Manage Your Meetings in Apollo

Article author
Sarah Malone
Updated

Overview

Once you have connected your calendar and configured your default meeting settings, you can access the Apollo Meetings dashboard. From here, you can:

  • Create, edit, and activate meeting types.
  • Access your meeting schedule links.
  • View your scheduled, past, and canceled meetings.
  • Amend your default settings.

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Create and Edit Meeting Types

Create meeting types to distinguish between the meetings you host and remain in control of who can book you, when prospects can schedule meetings, and for what purpose.

You can edit the existing default meeting types or create new ones. There are 3 different types of meetings that you can create:

  • Single-host: This meeting type only ever has one host. Single-host meetings should be used for one-on-one discussions with your prospect.
  • Multi-host: This meeting type has multiple hosts that co-host the meeting. When a prospect schedules a meeting of this type, all hosts must be available at the same time for the calendar slot to be available.
  • Round robin host: This meeting type rotates between different hosts each time it is used to schedule a meeting. Round-robin meetings should also be used for one-on-one discussions. You can choose to rotate hosts based on either the availability of hosts for certain time slots or the equal distribution of hosts so that each host is booked as part of a rotation one by one.
 
Different Plan, Different Possibilities

If you are on a free Apollo plan, you can activate up to 6 meeting types at a time.

However, if you are on a paid plan, the world is your oyster! You can create and activate as many meeting types as you like.

Step 1: Create a New Meeting Type

This process walks you through the specifics of creating a new single-host meeting type, but multi-host and round-robin host meeting types are created in a similar way. To learn about the small differences when creating those meeting types, refer to the Create Multi-Host and Round Robin Host Meeting Types section of this article.

To create a new single-host meeting type:

Launch Apollo and click Meetings. Click Create, then choose the Single-host option.

Create New Meeting Type

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Step 2: Add the Meeting Type Details

First, name your meeting type. This will make it easier for your prospects to identify if they are booking the right type of meeting.

Meeting Type Name Text-Box

Then, click 1 of the Meeting duration options to specify how long you want this type of meeting to last.

Duration Radio Button

To personalize the link for this meeting type, edit the text in the Meeting link text box. Click the Copy icon on the right to copy the link.

Edit and Copy Link in Meeting Link Text-Box

 
It Can Always Wait!

If you are not ready to copy the link right away, fear not! When you finish creating the new meeting type, you can access and copy the link from the Meeting Types tab at any time.

Copy Link Button in Meeting Type Tab

Click the meeting location drop-down and choose which video conference platform will host your meetings: Google Meet, Zoom, or a Custom meeting link.

Video Conference Link Text Box

Add a description in the Meeting Description text box to give guests more context about the purpose of this meeting type.

Description Text Box

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Step 3: Set Your Availability

Now you are ready to set your availability for this meeting type.

Apollo automatically adds your default timezone to this meeting type. If you want to make any changes, click the Current timezone drop-down on the right and select the timezone of your choice.

Time-Zone Drop-Down on Create New Meeting Type Page

Click the checkboxes next to the days you want to appear available to guests for this type of meeting. Then, set your open time slots using the drop-down options on the right of each day.

Open Time Slots Section of Create New Meeting Type Page

 
As Easy As Pie

Apollo displays the default time slots you configured in the settings during the initial set-up. Only follow the steps to change your open time slots if you want to customize your availability for this specific meeting type.

Click the + button on the right to create additional time slots per day. Then, use the drop-down to amend the times according to your availability. You can add as many extra time slots per day as you like.

+ Button on Right of 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 for which you want to enable the same open time slots. When ready, click Apply.

Copy Open Time Slots Icon

Click the trash can icon to delete an additional time slot.

Trash Can Icon on the Right of Time Slot

Next, set your meeting buffers. This option ensures that you cannot be booked for a certain amount of time you set before and/or after a meeting.

Set your meeting buffers.

Set a minimum schedule notice to prevent guests from scheduling last-minute meetings with you. Set a maximum number of meetings to prevent overbooking your calendar during certain periods.

Minimum Schedule Notice Field

You can also set a maximum date range to ensure your guests don't schedule time with you too far into the future.

Maximum Date Range Field

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Step 4: Choose Your Intake Form Questions

By default, your intake form requires prospects to enter their name and email address. You cannot edit or remove these fields from your form.

To add more questions to your form:

Click Add a question.

Add a new question.

Choose from standard options such as company size and phone number, or create a custom question with your own input types.

Choose your question.

If you choose Single-select or Multi-select as your input type for a custom question, you need to provide answers that the prospects can select.

Provide answers for certain question types.

By default, Apollo sets added questions as optional. This means that the prospect does not need to answer them to schedule a meeting. Click the Set as required checkbox if you want to make a question mandatory. Then, click Save.

Make a question mandatory.

To sort your questions in a different order, drag and drop the question you want to move using the icon on the left side.

Sort your questions.

To edit a question, click the pencil icon on the right side of it. To delete the question from your form, click the trash can icon.

Edit or delete an added question.

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Step 5: Add an Email Reminder

To ensure that a prospect remembers to attend a meeting they booked with you, set up an automatic email reminder for them. You can skip this step if you prefer not to send a reminder.

To set up an email reminder:

Toggle the Inactive option to Active.

Edit or delete an added question.

You can keep or edit the default email subject and text Apollo provides. To edit the text field, use the options along the edit bar at the bottom of the field. You can insert links, images, dyanmic variables, and snippets.

Edit or delete an added question.

To preview your email, click the eyeball icon at the top left. If you want to preview the email in an inbox, click Send test email to me. Apollo then sends the preview to the default email inbox connected to your Apollo account.

