Please note, this feature is currently in Beta. If you cannot yet access Apollo Meetings, we haven't forgotten you! Please bear with us while we fine-tune the magic formula.
Once you have connected your calendar and configured your default settings in Apollo, 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 and past meetings, and amend your default settings.
Refer to the sections below for the steps to take to create and edit meeting types, access your meetings schedule links, and view your upcoming and past meetings.
Create and Edit Meeting Types
Create meeting types to distinguish between the different meetings that you host and remain in control of who books you up, when, and for what purpose.
When you first activate Apollo Meetings you have 3 default meeting types available. You can edit these types to customize them to your needs. You can also create new meeting types.
Please note, 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 Basic, Pro, or Custom plan, the world is your oyster—you can create and activate as many meeting types as you like!
Edit an Existing Meeting Type
To edit a meeting type, launch Apollo, click Engage, and then click Meetings.
Click the Additional Options (...) button on the top right of the meeting type that you want to edit. Then, click Edit.
Make edits to the meeting type details and then click Submit.
Click OK in the Success modal that Apollo displays to return to the Apollo Meetings dashboard.
You have now edited an existing meeting type.
Create New Meeting Types
To create a new meeting type, launch Apollo, click Engage, and then click Meetings.
Click the Meeting Types tab and then click + Create New Meeting Type.
Add the Meeting Type Details
First, name your meeting type. This will make it easier for your prospects to identify whether they are booking you up for the right type of meeting.
Then, click the Duration radio button to specify how long you want this type of meeting to last.
To personalize the link for this meeting type, edit the text in the Meeting Link text box. Then, click the Copy icon on the right if you want to copy the link.
Paste your video conference room link in the Video Conference Link text box.
Please note, if you already entered your video conference link in the initial set-up, Apollo populates this field with the same link. You can then modify it if you want to make any changes to this meeting type. Alternatively, you can sit back and enjoy 1 less field to edit!
Add a description in the Meeting Description text box to provide your guests with more context about the purpose of this meeting type.
Set Your Availability
Now you are ready to set your availability for this meeting type. Click the When Can Guests Book a Meeting? drop-down to get started.
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.
Click the checkboxes next to the days that 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.
Please note, Apollo displays the default time slots that 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 additional time slots per day as you like.
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.
To delete an additional time slot, click the trash can icon.
Next, set a minimum schedule notice to prevent guests from scheduling last-minute meetings with you.
You can also set a maximum date range to ensure your guests don't schedule time with you too far into the future.
When you have completed the meeting details and set your availability for this meeting type, click Create Meeting.
You have now created a new meeting type.
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, click Engage, and then click Meetings.
Click the Meeting Types tab and then click Copy Link under the meeting type that you want to share with a future attendee.
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.
To do so, launch Apollo, click Engage, and then click Meetings.
Click the Additional Options (...) button on the top right of the meeting type that you want to edit. Then, click Preview.
Apollo directs you to the Meeting Schedule process that your users will follow when they click the meeting type link that you share with them. Click through the workflow to visualize the steps they will take to book time on your calendar.
If you spot anything that needs changing, return to the Meeting Type tab in Apollo. Then, follow the steps in the "Edit an Existing Meeting Type" section above to make any necessary amendments.
View Your Scheduled Meetings
To view your scheduled meetings, launch Apollo, click Meetings, and then click the Scheduled Meetings tab.
Click Upcoming Meetings to view the meetings in your pipeline.
From here, you can view the date, time, and duration of your upcoming meetings.
You can also click the guest name to access more information about the contact that scheduled time with you.
Click Past Meetings to view the meetings that you have already attended.
You have now viewed your scheduled meetings in Apollo.