Overview
Apollo uses Salesforce credentials to authenticate the integration and access the data needed to sync between Salesforce and Apollo.
For new Salesforce connections, the dedicated integration user is the Salesforce account used to establish the recommended managed-package connection. The Apollo admin who completes the connection becomes the team sync user, and Apollo uses that Apollo user's Salesforce connection for account-wide sync. Individual Apollo users can also connect their personal Salesforce credentials for user-specific Salesforce functionality, such as accessing Salesforce views in Apollo. If your team uses Salesforce Created By to track ownership, users can connect their personal Salesforce accounts and your admin can map Apollo's created_by field to Salesforce CreatedById so supported new Salesforce records reflect the Apollo user who originally created them.
Check out the following sections to learn more about the credentials you can use to synchronize data between Apollo and Salesforce.
Team Sync Credentials
Team sync determines which Apollo user's Salesforce connection Apollo uses for account-wide data sync.
For new Salesforce connections, an Apollo admin creates or selects a dedicated integration user with the Apollo managed package, then connects Salesforce using that integration user's credentials. The Apollo admin becomes the team sync user for the new connection.
An admin can select another Apollo user for team sync if that user has already connected Salesforce with the permissions required for the integration. To select a different user, follow the steps in Use Team Sync Authentication with the Salesforce Integration.
For new Salesforce connections, Apollo uses the dedicated integration user you configure when you install the Apollo managed package. Apollo strongly recommends keeping all default permissions assigned to this user. Removing permissions may prevent Apollo from reading, creating, or editing Salesforce records and can cause sync errors.
If you map custom Salesforce fields in Apollo, grant the integration user access to those fields during setup.
Records and activities synced through the integration user typically reflect that user in Salesforce's Created By field. For assignment, routing, and reporting, use the Owner field instead. Check out Contact and Account Ownership with CRM Integrations for more information.
To review or update the integration user for a new Salesforce connection:
- In Salesforce, open the App Launcher and search for the Apollo Setup app.
- Open the Apollo Setup app to view the integration user.
- Use the settings options to manage permissions or reset the integration user's password.
Don't deactivate or delete the integration user in Salesforce. Apollo relies on this user for data sync, and removing access will stop Salesforce data from syncing with Apollo.
Connect Personal Salesforce Credentials
The My Salesforce credentials setting is user-specific and connects your Apollo user to your personal Salesforce account. For new Salesforce connections, connect your personal Salesforce credentials when you need user-specific Salesforce functionality, such as accessing private or shared Salesforce views as filters in Apollo.
Personal Salesforce credentials can also support your team's record ownership workflow. If your team uses Salesforce Created By as its ownership signal, an admin can map Apollo's created_by field to Salesforce CreatedById. Apollo can then sync the Apollo user who originally created a supported new record as the Salesforce Created By user. For example, if Rep A creates a contact in Apollo and Rep B later syncs it to Salesforce, Salesforce can show Rep A in Created By.
To connect your personal Salesforce account to your team's Apollo account:
- Launch Apollo and click Settings > Integrations > Salesforce.
- Click Authentication.
- Click Connect My Salesforce.
- Enter your personal Salesforce credentials, and authorize Apollo to connect with your Salesforce account.
If you see "OAuth" or authentication errors when connecting, make sure you're using your own Salesforce login, and not a shared or integration-only account. Ensure your Salesforce admin has granted the required permissions to enable the connection.
For more details on how ownership is assigned, check out Contact and Account Ownership with CRM Integrations.
Once you add your Salesforce credentials, Apollo syncs your activity and ensures records you push are assigned to you in Salesforce.
You must connect a different set of Salesforce credentials for each user in Apollo. Apollo doesn't allow multiple users to connect the same Salesforce credentials.
Assign Different Salesforce Record Owner
If you don't connect your personal Salesforce account to Apollo, you should assign your Apollo records to another Salesforce user on your team's account.
To assign a different Salesforce record owner:
- Launch Apollo and click Settings > Profile.
- Click General, then find and select a Salesforce user on your team's account.
You have now assigned a different Salesforce record owner for records you push.
Next Steps
Here are a few helpful next steps you and your team can take to keep your Salesforce integration running smoothly.
| Integrate Salesforce with Apollo | You can connect Salesforce to Apollo to establish the core sync that keeps your team's data unified across both platforms. |
|---|---|
| Use Team Sync Authentication with the Salesforce Integration | Learn how to manage team sync authentication and select the Apollo user's Salesforce connection used for account-wide syncing. |
| Configure Salesforce Pull Settings | You can configure your pull settings to control exactly which Salesforce records flow into Apollo so your team always works with the right data. |
| Configure Salesforce Push Settings | You can adjust your push settings to decide which Apollo updates write back into Salesforce and keep your CRM consistently up to date. |
| Which Apollo Record Owner Is Assigned to a Contact or Account in Salesforce? | You can review how Apollo assigns ownership to keep your contact and account records correctly aligned between the two systems. |