Overview
You can integrate your Zoom, Google Meet, or Microsoft Teams account with Apollo, then use conversations on Apollo to access and share your video call recordings. Conversations on Apollo allow you to more effectively manage and analyze your video call recordings without juggling multiple apps.
You can play and share your recordings, create video clips, and take action on tasks with automatic transcripts and AI-written summaries, along with account and attendee data on each call.
As a team leader, you can rate a team member's call effectiveness with custom scorecards, and create video call playlists to train and onboard new employees. Use conversations to coach, train, and lead teams to scale successful conversations and increase call conversions.
Check out the following sections to set up and use conversations.
Set Up Conversations
Step 1: Add Integrations
If you haven't already, connect your mailbox. Conversations can only save video recordings from the meetings you schedule via mailboxes connected to Apollo.
Conversations supports the following video conferencing apps:
- Zoom
- Google Meet
- Microsoft Teams
To use conversations, you need to integrate Apollo with at least one of these apps. If you use multiple apps, you can use multiple integrations.
To get started, choose your video meeting integration:
- Zoom: Pro, Business, Business Plus, or Enterprise Account
- Microsoft Teams, Google Meet, or Zoom: Basic Account
- Multiple Video Conferencing Platforms
Only Zoom and Apollo admin can integrate a Zoom Pro, Business, Business Plus, or Enterprise account. If you're not an admin for either account, contact a team member with the necessary permissions to set up the integration. Check out Create and Assign Permission Profiles to learn about permissions. To find your Zoom permissions, check out Zoom Support.
To set up conversations with your Zoom Pro, Business, Business Plus, or Enterprise account:
- Launch Apollo and click Conversations.
- Click Set up conversations now.
- Click Connect beside Zoom.
- Click Pro, Business, Business Plus, or Enterprise.
- Enter the credentials for your Zoom admin account and click Sign In.
- Review the installation details and permissions you are granting to Apollo. Then, click Allow to proceed.
You have now connected Apollo to your Zoom account.
To use conversations with Zoom Pro+, ensure you enable cloud recording on Zoom. No recording bot from Apollo joins your meeting. Instead Apollo imports Zoom's cloud recording.
Apollo syncs all new calls that your team records after you connect Apollo with your video meeting app. Apollo doesn't display conversations you recorded before you set up the integration.
Next, set your team's permissions.
To set up conversations with your Microsoft Teams, Google Meet, or Zoom Basic account:
- Launch Apollo and click Conversations.
- Click Set up conversations now.
- Click Connect beside the app you want to integrate.
- If you're connecting a Zoom Basic account, click Basic. For all other apps, click Continue.
- Sign in to your app and agree to the permissions if necessary.
You have now connected Apollo to your Google Meet, Microsoft Teams, or Zoom Basic account. Next, set your team's permissions.
Apollo syncs all new calls that your team records after you connect Apollo with your video meeting app. Apollo doesn't display conversations you recorded before you set up the integration.
You can connect more than 1 video conferencing app to Apollo. If you've already connected to Zoom, Google Meet, or Microsoft Teams, you can also integrate with the other platforms. To connect more video conferencing platforms:
- Launch Apollo and click Settings > Integrations.
- Click Connect beside each video meeting app that you want to add.
Next, set your team's permissions.
Step 2: Set Your Team's Permissions
Apollo can record meetings for people that have view and record permissions.
Choose which new team members should be recorded, then choose which existing users should be recorded. When finished, click Continue.
Next, configure trackers and keywords for conversations.
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, check out Create Permission Profiles.
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. Apollo creates prebuilt trackers for you, but you can edit and add trackers.
- Click Edit next to a tracker to add or edit keywords.
- Click ✕ to delete a keyword, or type to add new keywords.
- Click Track when mentioned by to set whether you track keywords from internal, external, or all participants.
- When finished, click Save tracker.
To create your own tracker:
- Click Add tracker, then select Prebuilt or New trackers.
- If you use prebuilt, select a template on the left. Make any edits you need and click Save tracker.
- If you use new trackers, 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.
- When finished editing trackers, click Finish.
You have completed the setup.
If you want to make changes to recording settings, follow the steps in the next section.
Configure Conversation Settings
Now that you've set up conversations, you're ready to configure conversation settings.
You can only make changes to conversation settings if you're an admin or have permission to edit conversation settings. If you're an admin and want to change a team's permissions, click Settings > Permission Profiles. Check out Create Permission Profiles to learn more.
