Add and Manage Users

Article author
Paige York
Updated

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.

 
Admin Only

To make changes to users and their roles, you need an admin account in Apollo.

The following sections explain how to add, manage, deactivate, and reactivate users.

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Add Users

 
It's in the Plan

You can check your plan and the number of users allowed on your plan at any time. If you exceed the number of allowed users, Apollo charges you based on the type of Apollo plan you're on.

To invite new users to Apollo:

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

The New User button is highlighted at the top-right

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

The invite your team opton is set to SDR east coast team with 4 people's email addresses entered

  1. 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.

An example user invite shows the Accept Invitation button highlighted

Newly created accounts appear under Current users.

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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.

Permission profile setting on users page
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.

Credit limit setting on users page

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.

Bulk credit limit update in Users
 
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.

Territory setting on users page
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.

Team setting on users page

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Deactivate Users

If a teammate leaves your company, you can deactivate their user account in Apollo.

You should also unlink their mailbox and reassign any scheduled emails to another mailbox. Otherwise, Apollo will mark scheduled emails from deactivated accounts as Not sent.

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.

Deactivate user button is highlighted

  1. Click Deactivate to confirm.

To complete offboarding, unlink their mailboxes and reassign scheduled emails to another teammate's mailbox.

 
Making Plan Changes?

Deactivating a user doesn't affect your Apollo subscription or plan. If you need to reduce the number of seats on your plan, manage your subscription in Apollo.

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Reactivate Users

To 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.

Reactivate the user.

  1. Click Reactivate to confirm.

Your teammate's account is now reactivated.

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