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Consolidate Multiple Apollo Workspaces into One

Article author
Apollo Team
Updated

Overview

If your company has more than one Apollo workspace, you may want to bring users into a single workspace so your team can operate from one shared system.

Consolidating workspaces is especially useful if your company created separate Apollo workspaces for different teams and now wants to unify them, or if you want one workspace to become the primary place for reporting, routing, collaboration, and ongoing work.

 
Domain Driver

Apollo workspace consolidation only works when the primary workspace is on a paid Apollo plan and invited users have a matching email domain. For example, if you're an admin at Sumware Software with the domain sumwaresoftware.com, you can invite maria.y@sumwaresoftware.com, and Maria can transfer data from her existing workspace into the new one. However, if you invite todd@xyz.com, Todd can't transfer data from his workspace and will lose access to his original account after accepting the invite.

With workspace consolidation, an admin can invite users from one Apollo workspace into another. After you accept an invitation, the new workspace becomes your primary, and you retain 30 days of access to your old workspace. Your linked mailboxes are automatically moved from the old workspace to the new workspace. After 30 days, you lose access to the old workspace.

During this time, you can switch between both workspaces and manually move or recreate the data you want to keep:

  • Accounts
  • Contacts
  • Integrations and settings
  • Lists
  • Saved searches
  • Sequences
  • Workflows

This approach helps you consolidate work with less disruption.

 
Leave It at the Door

Only the data mentioned above can be moved during workspace consolidation. Activity history, including calls, emails, tasks, and meeting logs, audit logs, system logs, CRM sync history, billing and subscription details, and data sharing or data opt-out settings can't be transferred. Once a user copies data into the new workspace, the new workspace's privacy and data sharing settings apply.

Check out the following sections to learn how to consolidate Apollo workspaces.

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Consolidate Apollo Workspaces

You can consolidate Apollo workspaces as an admin by inviting and managing users in the primary workspace. As a user, you can migrate data from your old workspace to the new workspace.

To consolidate multiple workspaces:

  1. In your team's main or primary workspace, navigate to Settings > Users and teams > Users, then click New user.
  2. Select the appropriate permission level and invite one or more users by entering the email address associated with the old workspace.
  3. After accepting the invite, the user's linked mailboxes are automatically moved from the old workspace to the new workspace. The user has 30 days to manually move or recreate data from the old workspace. After 30 days, the user loses access to the old workspace.
  4. If you intend to wind down the old workspace, coordinate with your team to turn off scheduled enrichments, downgrade your subscription, and remove any saved personal or payment information.
  5. To guide users through migration, share this article with your team as they migrate workspaces and point them to the User section.
 
Closing Time

If a migrating user is the last person in the old workspace, the workspace is deactivated and billing stops automatically.

 
Countdown to Cutoff

First, ask an admin in the new workspace with a matching domain to invite you using the email address you use to login to your old workspace. Once you accept the invite, you have 30 days to transfer or manually recreate data from the old workspace to the new workspace. After 30 days, you no longer have access to the old workspace.

If your email domain doesn't match the primary workspace domains, or if the primary domain isn't on a paid Apollo plan, you can't transfer data between workspaces and will lose access to your original account after accepting the invite.

To consolidate your workspace:

  1. Log in to your old Apollo workspace.
 
Switch It Up

Tip: Click Switch workspace to flip between your old and new workspace.

Consolidate workspaces

  1. Apollo automatically moves your mailbox from the old workspace to the new workspace.
  2. Pause any sequences you manage in the old workspace to avoid duplicative outreach while you migrate data.
  3. Apollo automatically deactivates any workflows you manage so you can safely copy them.
  4. When you're ready to migrate data, select a starting point:

Contacts and accounts

 
Map Before You Move

If you have custom contact fields or custom account fields in your old workspace, create the custom fields in your new workspace before migrating records. Otherwise, you may run into data mapping issues.

  1. First, export your data:
    • Contacts: Go to People > Saved and select all or filter for relevant contacts, then click Export. Choose to export all emails or verified emails only. Learn more about exporting contacts.
    • Accounts: Go to Companies > Saved and select all accounts or filter for relevant companies. Then click Export.
  2. Now switch to your new workspace.
  3. Import the data:
    • Contacts: Go to People and click Import > CSV. Upload the CSV, and map your fields. Learn more about importing contacts.
    • Accounts: Go to Companies, click Import > CSV. Upload the CSV and map your fields. Learn more about importing accounts.

