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 Meeting Type

Meeting types are templatized meetings with hosts, meeting flows, lengths, and locations.

To create a meeting type:

1. Launch Apollo and click Meetings.
2. Click Create, then select the meeting type you want to create.
• Single host: One host, useful for one-on-one 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 one-on-one discussions.

3. Give your meeting a name. This name will be visible to prospects to help identify which type of meeting to book with you.
4. Set a meeting duration from the drop-down.
5. (Optional) Click Edit beside the meeting link to customize the URL.
6. Add a meeting description to give participants more context to the meeting purpose.

7. Click Continue.
8. For single host, select to make the meeting type available to all available hosts on your Apollo account, or only selected users.
9. Click Add host and choose the default hosts for the meeting type.

10. For multi-host and round robin, click Make owner to make 1 person the owner for the meeting type. This person's meeting location link will be used as the default location for all bookings, and they will have full access to manage the meeting.

11. Click Continue.
12. Apollo generates a preview of possible availabilities based on the hosts you chose. Click Check real-time availability for more insights.

13. When finished, click Create meeting type.

You have now created a meeting type on Apollo. You're ready to book meetings 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.
2. 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.

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

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

5. 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 > Scheduled meetings.
2. By default, Apollo shares your upcoming meetings.

3. Click Upcoming to filter between past or pending meetings. Pending 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 have 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 > Scheduled meetings.
2. Apollo shares your upcoming meetings. Click Link to join a meeting.

3. Apollo takes you to the meeting location.

You have now joined a 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 > Dashboards > Created by Apollo.
2. Click Meeting Insights.

3. Adjust the date range, and click Add filter to hone in on specific meetings. 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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