Set Up Meetings in Apollo

Article author
Sarah Malone

Set Up Meetings in Apollo


Leverage Apollo Meetings to remain in control of your schedule while empowering your prospects to proactively book time on your calendar.

Refer to the follow sections for the steps to take to connect your calendar and then configure your default meeting settings.

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Connect Your Calendar

Calendar Compatibility

Meetings is currently only compatible with Google Calendar and Microsoft Outlook. If you want to leverage meetings in your sales engagement workflow, you need to connect either an Outlook or Google Calendar account with Apollo.

To connect your calendar and enable meetings to be booked by prospects:

Launch Apollo, click Engage, and then click Meetings.


Click Connect your calendar.

Connect Google Calendar Button On Meetings Page

Apollo populates the field in the Link Your Calendar pop-up with your default email address. To connect using a different email, type in the email address. Then, click Link.

Link Your Calendar Modal

This Town Ain't Big Enough for 2 Calendars!

You can only connect one calendar per user, so choose your calendar wisely!

You have now connected your calendar. Click OK in the pop-up that Apollo displays to continue with the set-up process.

Success Modal

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Set Your Meeting Preferences

With your calendar connected, you are ready to configure your default meeting settings.

Apollo displays your personal meeting link in the Set Up Your Meeting Preferences screen that appears after you connect your calendar. Share this link with your future guests so that they can schedule time on your calendar.

If you want to personalize the link, click the Your Personal Apollo Meetings Link bar and edit the text according to your preference.

Meeting Link Bar

Click the Copy Link icon to copy your meetings link.

Copy Meeting Link Icon

Then, scroll to Set Your Availability For Meetings. Apollo automatically adds your default timezone. If you want to change it, click the Current Timezone drop-down and select the timezone of your choice.

Timezone Drop-Down

By default, Apollo sets your availability to Monday-Friday from 9am to 5pm. To change your availability, click the checkboxes next to the days you want to appear available to prospects. Then, set your available time slots using the drop-down options on the right of each day.

Day Checkbox and Time Drop-Down

You can also add more than one time slot per day. This is useful if you want to factor in breaks or set time aside to focus on other projects or tasks throughout the day.

To add extra time slots, click the + icon on the right and then use the additional drop-down boxes to configure your availability on a given day.

+ Button to Add More Time Slots

If you want to replicate your availability for other days of the week, click the Copy icon. Then, click the checkbox next to the days you want to enable the same open time slots.

Copy Time Slots Icon

Click Apply.

Apply Button in Copy Time Slots Modal

Click the trash can icon to delete an additional time slot.

Time Slot Trash Can Icon

To give yourself time between events, click the Before and After checkboxes. Then, use the drop-down fields to select the time you want to leave before and after each meeting.

Before and after checkboxes on the meetings set up page

Set a minimum schedule notice to prevent prospects from scheduling last-minute meetings with you. Use this option to set the minimum amount of time that you need between a prospect scheduling a meeting and the meeting taking place. For example, if you set the minimum schedule notice at 1 day, prospects can only schedule a meeting with you that is at least 1 day from the current time.

Minimum Schedule Notice Field

Click the Meeting Location drop-down to set a default location. Apollo supports Google Meet and Zoom natively. To use a different video conference solution, click the Custom meeting link field and paste the link to your meeting room.

Meeting Location Text Box

Then, click Continue to complete the set-up process.

Continue button on set up page

You have now configured the default settings for your meetings. You can access and edit the settings from the Settings tab at any time.

Meetings Settings Tab

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Set a Default Meeting Location

If you connected multiple video conferencing platforms, you can choose which one to set as default. The default selection is used for your meeting location every time you create a new meeting type or customize an existing meeting type.

It's Not the Be-All and End-All

Even with a default meeting location set, you can still edit the location settings for each meeting type at any time. For more information about how to edit a meeting type, refer to the Manage Your Meetings in Apollo article.

To set a default meeting location, click the additional options (...) button on the right of the video conferencing solution of your choice. Then, click Set as default.

Additional options drop-down next to web conference platform

Apollo displays a Default icon next to your selection.

Default icon in settings

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Disconnect Zoom or Google Meet

To remove a video conferencing solution as a location option for your meetings:

  1. Go to Apollo and click Engage > Meetings.
  2. Click Settings and scroll to Meeting location.

    Settings tab in Meetings

  3. Click the additional options (...) button to the right of the video conferencing solution that you want to disconnect. Then, click Disconnect.

    Disconnect drop-down

  4. Click Yes in the warning pop-up that appears.

    Yes button in warning modal

You have successfully disconnected your Zoom or Google Meet account from Meetings.

Only Applies to Apollo Meetings

When you disconnect Google Meet or Zoom from Meetings, Apollo only disconnects the integration from the Meetings feature.

If you have integrated a platform with another Apollo feature such as Zoom with Apollo Conversations, Apollo does not disconnect the integration from the other Apollo feature.

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