Overview
Your team's conversation recordings contain valuable information about prospects, from identification of the decision makers in a sales process to the amount a prospect has budgeted for a product.
Apollo enables you to auto-populate fields in your CRM based on conversation recordings from your team. This means important information can live in both Apollo and your CRM, better ensuring alignment across your team.
The following sections shows how you can map and auto-populate your fields in your CRM.
Before you auto-populate CRM fields, make sure your team has set up deals in Apollo. Apollo populates custom deal fields with information from conversation recordings so these fields can sync to your CRM. You must also integrate Apollo with your CRM for deals information to sync to external platforms.
Ensure the setting to push deals to your CRM is enabled. If this setting is not enabled, updates will only be pushed to deals inside Apollo and not to your connected CRM. For guidance on the relevant CRMs, see the articles below:
Set Up Auto-populate CRM
If you're not an admin in your team's Apollo account, you might need additional permissions to enable this functionality. If you encounter issues, please contact an Apollo admin on your team and request they either enable auto-populate CRM functionality, or update the Conversations permissions for your permission profile so you can make changes.
To enable Apollo to auto-populate your CRM fields using conversation recordings:
- Launch Apollo, then click Settings > Team conversations > Custom field prompts.
Setting up custom field prompts for the first time? Apollo automatically analyzes your account and suggests prompts for commonly used fields. You can review, edit, or remove these suggestions as needed.
Apollo supports up to 30 custom field prompts. If you've reached the limit, consider deleting prompts you're no longer using.
- Click + to add a field, then select a field from the dropdown. You can add custom field prompts for accounts, contacts, or deals.
- Click Edit to edit a prompt.
- To automatically sync fields to your CRM with information based on conversations, toggle Auto-update. To enable these updates, make sure your contact, account, and deal fields are properly mapped.
- (Optional) Click Delete field config to delete a custom field prompt.
- Click Save.
The Save buttons for account, contact, and deal fields are separate. Make sure to click the corresponding Save button after finishing your edits.
You've now enabled Apollo to auto-populate CRM fields using information from conversation recordings.
Review and Approve Fields Before Syncing to Your CRM
After Apollo finishes analyzing a call recording and updates the call status to complete, you can review the fields to be synced in conversations, the deals page, or the account page.
The Sync CRM Fields option appears only when Apollo can extract field data from your conversation transcript that matches your configured fields. Apollo displays only fields that have not been configured to auto-update.
To review the synced fields:
- Launch Apollo, and click Conversations.
- Click a conversation recording to access it.
- Click Push to CRM > Sync CRM Fields.
Once Apollo has analyzed a recording, you'll receive an email letting you know that a meeting summary is available. Click Update CRM in the email to go directly to the fields review in Apollo. 
- Review the information that Apollo pulled from the recording.
- To remove a field from the sync, uncheck the box for it. To edit the information before syncing a field, click the pencil icon.
- Click Sync fields to push the info to your CRM.
- Go to the company's page.
- Click All fields, then click Review.
- Check each field you want to sync.
- (Optional) Click Edit to edit the field values, then click Save.
- Click Update.
- Go to the deal's page.
- Click All fields, then click Review.
- Check each field you want to sync.
- (Optional) Click Edit to edit the field values, then click Save.
- Click Update.
You've now synced your call details to your CRM.
Next Steps
Here are a few practical ways you can double down on conversation-driven CRM automation from here.
| Set Up and Use Conversations | If you're rolling out call recording, set up conversations the right way to capture every meeting, surface AI insights, and make coaching part of your normal workflow. |
|---|---|
| Use CRM Enrichment | Once calls are pushing rich context into Apollo, use CRM enrichment on your connected records to backfill missing firmographic details and keep Salesforce or HubSpot perfectly in sync. |
| Follow Apollo's Recommended Default Field Mapping | Before your team starts auto-populating deal fields from conversations, follow Apollo's recommended default field mapping to avoid sync gaps and keep ownership, stages, and key contact info consistent in every system. |
| Automate post-meeting follow up and CRM updates | Turn every recorded conversation into pipeline by automating post-meeting follow up and CRM updates to generate recaps, draft follow-up emails, and push next steps straight into your deals. |
| AI Call Recording: Close More Deals with Conversation Intelligence | If you want reps to embrace the new workflow, use AI call recording with conversation intelligence to show them how automatic summaries, trackers, and playlists translate into more wins and less admin. |