You have now migrated contacts and accounts to your new workspace.

Back

Dialer

  1. On your new workspace, grab a new phone number.
  2. Then manually copy your dialer configuration to the new workspace:

You have now migrated dialer settings to your new workspace.

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Lists

  1. First, export contacts or accounts from within the list. Open the list, select all records, and click Export.
  2. In the new workspace, create a new list, then click Import to upload your CSV to the list.

You have now migrated lists to your new workspace.

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Integrations and settings

Integrations (Zapier, Slack, webhooks, etc.)
  1. Disconnect each integration in the old workspace.
  2. Reconnect each integration individually in your new workspace under Settings > Integrations.

For Zapier, update your Zaps to point to the new workspace, and reauthenticate your account.

For integrations that use webhooks, re-enter your endpoint URLs for the new workspace, and test each connection to confirm data is flowing correctly.

Check here to find your specific integration and its setup instructions.
CRM integrations
  1. Before switching workspaces, review your previous CRM field mapping so you can recreate the setup.
  2. Disconnect your CRM from the old workspace.
  3. Reconnect your CRM in your new workspace under Settings > Integrations.
Check here to find your specific CRM integration and its setup instructions.
Scheduled enrichment jobs
  1. First, ensure you've set up your CRM integration in the new workspace.
  2. In your old workspace, navigate to Data enrichment > Data health center > CRM.
  3. Click Show filters > Scheduled enrichments > Manage enrichment jobs.
  4. Click . . . > Edit beside each enrichment job to review the workflow and logic.
  5. Open your new Apollo workspace and navigate to Data enrichment > Data health center > CRM.
  6. Click Automate enrichment and re-create your scheduled enrichment jobs by copying the workflow from the old workspace.

Learn more about scheduled enrichment on Apollo.
SSO
  1. In your new workspace, set up single sign-on (SSO) from Settings > Users and teams > Security > Single sign-on.
  2. Enter the required configuration details, and test the new connection before rolling it out to your team.
  3. Disconnect SSO from the old workspace if necessary.

Learn more about single sign-on with Apollo.
Permission profiles
  1. In the old workspace, navigate to Settings > Users and teams > Permission profiles.
  2. Click . . . > Edit beside each permission profile to review the setup.
  3. In your new workspace, navigate to Users and teams > Permission profiles and click New Profile.
  4. Configure access levels for each feature to match your previous workspace's permission profile.
  5. Repeat to create additional permission profiles, then assign the profiles to users after they join the new workspace.

You have now migrated your settings and integrations to your new workspace.

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Saved searches

 
Map Before You Move

If you have custom contact fields or custom account fields in your old workspace, create the custom fields in your new workspace before recreating saved searches. Otherwise, you may run into filtering issues.

  1. Open each saved search in the old workspace. Note the filter criteria.
  2. Recreate the saved search in the new workspace using the same criteria.

You have now migrated saved searches to your new workspace.

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Sequences

 
Sequence on Standby

Pause any sequences you manage in the old workspace to avoid duplicative outreach while you migrate data.

  1. Open each sequence you want to migrate, and note the steps, subject lines, email body copy, and timing settings.
  2. Switch to the new workspace.
  3. Create a new sequence, and recreate each step.
  4. Manually add contacts to the new workspace's sequence.

You have now migrated sequences to your new workspace.

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Workflows

 
Workflow Wind-Down

Apollo automatically pauses any workflows you manage in the old workspace to avoid duplicative work while you migrate data.

  1. Prioritize moving high-traffic workflows first.
  2. Open each workflow in your old workspace and note the triggers and actions.
  3. Create a workflow in your new workspace to match the old workflow's automation logic.

You have now migrated workflows to your new workspace.

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Next Steps

Wrapping up your workspace consolidation? Here are a few ways to keep your data clean, your team aligned, and your workflows running smoothly.

Import a CSV of Contacts Once you've exported your data, bring your contacts into the new workspace to quickly rebuild your pipeline and keep your team moving without missing a beat.
Import a CSV of Accounts After migrating companies, upload your accounts into Apollo to restore account-level targeting and keep territory coverage intact.
Create a Sequence Ready to restart outreach? Rebuild your sequences to keep messaging consistent and avoid gaps in engagement.
Create a Workflow Need your automations back? Set up workflows to reestablish routing, enrichment, and task automation for your team.
Use CRM Enrichment To keep your data fresh moving forward, recreate scheduled enrichment jobs so your records stay accurate and complete over time.

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