Set Up Meetings in Apollo

Article author
Sarah Malone
Updated

Overview

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

The following sections walk through how to connect your calendar and configure your meeting settings, including setting your default availability and meeting location.

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Connect Your Calendar

 
Calendar Compatibility

Meetings is currently only compatible with Google Calendar and Microsoft Outlook accounts.

To connect your calendar and enable prospects to book meetings with you:

  1. Launch Apollo and click Meetings.
  2. Click Connect your calendar. Connect a calendar.
  3. Apollo pre-populates your default email address. To connect using a different email, type in the email address. Then, click Connect. Enter your email address.
     
    This Town Ain't Big Enough for 2 Calendars!

    You can only connect 1 calendar per user, so choose your calendar wisely!

  4. Click OK.

You have now connected your calendar.

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Set Your Meeting Preferences

Now that you've connected your calendar, you are ready to configure your default meeting settings:

  1. To find your personal meeting link, click the Settings tab. Share this link with your future guests so they can schedule time on your calendar. You can edit the text to personalize the link. Find your personal meeting link.
  2. Click the copy icon to copy your meetings link. Copy your meeting link.
  3. Then, scroll to Set your default availability. Apollo automatically adds your default timezone. If you want to change it, click the Current time zone drop-down and select an option. Choose a timezone.
  4. 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
  5. 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. Click the trash can icon to delete an additional time slot. + Button to Add More Time Slots
  6. 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
  7. Click Apply. Apply Button in Copy Time Slots Modal
  8. 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
  9. 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
  10. Click the meeting location drop-down to set a default location. Apollo supports Google Meet, Microsoft Teams, and Zoom natively. To use a different video conferencing solution, click Custom meeting link and paste the link to your meeting room. Choose a video conferencing solution.
  11. Click Continue to complete the set-up process.

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

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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 Manage Your Meetings in Apollo.

To set a default meeting location, click ... > Set as default for the video conferencing solution of your choice. Then, scroll down and click Save to update your default location.

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, Google Meet, or Microsoft Teams

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

  1. Launch Apollo and click Meetings.
  2. Click the Settings tab, then click ... > Disconnect for the video conferencing solution that you want to remove. Disconnect integration.
  3. Click Disconnect again to confirm your decision.

You have successfully disconnected your video conferencing account from meetings.

 
Only Applies to Apollo Meetings

When you disconnect a video conferencing platform from your meeting location settings, Apollo only disconnects the integration from meetings.

Apollo does not disconnect the integration from other connected features such as conversations.

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