Preview your email reminder.

In the timing section, choose when you want to send your email reminder. If you want to send multiple reminders, click Add timing. You can add up to 3 reminders.

Add an email reminder.

When you have added all details for this single-host meeting type, click Create meeting.

Finish creating your meeting type.

You have now created a new single-host meeting type.

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Create Single-host Meeting Types for Other Users (Admins Only)

If you are an Apollo admin for your organization, you can create single-host meetings that other users host. This option enables you to apply standard templates to different types of meetings, such as demo meetings, and add or remove hosts as needed.

The steps you as an admin follow to create these meeting types are similar to single-host meetings. The most significant difference is that you need to choose the hosts for the meeting type.

 
Host Your Own Meetings

If you are an Apollo admin and want to create a single-host meeting type that only you can use, only add yourself as a host when creating the meeting type.

When choosing hosts, click All hosts to make the meeting type available to everyone, or click Select individual hosts or teams to add specific members of your organization as hosts.

Choose the meeting hosts.

You also need to use an intake form template rather than adding intake form questions for a single meeting type.

As you create single-host meetings for your organization, you should educate potential meeting hosts on how to find and use these meeting types. To find these single-host meetings, users should launch Apollo and click Meetings. The admin-created meetings show a special icon in place of the activation slider.

Find these meeting types.

As an admin, you can also add a link for the single-host meeting type to a sequence in Apollo that can be used by the hosts of the meeting. The link includes a variable that populates information specific to each meeting host.

To copy this link, launch Apollo and click Meetings. Then, click additional options > Copy Link for the single-host meeting type that you created.

Copy meeting type link.

When you paste the link into an email within a sequence, the preview shows how the variable will populate for the hosts you assigned to the meeting type.

Variable populates.

To manage the single-host meetings you create, launch Apollo and click Meetings > Admin console. Then, access the Team's Meeting tab.

Admin Console Tab

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Create Multi-Host and Round Robin Host Meeting Types

The steps you follow to create these meeting types are similar to single-host meetings. There are currently a few slight differences:

  • For multi-host meetings, you need to select a meeting owner. The owner has full access to the meeting type, and the owner's meeting locations can be added to the calendar invite.
  • Round-robin meetings can only be created by your account's Apollo admins.
  • For round-robin meetings, you must decide between 2 scheduling options:
    • Optimize for availability: Choose hosts based on their schedule availability. Use this option to provide prospects with the most options when booking a meeting.
    • Optimize for equal distribution: Rotate hosts one by one through an established order. The prospect scheduling the meeting can only view the calendar of the current host in the rotation. Use this option to ensure that your hosts are booking meetings equally. Choose how to schedule round-robin hosts.
  • By default, round-robin meetings ask for a prospect's name and email address when they book a meeting. You can change the questions that are asked by editing the meeting type and changing the default form to a different intake form template. Add intake form.

The number of meeting types that you can create is also restricted if you are on a free Apollo plan:

  • For free plans, individual users can create up to 6 single-host and multi-host meeting types. Also, teams can create up to 6 round-robin meeting types.
  • For paid plans, you can create an unlimited number of meeting types.

All other steps are the same. Follow the instructions in the sections above to create multi-host or round robin meeting types.

 
Inbound Routers Bring More than Meeting Routing

Apollo admins can add an intake form to the scheduling process for all meeting types by creating an inbound router! This enables admins to add more questions to intake forms, and route prospects to different meeting types based on their answers.

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Edit an Existing Meeting Type

To edit a meeting type:

Launch Apollo and click Meetings. Click the Additional Options (...) button on the top right of the meeting type you want to edit, then click Edit.

Additional Options Button on Meeting Type Block

Make edits to the meeting type details and then click Save changes.

Submit Button

You have now edited an existing meeting type.

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Access Your Meeting Schedule Links

Now that you have created or edited your meeting types, you can copy the meeting schedule links and then share them with your future guests.

To access the link:

Launch Apollo and click Meetings. Click the Meeting Types tab. Then, click Copy link under the meeting type you want to share with a prospect.

Copy Link Button in Meeting Type Tab

You have now copied the unique meeting schedule link for a specific meeting type.

Preview the Guest Scheduling Workflow

To gauge your guests' scheduling experience and ensure you have configured the details of each meeting type correctly, you can access a preview of the guest scheduling workflow.

Launch Apollo and click Meetings. Then, click Preview on the bottom-right of the meeting type you want to edit.

Additional Options Button on Meeting Type Block

Apollo directs you to the same scheduling process as the one prospects will follow for that meeting type. Click through the workflow to visualize the steps they will take to book time on your calendar.

Meeting Schedule Preview Page

To edit the workflow, return to the Meeting Types tab in Apollo. Then, follow the steps in the Edit an Existing Meeting Type section of this article.

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View Your Scheduled Meetings

To view your scheduled meetings:

Launch Apollo and click Meetings. Then, click the Scheduled Meetings tab.

Scheduled Meetings Tab

Click Upcoming to view the meetings in your pipeline. From here, you can view the date, time, and duration of your upcoming meetings.

Upcoming Meetings Tab in Meetings Dashboard

Click the guest name to access more information about the contact that scheduled time with you.

Contact Profile Info Modal

Click Pending to view meetings that have not been booked yet. This tab tracks the specific times you set aside for prospects when adding meeting links in Gmail via the Apollo Chrome extension. When a prospect books a time, you can find the meeting information in the Upcoming tab.

View your pending meetings.

Click Past to view the meetings that you have already attended.

Past Meetings Tab in Meetings Dashboard

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