Set Up Meetings

Article author
Sarah Malone
Updated

Overview

Meetings on Apollo empower your prospects to schedule syncs with you without a lot of back-and-forth administrative work. To get started, connect your calendar, set a default location like Zoom or Microsoft Teams, and set your meeting preferences like default work hours.

Check out the following sections to set up meetings.

Back to Top

1. Connect Your Calendar

 
Calendar Compatibility

Meetings is only compatible with Google Calendar and Microsoft Outlook.

To connect your calendar:

  1. Launch Apollo and click Meetings.
  2. Click Connect your calendar.

Connect a calendar

  1. Apollo pre-populates your email address. To connect a calendar using a different email address, type it in the email field. Then, click Connect.

Enter your email address to connect your calendar

 
Calendar Consideration

You can only connect 1 calendar per user.

  1. Click OK.

You have now connected your calendar. Next, set your meeting preferences.

Back to Top

2. Set Meeting Preferences

Apollo prompts you to configure your meeting preferences immediately after connecting your calendar.

Go to Meetings > Availability & tools to adjust your meeting preferences at any time.

You can customize the following meeting settings:

Personal meetings link

By default, Apollo generates a personal meetings link based on your account user name.

Pre-populated personal meeting link highlighted

To customize your personal meeting link:

  1. Enter new text for the URL, with no spaces.
  2. When you're done, click Save.

You've now customized your personal meetings link.

Back to Top

Default meeting location

The default meeting location is the video conferencing app or custom link where your meetings take place.

 
Default Details

The default location appears on new meeting types, but you can connect multiple video conferencing apps, allowing you to adjust the location for different meetings. Check out Create and Manage Meetings to learn more.

To set your default meeting location:

  1. Click Connect beside your preferred video conferencing app, or enter a custom URL in the link field.

Connect meeting location

  1. If you have multiple video conferencing apps connected, click ... > Set as default to set your preferred conferencing app.

Set meeting location as default

You have now set your default meeting location.

Back to Top

Custom branding

You can add a personal, team, or company logo to personalize your meeting invites.

To add custom branding:

  1. Click Upload logo and choose a .jpg, .jpeg, or .png image.

Upload logo button highlighted

 
Logo Limits

Apollo recommends an image size of 220 pixels by 220 pixels. The maximum file size supported is 5MB.

  1. Crop your image, then click Save logo.

Logo uploaded

You have now configured custom branding for your meetings.

Back to Top

Default availability

Apollo adds your timezone automatically and sets your availability to Monday-Friday, 9am-5pm local time by default.

To adjust your default availability:

  1. Click Current time zone to adjust your time zone.

Default availability timezone selection highlighted

  1. Click the checkboxes for the days to make available to prospects when they book a meeting with you. Then, set your available time slots using the drop-downs beside each selected day.

Default availability time slot selection highlighted

  1. (Optional) You can add more than 1 time slot per day. This can be useful if you want to reserve breaks or set aside time to focus on projects or tasks. Click + beside a day, then configure your availability. Click the trash can to delete a time slot.

Add and delet time slot buttons highlighted

  1. To give yourself time between scheduled events, check Before or After and select the amount of time you want to leave before and after each calendar event.
  2. By default, Apollo assigns a minimum schedule notice of 1 hour to prevent prospects from scheduling last-minute meetings with you. Adjust the minimum scheduling notice as needed.

Time before or after events and Minimum schedule notice settings highlighted

  1. When you're done, click Save.

You've now configured your default availability.

Now that you've set up meetings, you can view your calendar directly in Apollo, and create and manage meetings with prospects.

Back to Top