Overview
Tasks on Apollo let you build, prioritize, and knock out every outreach to-do: calls, manual emails, and whatever it takes to move prospects forward. Use tasks to track, prioritize, and help you complete actions required for your outbound sales motion.
You can create tasks in sequences and deals, or on individual contacts and accounts, then assign tasks to yourself or your team. Each task includes a priority level, due date, assignee, and all the details necessary to complete the task. Assignees can track and complete their tasks directly in Apollo.
You can create the following types of tasks on Apollo:
| Calls | |
|---|---|
| Create call tasks, then use the dialer on Apollo to make calls, generate AI summaries, and monitor call outcomes. | Best practice: Open cold calls with a 30-second introduction, ask two to three discovery questions, then spend the last 30 seconds confirming next steps. Learn more about cold call best practices. |
| Manual email | |
| Create manual email tasks, then write emails from scratch, or use Apollo AI to help craft meaningful messages. |
Best practice: Personalize your message beginning in your subject line, and weave in a specific pain point in the body. Close with a single clear ask like:
"Can we hop on a 10 minute call?"Learn more about how to craft meaningful messages. |
| Action item | |
| Create manual action tasks unique to your outreach, like sending a personal note or researching a competitor. | Best practice: Use action items to review AI-generated content before you send messages. Mid-sequence action items can also be used to demonstrate extra value or set the stage for your next ask. For example, you might share a relevant case study or send a high-value prospect a gift. |
| Create LinkedIn tasks to reach out directly to prospects on LinkedIn by adding a personalized connection request, LinkedIn message, profile view, or post interaction via LinkedIn tasks. |
Best practice: Wait 48 hours after your first email or call, then send a LinkedIn connection request that references your outreach and a recent milestone or event:
"I left you a message but just wanted to connect here. I really enjoyed your talk at the InfoSec Summit." |
Check out the following sections to learn more about how to create and complete tasks.
Get Started
To get started with tasks:
| Create a task |
Choose an account, contact, deal, or sequence, and create a task. Assign a task owner, due date, and priority level. You can view upcoming and due tasks on the Tasks hub or from relevant sequences. |
|---|---|
| Complete a task |
Sort your assigned tasks by priority level, and complete actions to move prospects forward. If you use a CRM like Salesforce or HubSpot, Apollo will automatically update your CRM records with tasks based on your sync settings. |
| Report on tasks |
Use analytics reports like tasks by user by status to compare pending, completed, and overdue tasks. Filter by priority, sequence, or type, then save, export, or share analysis for real-time visibility. Use analytics dashboards like sales development activity for quick visual insights, or create your own dashboard for an at-a-glance view of your team's task performance. |
FAQs
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Frequently asked questions |
||
| How do I create a task? | How do I complete a task? | How do I delete a task? |
| How do I change the owner of a task? | Can I use tasks on my Apollo plan? | |
How do I create a task?
To create a task:
- Launch Apollo and navigate to Tasks.
- Click Create Task.
- Select to associate the task with a contact, account, or deal, then add task details. When finished, click Create Task.
- Alternatively, navigate directly to a contact, account, or deal profile and click + on the tasks widget.
You can also create tasks in sequences.
Learn more about how to create a task.
How do I complete a task?
To complete a task:
- Launch Apollo and navigate to Tasks, then sort or search for a task.
- Click a task, then follow the instructions to complete it.
Learn more about how to complete a task.
How do I delete a task?
To delete or skip a task, you need to archive it:
- Launch Apollo and navigate to Tasks, then sort or search for a task. Click the task, then click Archive.
- To archive multiple tasks, navigate to Tasks and check multiple tasks. Then click Archive.
You have now archived a task.
How do I change the owner of a task?
To change a task assignee:
- Launch Apollo and navigate to Tasks, then sort or search for a task.
- Click the task, then click Task actions > Reassign.
Can I use tasks on my Apollo plan?
Access to tasks depends on your Apollo plan. If you need access to tasks, upgrade your plan. If you have questions about upgrading, reach out to the Apollo sales team.