Create and Manage Meetings

Overview

Meetings on Apollo empower your prospects to self-schedule meetings with you without a lot of back-and-forth administrative work.

After you set up meetings, create meeting types and share a scheduling link with contacts, allowing them to self-schedule meetings based on your real-time availability.

Check out the following sections to create and manage meetings.

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Create a Scheduling Page

Scheduling pages are templatized meetings with hosts, meeting flows, lengths, and locations. You can create a scheduling page to quickly book single host, multi host, or round robin meetings with prospects.

To create a scheduling page:

1. Launch Apollo and click Meetings.
2. Click Create, then select the type of scheduling page you want to create.
• Single host: 1 host, useful for 1-on-1 discussions.
• Multi host: Multiple hosts, useful for group discussions. Requires all hosts to be available at the same date and time.
• Round robin host: Rotates between different hosts to facilitate a series of 1-on-1 discussions.

3. Give your meeting a name. Prospects can use meeting names to decide which type of meeting to book with you.
4. Select a meeting duration from the drop-down.
5. (Optional) Click Edit next to the meeting link to customize the URL.
6. Add a meeting description to give participants more context.
7. Click Continue.

Follow the steps below to complete setup for your selected scheduling page type:

Single Host Meetings

To complete setup for a single host meeting:

1. Set your meeting's default hosts. You can select all hosts available on your Apollo account or specific users only. Click Add host to select specific teammates.

2. If you selected specific meeting hosts, review their availability for scheduling meetings. Click Edit to set custom working hours and availability.

3. Set a minimum schedule notice to ensure you have enough time to accept requested meetings. Enter the amount of minutes, hours, or days in advance that a prospect needs to book a meeting with you.

4. Add time buffers before and after your scheduled meetings to ensure that prospects can't book back-to-back meetings with you. Your can buffer up to 1 hour before and after each meeting.

5. Use bookings limits to set the number of prospect bookings you want to allow per day, week, or month. When your bookings reach this limit, Apollo prevents prospects from booking this meeting until the next available day, week, or month.

6. Set calendar visibility duration to limit how far in advance prospects can book a meeting with your host. Prospects only see the host's availabilty within the maximum date range.

7. Set an automated email reminder to remind your prospect when they have an upcoming meeting. Toggle on the reminder, then use the editor to fill out your reminder's subject line and message. You can apply text styling or add the following elements in the editor:
   • Links
   • Images
   • Vidyard videos
   • Dynamic variables
   • Snippets

8. Set your reminder's timing to minutes, hours, or days before a prospect's scheduled meeting. Click Add timing to create additional reminders.

9. Click Continue.
10. If you're an Apollo admin, create or select an intake form to display to prospects when they book this meeting. If you create a new intake form, click Add a question to insert additional fields or custom questions.

11. Click Create meeting.

You've now created a single host meeting in Apollo and can book this meeting type with prospects.

Multi Host Meetings

1. Set your meeting's hosts. Click Add host to select specific teammates.
2. Click Make owner to make 1 person the meeting type's owner. This person's meeting location link will be used as the default location for all bookings via the meeting type, and they will have full access to manage the meeting. Click Continue.

3. Apollo generates a preview of possible availabilities based on the hosts you chose. Click Check real-time availability for more insights.
4. Click Edit to set custom working hours and availability for each host.

5. Use bookings limits to set the number of prospect bookings you want to allow per day, week, or month. When your bookings reach this limit, Apollo prevents prospects from booking this meeting until the next day, week, or month.

6. Set a minimum schedule notice to ensure you have enough time to accept requested meetings. Enter the amount of minutes, hours, or days in advance that a prospect needs to book this meeting with you.

7. Add buffers before and after your scheduled meetings. This ensures that prospects can't book back-to-back meetings with you.

8. Click Create meeting.

You've now created a multi host meeting in Apollo and can book this meeting type with prospects.

