Set Up Meetings in Apollo

Article author
Sarah Malone
  • Updated


A Bit of Beta Makes it Better!

Please note, this feature is currently in Beta. If you cannot yet access Apollo Meetings, we haven't forgotten you! Please bear with us while we fine-tune the magic formula.

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

Wait—What's This All About?

For more information about the functionality and advantages of Apollo Meetings, please refer to the "Apollo Meetings Overview" article for all the Apollo Meetings gossip!

Refer to the sections below 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

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

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 Model 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!

Please note, you can only connect one calendar per user, so choose your calendar wisely!

You have now connected your calendar. Click OK in the Success modal that Apollo displays to continue with the Apollo Meetings setup.

Success Modal

Permission Granted!

Please note, if you add an email that you have not already connected to your Apollo instance, you will need to grant Apollo access to your mailbox and calendar.

Grant Access Modal

Fear not! We treat your permission with the utmost care and respect and never delete your emails or calendars! When you grant Apollo access to your permissions this allows you to empower contacts to book meetings with you through the Apollo meetings scheduler, automate your emails, create templates and follow-ups, view open rates, and more. Apollo only requests the necessary permissions that Google requires so that our users can gain full functionality of the Apollo engagement suite.

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Configure Your Meeting Preferences

Now that you have connected your Google calendar, you are ready to configure your default settings.

Apollo displays your Personal Apollo Meeting Link in the Set Up Your Meeting Preferences screen that appears after you connect your calendar. This is the link you will share 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 personal Apollo Meetings link.

Copy Meeting Link Icon

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

Timezone Drop-Down

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

Switch Things Up!

Please note, to make the setup a little easier, Apollo automatically populates your availability from Monday to Friday and between 9 to 5. But don't let that be a hindrance! You can customize the days and time slots according to your preference and availability.

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

Off the Radar!

Please note, you can only delete additional time slots for each day. You can uncheck the checkbox if you do not want to appear available on a certain weekday. When you do so, your prospects cannot book you on this day.

Unchecked Day

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

You can also set a minimum schedule notice. This prevents prospects from scheduling last-minute meetings with you. Use this field 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, this means that prospects can only book a meeting with you at the latest, 1 day before the scheduled meeting.

Minimum Schedule Notice Field

Click the Meeting Location drop-down to set a default location.

Meeting Location Text Box

To Zoom or Not to Zoom?

Please note, Apollo currently supports Google Meet and Zoom. For more information about how to set up Zoom for Apollo Meetings, refer to the "Connect Your Zoom Account" section below. If you use an alternative video conference solution, click the Custom meeting link field and paste the link to your meeting room. Custom meeting link drop-down

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

Continue button on set up page

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

Meetings Settings Tab

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Connect Your Zoom Account

If you selected Zoom as your default meeting location when you set your meeting preferences above, Apollo directs you straight to the Zoom login page after you click Continue.

Zoom login landing page

It's Never Too Late to Zoom!

Forgot to connect Zoom in the initial setup? Fear not! You can do so from the Settings tab. Scroll to Meeting Location and click Connect. Then continue with the steps below. Connect button next to Zoom on settings tab

Add your credentials and click Sign In.

Zoom sign in page

Read the permissions details, click the checkbox, and then click Allow to connect your Zoom account with Apollo.

Allow button

You're In Safe Hands

Please note, we value your privacy and respect your data. Apollo only requests the necessary permissions that Zoom requires to give you full functionality of Apollo Meetings.

Apollo redirects you back to the Meetings feature in Apollo.

Spoilt for Choice!

You can also connect Zoom with Apollo Meetings from the Zoom Marketplace. To do so, sign in to Zoom Marketplace and type " Meetings for Zoom" in the search bar. Search bar in Zoom marketplace Click Add. Add button next to Apollo Meetings Zoom then connects the integration.

To verify that you have connected Zoom successfully, click Settings and then scroll to Meeting Location. You should see the word "Connected" under the Zoom Web Conference section.

Web conference section in Apollo Meetings settings tab

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Set a Default Meeting Location

If you have connected multiple web conferencing platforms, you can choose which one to set as default. This means that every time you create a new meeting type or do not customize an existing meeting type, by default, Apollo automatically sets this web conferencing platform as your chosen meeting location.

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

Please note, when you set a default meeting location, you can still edit the location settings for each meeting type at any time. For more information about how to edit a meeting type, please 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 web conference of your choice. Then, click Set as default.

Additional options drop-down next to web conference platform

Apollo displays a Default icon next to the web conference you selected.

Default icon in settings

To change the default setting, click the additional options (...) button on the right of another web conference tool and then click Set as default.

Set as default drop-down

Apollo reflects the changes in the settings.

Updated default icon in settings

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Disconnect Zoom or Google Meet

Launch Apollo, click Engage, and then click Meetings.

Meetings page in Apollo

Click Settings and scroll to Meeting Location.

Settings tab in Meetings

Click the additional options (...) button on the right of the platform that you want to disconnect. Then, click Disconnect.

Disconnect drop-down

Click Yes in the warning modal that appears.

Yes button in warning modal

Only for Apollo Meetings

Please note, when you disconnect a platform from Apollo Meetings, Apollo only disconnects the integration from the Apollo Meetings feature. This means that if you have integrated a platform with another Apollo feature—for example, Zoom with Apollo Conversations—Apollo does not disconnect the integration from the other Apollo feature.

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

Success modal

There's Another Way!

You can also disconnect Apollo Meetings from the Zoom Marketplace. To do so, sign in to Zoom Marketplace then click Manage. Manage tab in Zoom marketplace Click Added Apps on the left of your screen, scroll to Meetings for Zoom, and click Remove. Remove button next to Apollo Meetings Zoom then disconnects the integration. Success modal in Zoom marketplace

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