Overview
Meetings let prospects book time with you from a shared link, using your real-time calendar availability. Instead of trading emails to find a time, you send one link and the prospect self-schedules.
Meeting activity connects to your contacts, accounts, conversations, and deals, so you can track scheduling across your pipeline, sync it to your CRM, and report on it.
Plans limit how many meeting types can be active. If users hit the limit, they need to deactivate a meeting type before creating or activating another. To activate more, manage your plan. If you have questions about upgrading, reach out to the Apollo sales team.
How It Works
Apollo acts as a hub for your meetings, connecting your scheduling calendar and video conferencing apps so prospects can book time with you and your team. Once your calendar is connected, Apollo displays every scheduled meeting, including meetings booked outside Apollo, so you have a single view of your availability.
You book through meeting types, and Apollo offers three. A single-host meeting suits one-on-one discussions. A multi-host meeting suits group discussions, and a time slot is only offered when every host is free at the same time. A round robin meeting rotates between hosts to run a series of one-on-one discussions, prioritized either by host availability, or an equal or weighted distribution of time.
After you create a meeting type, you share its link and the prospect self-schedules against your live availability. The booked meeting appears in Apollo with participant details, and the related contact, account, and deal records each show the meeting in turn. That connection is what lets meeting activity sync to your CRM and feed your reporting.
What You Can Do
Match what you want meetings to do to the right next step.
| Your Goal | Best Action |
|---|---|
| Send inbound leads to the right rep automatically. | Set up inbound routers to qualify and route prospects using intake form answers, and Apollo contact or account data such as company size, industry, location, or ownership. |
| Let prospects book from a form on your own website. | Integrate your web forms so prospects enter their details on your site and then schedule with the right team through an inbound router. |
| Share a booking link while you write an email. | Use meetings in the Apollo Chrome Extension to insert a booking link to share your full availability or offer specific time slots. |
| Walk into a call already briefed. | Research upcoming meetings with pre-meeting insights that surface company priorities, decision makers, and objections raised in past conversations. |
| Capture what was said and what comes next. | Set up conversations to record meetings and generate transcripts and AI summaries covering objections, pain points, and next steps. |
Get Started
Connect your calendar, start booking, then review how your meetings are performing.
| Set Up Meetings in Apollo | Connect your scheduling calendar, such as Google Calendar or Microsoft Outlook, set a default meeting location like Zoom or Microsoft Teams, add your branding, and set your default work hours. |
|---|---|
| Manage Your Meetings | Create meeting types, share a link so prospects can book, then review upcoming meetings, check account, contact, and deal details, enable recording, and join calls from Apollo. |
| Report on Meetings | Use meeting analytics to track scheduling, rescheduling, and cancellations, and identify where your outreach needs work. |
FAQs
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Frequently asked questions |
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| Can my prospect invite additional guests to our meeting? | Do meetings I book outside Apollo appear in Apollo? | Can I limit how many meetings prospects book? |
Can my prospect invite additional guests to our meeting?
Yes. Prospects can add guests when they book through your shared meeting link. They enter the guest email addresses while filling in the details for your meeting.
Do meetings I book outside Apollo appear in Apollo?
Yes. Once you connect your scheduling calendar, Apollo displays all of your scheduled meetings, including those booked outside Apollo, so your calendar view stays complete.
Can I limit how many meetings prospects book?
Yes. Booking limits cap how many prospects can schedule a given meeting within a set time frame. Booking limits are available for single-host, multi-host, and round robin meetings.
Learn More
See how meeting activity connects to the rest of your pipeline.
| CRM Integrations | Sync meeting activity to Salesforce, HubSpot, or another connected CRM. |
| Deals Overview | See how meeting activity appears on the deals it influences as they move through your pipeline. |
| View and Edit Contact Profiles | Find a contact's meeting history alongside the rest of their record. |