Round Robin Meetings

1. Click Add host and select users to host this meeting type.
2. Click Continue.

3. Select one of the following options to optimize round robin distribution:
   • Optimize for availability: Apollo sets the round robin host based on each teammate's availability during the prospect's selected meeting time.
   • Optimize for equal distribution: Apollo displays availability based on the next host in line to run the meeting.
4. Use the Allocation drop-downs to set how often Apollo schedules each host for round-robin meetings.
5. Click Continue.

6. Review each host's availability for scheduling meetings. Click Edit next to each host to set custom working hours and availability.

7. Use bookings limits to set the number of prospect bookings you want to allow per day, week, or month. When your bookings reach this limit, Apollo prevents prospects from booking this meeting until the next day, week, or month.

8. Set a minimum schedule notice to ensure you have enough time to accept requested meetings. Enter the amount of minutes, hours, or days in advance that a prospect needs to book this meeting with you.

9. Add buffers before and after your scheduled meetings. This ensures that prospects can't book back-to-back meetings with you.

10. Click Continue.
11. If you're an Apollo admin, select an intake form to display to prospects when they book this meeting.

12. Click Create meeting.

You've now created a round robin meeting in Apollo and can book this meeting type with prospects.

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Book a Meeting

When you're ready to book a meeting, share a meeting link with the contact or account for the meeting type you prefer.

To book a meeting:

1. Launch Apollo and click Meetings > Scheduling pages.
2. Apollo displays your personal scheduling pages by default. Click Filter to view scheduling pages managed by your team's admin or pages shared with you by other teammates. You can also filter for active or inactive scheduling pages.

3. Click Copy link beside the meeting type you want to book. Share the link with your prospect so they can self-schedule a meeting with you.

4. To preview the self-schedule process, click Preview.

5. Apollo shares a preview of how prospects self-schedule using your configured availability.

6. To allow prospects to pick from any of your configured meeting types, click Copy beside your personal meeting link. Share the link with your prospect so they can self-schedule by choosing from the available meeting types.

You have now booked a meeting.

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View Upcoming Meetings

Apollo shares your calendar meetings, including meetings not scheduled in Apollo, so you can quickly review upcoming events.

To view your meetings:

1. Launch Apollo and click Meetings > All meetings.
2. By default, Apollo shares your upcoming meetings.

3. Click Upcoming to filter between past, reserved, and upcoming meetings. Reserved meetings haven't been RSVP'd by all participants.

4. Click Show filters to search for a specific meeting.

5. Toggle Record meeting to enable video recording on an upcoming meeting.

5. Click a meeting to view details and participant information.

6. You can associate the meeting with a deal or add notes to prepare for the sync.

You've now viewed your upcoming meetings.

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Join a Meeting

You can join a meeting directly from Apollo.

To join a meeting:

1. Launch Apollo and click Meetings > All meetings.
2. Apollo shares your upcoming meetings. Click Link to join a meeting.

3. Apollo takes you to the meeting location.

You've now joined a meeting.

 

Cancel Please

Need to cancel an upcoming meeting? Open the meeting you want to cancel, then click ... > Cancel meeting.

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Report on Meetings

You can report on meetings to track team trends in scheduling, rescheduling, and cancellations to identify potential areas for improvement.

To access meetings analytics:

1. Launch Apollo and click Analytics. Then, open the Created by Apollo filter and click the Prebuilt dashboards checkbox.
2. Click Meeting Insights.

3. Adjust the date range to see insights on meetings within a specific time period, then click Run.

4. Apollo analyzes your team's meetings for the time you selected. Review the widgets for at-a-glance insights:

• # Meetings scheduled: Total number of meetings scheduled in Apollo.
• # Meetings scheduled by meeting type: Total number of meetings scheduled in Apollo by type of meeting.
• # Meetings rescheduled: Total number of meetings rescheduled in Apollo.
• # Meetings cancelled: Total number of meetings cancelled in Apollo.

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