Add, Manage, and Deactivate Users

Overview

You can add, manage, or deactivate users in Apollo any time your team grows or changes.

Admins have a robust set of controls and permission profiles to limit what each new user can do in Apollo. This ensures that everyone on your team has the appropriate level of permissions to succeed based on their role.

Check out the following sections to add, manage, deactivate, and reactivate users.

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Add Users

To invite new users to Apollo:

1. Launch Apollo and click Settings > Users.
2. Click New User.

3. Select a permission profile, then enter the email addresses of the people you want to add. Click Send Invites.

4. Apollo will send email invites for new users to create their account. They'll click Accept Invitation to set up a new login or sign in with your organization's single sign-on credentials.

5. If your teammate hasn't received their invite, ask them to check their spam folder. Otherwise, repeat steps 1-4 to resend an invitation.

Newly created accounts appear under Current users.

 

Have a Salesforce Account?

If you've integrated your Salesforce account, click Pull users from Salesforce to add your team's Salesforce users to Apollo automatically. Once Apollo pulls their emails, you can select a permission profile and review before sending their invites.

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Manage Users

Apollo admins can manage the following settings for existing users directly in Current users:

User setting	Description
Permission Profile	Review users' assigned permission profiles. Click on a user's permission profile to assign a different one.   Permission, Please! Need to create a new permission profile? Check out Create and Assign Permission Profiles to learn how.
Credits	Click to set a credit limit for a user. This gives admins granular control over how many credits each user can consume on sales activities throughout Apollo. You can also check multiple users to update their credit limit in bulk. Check each user you want to update, then click Edit credit limit. Use the dropdown to set a new limit, then click Save.   Credits 101 Jump into Apollo to learn more about credits or review your team's credit usage.
Territories	Click Assign territory to set each user's territory. This limits users to prospecting only the contacts or accounts located in their assigned territory.
Team	Click Assign team to add a user to a team within your Apollo instance. Teams are useful for grouping users to assign permission profiles or to use in filters on analytics reports.

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Deactivate Users

If you're an admin, you can deactivate user accounts in Apollo when teammates leave your organization. As a best practice, you should deactivate an Apollo user's account when that employee leaves your organization and assign their seat to a new user if necessary. You should also transfer ownership of the deactivated user's active sequences or deals to another team member in Apollo.

To deactivate a user:

1. Launch Apollo and click Settings > Users.
2. Click ... next to the person that you want to deactivate, then click Deactivate.

3. Click Deactivate to confirm.

After you deactivate a user, make sure you also unlink their mailbox and reassign any scheduled emails to another mailbox. Otherwise, Apollo will mark scheduled emails from deactivated accounts as Not sent.

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Reactivate Users

If you're an admin, you can also reactivate an inactive user:

1. Launch Apollo and click Settings > Users.
2. Click ... next to the inactive user that you want to reactivate, then click Reactivate.

3. Click Reactivate to confirm.

Your teammate's account is now reactivated.

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FAQs

How do I regain access to our Apollo account if our admin left the organization?

If your team's only Apollo admin has left your organization and you need to reassign admin permissions to another user, reach out to Apollo support to regain access.

As a best practice, we recommend assigning admin permissions to at least 2 users to ensure that your team can always access Apollo, especially in cases when an admin leaves your organization.

If you know your team's Apollo admin will leave your organization soon, ask them to assign the admin permission profile to another user by following the these simple steps.

If your Apollo admin is the only Apollo user at your organization, ask them to invite another team member to Apollo and assign them admin permissions. Once the original admin leaves, the new Apollo admin can deactivate the first admin's account.

A user is leaving my organization. How do I transfer their work to another Apollo user?

If you're an admin, you should deactivate the user's account and unlink their mailbox to ensure any in-progress activities are taken over by another teammate.

In addition, you should reassign ownership of their contacts and accounts, sequences, deals, tasks, and workflows to another teammate.

I already have an Apollo account. Can I join a different team's Apollo account?

Yes! If you receive an invite to join Apollo but your email is already connected to another active account, Apollo asks permission to switch you over. If you accept, Apollo deactivates your previous user account to allow you to join your new team.

Be aware that switching accounts can't be undone, and the data from your previous account does not migrate to your new user account.

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Next Steps

Want to keep your Apollo user management streamlined? Here are a few steps your team can take next:

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