Overview
Meetings on Apollo empower your prospects to schedule syncs with you in seconds. Instead of back-and-forth emails to schedule a meeting, share a link with your prospect so they can self-schedule using your calendar availability.
Create different meeting types, from single host to round robins, to match the prospect's needs and stage of engagement. Meetings work with contacts, accounts, conversations, and deals, so you can track meeting activity throughout your pipeline. Meetings sync with CRM integrations, and you can report on meetings to hone your outreach.
Check out the following sections to get started with meetings.
How Meetings Work
Meetings on Apollo act as a hub for all of your meetings, interacting with your scheduling calendar and video conferencing apps so prospects can self-schedule syncs with you and the team.
To set up meetings, connect your calendar, set your meeting preferences, then create meeting types to accommodate prospects. Once connected, Apollo shares all of your scheduled meetings, including those made outside Apollo, so you have visibility into your calendar.
To create and book meetings with Apollo, choose from 3 default meeting types:
- Single-host: This meeting type is useful for one-on-one discussions with your prospect. You can create meetings with a default host, or leave the host open-ended.
- Multi-host: With multiple people that co-host the meeting, this meeting type is useful for group discussions. When a prospect schedules a meeting of this type, all hosts must be available at the same time for the date and time to be available.
- Round robin host: This meeting type rotates between different hosts. Round-robin meetings facilitate a series of one-on-one discussions. You can prioritize which team members will host meetings based on either their availability or an equal distribution of time.
You can create as many meeting types as you need, but the number of meeting types you can activate depends on your Apollo plan. If you need to activate additional meeting types, manage your plan. If you have questions about upgrading, reach out to the Apollo sales team.
After you select a meeting type, you're ready to book a meeting. Copy the link for your preferred meeting type and share it with your prospect. Your prospect self-schedules the meeting with real-time insight into your availability.
You can review your upcoming and past meetings directly in Apollo, with easy access to participant details, like contact, account, and deal information. Likewise, contacts, accounts, and deals all show related meeting details.
With conversations, you can enable meeting recording to gain access to transcripts and AI-generated meeting summaries, including objections, pain points, and next steps.
Get Started
Ready to get started? Let's dive in:
- Set up meetings: Connect your scheduling calendar, like Google Calendar or Microsoft Outlook, and set a default meeting location like Zoom or Microsoft Teams. Add branding, like a team or company logo, and set your default work hours.
- Create and manage meetings: Create meeting types, and then share a meeting link with your prospect so they can book a meeting. You can review your upcoming meetings, see account, contact, and deal details, enable video recording, and join a meeting directly in Apollo.
- Inbound routers and web forms: Use inbound routers to automate meetings based on factors like contact names, emails, and company sizes. This enables prospects to easily schedule meetings with the right teams or sales reps. You can integrate your own web forms with Apollo, so prospects enter info your on own website and then schedule meetings with the right team through the inbound router.
- Apollo Chrome extension: Use meetings directly in Gmail to add a link in your email for single-host meetings. Prospects can book any time you have availability based on the meeting's settings, or you can make specific time slots available for the guest to book.
- Meeting analytics: Use meeting analytics to report on meeting scheduling, rescheduling, and cancellations, to help identify potential areas for improvement.
FAQs
How does my prospect add the meeting to their calendar?
Email providers like Google and Microsoft might prevent meeting invites from being automatically added to a prospect's calendar. Google provides users the ability to control whether invites are automatically added to calendars based on whether they have previously interacted with the email address. If a prospect books a meeting with you and never receives the meeting invite, these settings could be the culprit.
If a prospect doesn't receive a meeting invite, ask them to check the spam folder.
For Google mailboxes, ask your prospect to click I know the sender in the email with the invite. This adds the sender to Google Calendar's safe sender list, which means future invites from the same email address will be automatically added to the prospect's calendar.
If a prospect prefers to automatically add meeting invites from all senders, ask them to check out how to Manage Invitations in Google Calendar.