Set Up Conversations in Apollo

Article author
Brandan Blevins
Updated

Overview

If your team uses a video communications tool for sales or recruitment calls, you can integrate your Apollo instance with your Zoom, Google Meet, or Microsoft Teams account. Use Apollo conversations to access your video call recordings and leverage important meeting insights from within Apollo.

There are several benefits of integrating your communications tool with Apollo, including:

  • More effectively managing and analyzing your team’s video call recordings.
  • Playing your call recordings, accessing high-accuracy transcripts and call clips, leveraging AI-written call summaries, and uncovering account and attendee data from each call.
  • Coaching and scaling successful conversations to increase call conversions.

The following sections detail how to set up conversations and configure the related settings.

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Step 0: Link Your Mailbox to Use Conversations

Apollo only pulls in recordings from the meetings you schedule via the mailboxes you've connected to Apollo. If you haven't already, connect your mailboxes to gain full conversations functionality.

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Step 1: Add Integrations

Apollo supports 3 communication platforms for conversations:

  • Zoom
  • Google Meet
  • Microsoft Teams

To access call recordings and utilize conversations functionality, you need to integrate Apollo with at least 1 of these platforms. If you use multiple communication platforms, you can add multiple integrations.

 
Got Admin Superpowers?

Only Zoom and Apollo admins can integrate a Zoom Pro, Business, Business Plus, or Enterprise account with Apollo. If you are not an admin for either account, please contact a team member with the necessary permissions to set up the integration. For more information on permission profiles in Apollo, refer to Create and Assign Permission Profiles. To find your Zoom permissions, check out Zoom's user types & roles help article.

To set up the Apollo integration with your Zoom Pro, Business, Business Plus, or Enterprise account:

  1. Launch Apollo and click Conversations.
  2. Click Get Started. Get started button
  3. Click Connect for Zoom. Zoom Connect Button
  4. Click Pro, Business, Business Plus, or Enterprise. First button for Zoom account
  5. Enter the credentials for your Zoom admin account and click Sign In. Zoom Credentials Page
  6. Review the installation details and permissions you are granting to Apollo. Then, click Allow to proceed. Allow Button

You have now connected Apollo to your Zoom account. If you want to integrate with other communications platform, follow the steps in the Multiple Video Conferencing Platforms tab. Otherwise, proceed to set your team's permissions.

 
Living Life in the Present

Apollo pulls all new calls that your team records after you connect Apollo with your communications platform. Apollo does not display the previous conversations you recorded before you set up the integration.

To set up the Apollo integration with your Zoom Pro, Business, Business Plus, or Enterprise account:

  1. Launch Apollo and click Conversations.
  2. Click Get Started. Sync Zoom Account Button
  3. Click Connect for the communications platform you want to integrate. Connect button on conversations page
  4. If you are connecting your Zoom Basic account, click Basic. Basic button
  5. Click Continue. Continue button

You have now connected Apollo to your Google Meet, Microsoft Teams, or Zoom Basic account. If you want to integrate with other communications platform, follow the steps in the Multiple Video Conferencing Platforms tab. Otherwise, proceed to set your team's permissions.

 
Living Life in the Present

Apollo pulls all new calls that your team records after you connect Apollo with your communications platform. Apollo does not display the previous conversations you recorded before you set up the integration.

You can connect more than 1 video conferencing platform to Apollo. If you've already connected to Zoom, Google Meet, or Microsoft Teams, you can also integrate with the other platforms. This means you never miss the opportunity to record and analyze a meeting. To connect more video conferencing platforms, launch Apollo and click SettingsIntegrations. Then, click Connect for each communications platform that you want to add. Connect more video conferencing platforms. Follow the steps in the Zoom Pro, Business, Business Plus, or Enterprise Account or Microsoft Teams, Google Meet, or Zoom Basic Account tabs to set up the integration.

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Step 2: Set Your Team's Permissions

Apollo records meetings for users that have view and record permissions.

To add or remove permissions, click or unclick the checkbox next to the teams you want to include or exclude. Then, click Continue.

Permissions checkboxes

 
Feeling a Little Lost?

Want to create new teams in Apollo? Hop into Organize Users into Teams for more info.

To learn more about permission settings for each team, including permissions for conversations, refer to Create Permission Profiles.

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Step 3: Add Trackers

Trackers are sets of keywords that Apollo detects in your recordings to help you identify and surface the most important parts of each call.

Trackers page in setup

Click the Edit icon next to a prebuilt tracker to make any changes.

Edit icon next to a tracker

Click any keywords you want to delete. Apollo then removes them from the list.

Keywords text box in tracker settings

Type any additional keywords into the Keywords text box and click enter to add them to the list.

Adding keywords

Click the Track when mentioned by drop-down to set whether you track keywords from internal, external, or all participants.

Track when mentioned by drop-down

Then, click Save tracker.

Save tracker button

To create your own tracker, click Add trackers.

Add trackers button

Then, click Prebuilt or New Trackers.

