be overridden unless you change the rule.

By default, Apollo creates location-based recording rules to disable call recording in the following locations:

• Certain U.S. states: California, Colorado, Connecticut, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, Vermont, and Washington state.
• Canada
• United Kingdom
• Ireland
• European Union countries
• Switzerland
• Australia

These rules aren't exhaustive and don't constitute legal guidance. Review these rules, and consult outside legal counsel to determine the best recording practices to meet your team's compliance needs.

To configure a new location-based recording rule:

1. Launch Apollo and click Settings > Team dialer > Recording.
2. Click New rule.

3. Select a country from the dropdown.
4. If you select United States, select one or more states, or one or more area codes. Alternatively, check Select all states.

5. For inbound recording, select who should be recorded on calls:

6. (Recommended) Check Play an announcement to play a recorded announcement before each inbound call.

7. Repeat these steps to set outbound recording preferences.
8. When finished, click Save rule.

You have now created a location-based recording rule. Repeat these steps to create additional rules for other locations.

When your teams make or receive calls, location-based recording rules determine whether and how their calls are recorded.

You can also set up call dispositions and purposes so you can track call outcomes across the team.

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Call Debugging

Call debugging may be helpful for diagnosing individual call connection errors.

If you enable debugging and a call fails, take a screenshot of any error message and reach out to Apollo support to share it.

To enable call debugging:

1. Launch Apollo and click Settings > Phone numbers.
2. Check Show call connection errors.

3. When finished, click Save Changes.

You have now enabled call debugging. You can deactivate at any time. For more troubleshooting tips with the dialer, check out Troubleshoot the Dialer.

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Next Steps

Keep up the momentum with these next steps:

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