Standard Operating Procedure | Apollo

Business Mastery Campus

You require an account to proceed.

Create an account here: https://www.apollo.io/sign-up

Set up your account with your work email and connect this with Apollo.

Connect your mailbox with Apollo at:

https://app.apollo.io/#/settings/account/mailboxes

Topics discussed:

- How to send emails automatically and how to follow up automatically.

- How to search for people or companies using Apollo.
- How to link Apollo.io to your domain email for free.

How to Send Emails and Follow Up Automatically

1. Head over to https://app.apollo.io/#/sequences

2. Press the blue “+ New Sequence” button and go through the simple set-up
progress.

3. Add your first step on Day 1. Paste Arno’s copy in there.

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 (Add variables to make your life easier)
4. Add all the follow-ups in the same exact way.

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So on Day 1, Day 3, Day 6, and Day 10, you’ll have emails scheduled.

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5. Edit the first step and make sure to limit the number of emails sent each 24
hours. This way you will not hit the 50 emails per day ceiling on the free plan
as easily.

6. Go to your sequence settings and set up business hours, during these times
your emails will be sent out.

(You may or may not want to exclude weekends)

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7. Activate your sequence and add contacts.

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Press upload CSV.

Go to your prospect list and select the data you want to import to Apollo.

This should include: Name, e-mail, website, location.

Then use a CSV creator / editor.

For example: https://tableconvert.com/csv-generator

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 (It should look something like this)

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After you're done, press the download button.

Paste the file into the Import contacts option.

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Check and confirm if it recognized everything correctly and then press the
import button.

Voila! Your sequence is now ready and will start to send emails automatically.

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 How To Search People or Companies
For people searches, head to: https://app.apollo.io/#/people

For company searches, head to: https://app.apollo.io/#/companies

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Best Practices for Company Prospecting

 1. Fill in the location where you want your prospect to be. It’s best to target a set
amount of regions instead of the entire country.

2. Fill in the employee count, so you can filter the sizes of companies. If you are
a rookie in marketing you probably do not want to target enterprise sized
companies but solopreneurs or relatively small companies.

3. Industry and keywords allow you to search for a specific niche.

4. The buying intent option allows you to filter companies that would be
interested in your services. You can add facebook advertisements in there for
example.

Best Practices for Finding People Within Companies

You can enter the company name in the search bar to find the personnel who work
there.

If you are looking for a specific person, fill in the name in the “name” filter, and
potentially the job title.

Warning

If you find the email address of someone using Apollo, be sure that it belongs
to said person.

Occasionally the emails do not add up in Apollo, and you do not want to
disturb ‘random’ people.

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The following section has been added by a student, credits go to Tim.

How To Link Apollo.io To Your Domain Email For

Free
(e.g. use [email protected] for your sequences)
In the free plan, Apollo only allows you to connect a Gmail or Outlook account.
Only paid plans allow you to use professional emails (i.e. an email connected to a domain).

However you can still use your professional email in Apollo without spending a dime.
Here are the steps:

1. Have a business email: In my case it's [email protected]

I used Zoho Mail to create an email connected to my domain.

2. Create a NEW Gmail account: I made a new account called

[email protected]
Make sure you make a personal Gmail account, and not a company one.

3. Add an alias to your newly created Gmail account: Now we're going to link your
Gmail account to your business email :

For this you go into your Gmail inbox.

- Click the little gear icon.

- Click "See all settings"

- Go to "Accounts and Imports"

- In "Send mail as", click “Add another email address”.

 - In the popup window type a name and the email address you want to link.

- Leave "Treat as an alias" checked ✅

- In SMTP server, make sure you enter your business email provider SMTP host
address. In my case, with Zoho, it's smtppro.zoho.eu, port 465.
You should find the correct information on the Internet or your provider's support
page.

- Add the account, perform the confirmation steps displayed in the popup.

Now go back to your gmail inbox, into the settings (gear icon, see all settings)
- Make your newly added alias as default by clicking "make default" next to it

4. We're ready to link this to Apollo now:

- Go to Apollo.io
- Link your mailbox to your new Gmail account

POP3 integration:

You can now get Apollo to send emails with your pro email!

But there’s a twist…

With our current method, Apollo won’t be able to see responses from prospects that reply
to your email.
If a prospect replies to one of your sequence emails, Apollo WON’T STOP the sequence.
Which is problematic.
There are two ways to deal with this:
1. You make sure to disable the sequence yourself when you see that a prospect
replies to you (manual but free method).

2. Using your professional email provider (Zoho in my case), you allow a POP3 access
to your Gmail account.
This method isn’t free on most email providers. Zoho in my case, requires a paid plan
to use POP3 access. This is generally way less expensive than a paid Apollo plan.

However, if you can do it on your provider for free, then here’s how to proceed:

- Go to Gmail, gear icon , See all settings, Accounts & Import

- In “Import mail & contacts” click “Import mail and contacts”

- Use the POP3 login information specified by your professional email provider (Zoho
in my case).

- In the latter, configure POP3 access (this depends on what you’ve chosen).

- Perform a test by sending an email to your professional email. If you can read it from
your Gmail inbox, then everything is properly configured.
Apollo should be able to see your emails from now (always double check)!