Create trackers modal

If you select Prebuilt, click a template on the left. Then, make any edits you need and click Save tracker.

Prebuilt template

If you select New tracker, give your tracker a name, type your keywords into the text box, add the type of participants you want to track, and then click Save tracker.

New tracker modal

To delete a tracker, click the trash can icon.

Trash can icon

Then, click Delete tracker to confirm your decision.

Delete confirmation modal

Click Finish to finalize the setup process.

Finish button

You have completed the setup. If you want to make any changes to the settings, follow the steps in the section below.

 
Too Much, Too Soon?

All this tracker talk left you feeling overwhelmed? Fear not, you can add and edit your trackers at any time.

To do so, launch Apollo and click SettingsConversations. Then, click the Trackers tab.

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Configure Recording Settings

Now that you have set up conversations, you are ready to configure your conversation settings. You can only make changes to the conversation settings if you are an admin or have permission to edit the conversation settings.

Can edit conversations permission

 
Permission to Edit

If you are an admin and want to change a team's permissions, click Settings Permission Profiles. For further guidance, please refer to Create Permission Profiles.

To change the recording settings for conversations:

  1. Launch Apollo and click SettingsConversations.
  2. Choose whether to record all conversations or only conversations that include a participant from outside your organization. Record all conversations or only conversations with external participants.
  3. To avoid recording calls that involve certain organizations, enter their domain names and press enter. For example, if you add acmecorp.com to your exclusion list, Apollo will not record a conversation that involves a participant with a acmecorp.com email address. Exclude domains from being recorded.
  4. Enter the minimum number of minutes you want your calls to last for Apollo to process the meeting in conversations. Apollo does not save or pull a meeting into conversations if it lasts less than the call duration you set here. Set a minimum recording duration.
  5. If you connected a Google Meet, Microsoft Teams, or Zoom (not Zoom Pro+) account, Apollo's recording bot needs to join your meeting to enable recording.

    If you want to change the recording bot's default name, enter a new name. Be mindful that all meeting participants will see the bot name. Change recording bot name.
  6. Click Save to update the settings.
 
Let's Get Creative!

Want the flexibility to record some internal calls, but not all? Consider creating a waiting room in your communications platform. The host can decide whether to admit the bot and record a call or not!

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Add Recording Consent Message

In many countries and US states, you need permission from all participants before you can record calls. To inform participants that a call will be recorded, Apollo enables you to send email notifications prior to the call, and make an audio announcement during the call.

To add recording consent messages:

  1. Launch Apollo and click SettingsConversations.
  2. Toggle the Recording announcement slider on to make an audio consent announcement at the beginning of a call. Then, choose when the audio announcement will happen and message language. Change recording bot name.
  3. Toggle the Email notifications slider on to send a email to participants prior to the call. Choose the time when the email will be sent to internal and external participants. Then, you can either use the default notification message by not editing it, or enter your own custom message. Change recording bot name.
  4. Click Save to add your recording consent messages.

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Record Conversations

Depending on the video conferencing platform, Apollo records meetings in 1 of 2 ways:

  • Google Meet, Microsoft Teams, and Zoom (not Zoom Pro+): Apollo's recording bot joins the meeting. Depending on your video conference platform settings, the bot can either auto-join your calls or you can choose to allow the bot into the meeting each time. Either way, you need to make sure that the recording bot is in your meeting.
  • Zoom Pro+: The platform records the meeting, and then Apollo imports that cloud recording. No recording bot joins your meetings.

To ensure a future call is set to record, launch Apollo and click Conversations. Then, access the My upcoming meetings tab and confirm the recording status of your upcoming calls.

If you are using a platform other than Zoom Pro+, Apollo needs at least 30 minutes to analyze your inbox and find the meetings that need the recording bot. If you schedule a last-minute meeting that is less than 30 minutes in the future, Apollo might not have enough time to analyze your inbox, so the recording bot will not know to join the meeting.

To manually send the recording bot to your meeting, click Record now in the My upcoming meetings tab.

Record an ad-hoc conversation.

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Access Your Recorded Conversations

To access your team's recorded conversations, including key insights and transcripts, launch Apollo and click Conversations.

For more information about how to take advantage of conversations, please refer to the Access Your Conversations in Apollo. If your run into issues with your recordings, check out the guidance in Troubleshoot Conversations.

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Stop Recording Conversations in Apollo

If you are an admin, you can disconnect your communications platform from Apollo and stop recording video calls at any time.

You can also reconnect at any time. However, Apollo does not pull in any historical data. When you reconnect, Apollo does not display any calls that your team recorded when the integration was disconnected.

To disconnect an integration and stop recording conversations in Apollo:

  1. Launch Apollo and click SettingsIntegrations.
  2. In the Connected integration, click Disconnect for the integration you want to remove. Disconnect Button on Integrations Page
  3. Click Disconnect CI to confirm your choice.

You have now disconnected your account from Apollo. If you want to set up the integration again, follow the steps in the Add Integrations section.

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