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 and click Conversations.
- Click a conversation recording to access it.
- Click Push to CRM > Sync CRM Fields.
- Click Get started now.
- Choose an Opportunity field (CRM) to map to each Apollo conversation object. You can use any of your fields. You do not have to map all fields.
- Toggle the Populate slider on to auto-populate CRM fields with information from Apollo conversation recordings. You will manually review the field entries before they sync.
If you choose not to auto-populate a field, Apollo will not collect information to manually map it later.
- Click Finish to save the field mapping.
You've now enabled Apollo to auto-populate CRM fields using information from conversation recordings. Next, you need to manually review and approve the fields after each recording has been processed.
Review and Approve Fields Before Syncing to Your CRM
With auto-populate CRM enabled, Apollo will prompt you to review fields before syncing the details of your call 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.
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.
Edit CRM Field Mappings
To edit the field mapping from Apollo conversation objects to your CRM fields:
- Launch Apollo and click Admin Settings > Team & Workspace setup.
- Click Field mappings within the Team conversations settings.
- Update the mapped fields and the Populate settings as needed.
- Click Submit to save the updated field mapping.
You've now updated the field mapping.
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. |