Recording Settings
- Launch Apollo and click Settings > Conversations.
- Choose whether to record all conversations or only conversations that include a participant from outside your organization.
- To avoid recording calls that involve certain organizations, enter their domain names and press enter. For example, if you know
example.comdoesn't agree to recorded meetings, add them to exclusion list and Apollo won't record meetings when they participate.
- Enter the minimum number of minutes you want your calls to last for Apollo to process the meeting in conversations. Apollo won't save or sync a meeting into conversations if the meeting is shorter than the duration you set.
- If you connected a video conferencing app other than Zoom Pro +, Apollo's recording bot needs to join your meeting to record. If you want to change the bot's name, enter a new name. Be aware that all meeting participants can see the bot name.
If you use Google Meet as your video conferencing app, changing the bot name won't affect its display name in meetings.
- When finished, click Save.
Want the flexibility to record some internal calls, but not all? Consider creating a waiting room in your video meeting app. The host can decide whether to admit the bot and record a call or not!
Add Recording Consent Message
To add a recording consent message:
- Launch Apollo and click Settings > Conversations.
- Toggle recording announcement to enable an audio consent announcement at the beginning of each call. Choose when the announcement will happen and select the announcement message.
- Toggle email notifications to send an email to participants prior to the call. Choose the time when the email will be sent. Then, use the default notification message, or enter your own message.
- When finished, click Save.
Use Conversations
If you're using a platform other than Zoom Pro+, Apollo needs at least 30 minutes to analyze your inbox and find meetings for the recording bot to join. Depending on the video conferencing app you use, Apollo records meetings in one of the following ways:
| Google Meet, Microsoft Teams, and Zoom (except Zoom Pro+) | The Apollo 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 bot is in your meeting. |
| Zoom Pro+ | Zoom records the meeting, and then Apollo imports the cloud recording. No recording bot joins your meetings. |
If you schedule a last-minute meeting that is to begin less than 30 minutes in the future, Apollo might not have enough time to analyze your inbox, so the recording bot won't know to join the meeting.
To ensure an upcoming call is recorded:
- Launch Apollo and click Conversations.
- Click My upcoming meetings to confirm the recording status of your upcoming calls.
Manually Record Conversations
To manually send the recording bot to an impromptu meeting, click Record now and add your meeting URL. The Apollo recording bot joins your call when the meeting starts.
You can use the recording bot to manually record your calls even if you haven't linked your mailbox or connected your conferencing platform, but if you don't have access to the Record now button, ask your Apollo admin to update your conversations settings. Admin can update the recorded user settings to determine which team members can record calls with the recording bot.
Access and Share Your Conversations
To access your recorded conversations, including key insights and call transcripts:
- Launch Apollo and click Conversations.
- Use the filters to find and select a conversation from the recorded meetings.
- You can add comments to the video recording in-line or in-video, including using emojis. Use the AI-generated summary for next steps, objection handling, and call outcomes.
- Click Share to share the recording with anyone online, or click Push to CRM to sync it with your connected CRM.
Check out Access and Share Conversations to learn more about how to use conversations.
Coach Teams with Conversations
Conversation scorecards enable your sales leaders and managers to provide detailed feedback on recorded conversations in Apollo.
When you create conversation scorecards with questions to assess calls, you can use scorecard ratings to identify training opportunities for your teams.
You can also create playlists of great calls to train and onboard new employees. With playlists to cover topics like discovery calls, objection handling, or competitive differentation, your teams can be better prepared to succeed.
Learn more about how to coach teams with conversations.
Associate Conversations with Deals
When conversations turn into deals, you can capture the magic and add the details to the paper trail.
To associate conversations with deals:
- Launch Apollo and click Conversations.
- Use the filters to find and select a conversation, then click Associate deal.
- Select a deal or create a new one, then click Apply.
You have now associated a conversation with a deal.
Deactivate Conversations
If your run into issues with conversations, check out the guidance in Troubleshoot Conversations.
If you're an admin, you can disconnect your video conferencing app from Apollo and stop recording video calls at any time.
To disconnect a video conferencing app and stop recording conversations in Apollo:
- Launch Apollo and click Settings > Integrations.
- Click Disconnect for the integration you want to remove.
- Click Disconnect CI to confirm.
You have now disconnected your account from Apollo. If you want to set up the integration again, follow the steps in the sections above. When you reconnect, Apollo won't display any calls that your team recorded when the integration was disconnected.