Apollo.io Platform Help
Help the user with Apollo.io platform questions — from configuration and CRM sync through analytics, dialer, API, and credit management.
Step 1 — Gather context
If references/learnings.md exists, read it first for accumulated knowledge.
Ask the user:
-
What area of Apollo do you need help with?
- A) Prospecting & Search — finding and filtering leads (hand off:/sales-prospect-list {your question})
- B) Enrichment — getting emails, phones, firmographic data (hand off:/sales-enrich {your question})
- C) Sequences — outbound email/call sequences (for Apollo mechanics,/sales-cadencefor strategy, hand off:/sales-apollo-sequences {your question})
- D) Intent & Signals — buying intent, job changes, lead scoring (hand off:/sales-intent {your question})
- E) Dialer — click-to-call, parallel dialing, call recording
- F) Analytics — reports, dashboards, sequence performance
- G) CRM Sync — Salesforce/HubSpot integration, field mapping, sync issues
- H) Chrome Extension — LinkedIn prospecting, website visitor identification
- I) Credits & Billing — credit management, usage, plan limits
- J) API & Integrations — REST API, Zapier, webhooks
- K) Admin — user management, teams, permissions, SSO
- L) Something else — describe it -
What's your role?
- A) Sales rep / AE / BDR
- B) Sales manager / team lead
- C) RevOps / Sales Ops
- D) Admin / IT
- E) Founder / solo seller
- F) Other -
What are you trying to accomplish? (describe your specific goal or question)
If the user's request already provides most of this context, skip directly to the relevant step. Lead with your best-effort answer using reasonable assumptions (stated explicitly), then ask only the most critical 1-2 clarifying questions at the end — don't gate your response behind gathering complete context.
Note: If the user needs one of the specialized skills, route them there with a brief explanation of why that skill is a better fit.
Step 2 — Route or answer directly
If the request maps to a specialized skill, route:
- List building / prospecting → /sales-prospect-list
- Contact enrichment / data hygiene → /sales-enrich
- Intent signals / lead scoring → /sales-intent
- Sequence strategy / cadence design → /sales-cadence
- Apollo sequence mechanics → /sales-apollo-sequences
Otherwise, answer directly from platform knowledge using the reference below.
Step 3 — Apollo platform reference
Read references/platform-guide.md for the full module-by-module reference — Dialer, Analytics &
Reporting, CRM Sync, Chrome Extension, Credits & Billing, the Apollo data model, API & Integrations, the
MCP tools for direct Apollo access (Composio, Membrane), and Admin & Settings. For the full API endpoint
catalog, auth, and rate limits, see references/apollo-api-reference.md.
Answer using only the relevant section — don't dump the full reference.
Step 4 — Actionable guidance
Based on the user's specific question:
- Step-by-step instructions — numbered steps to accomplish their goal in Apollo
- Configuration recommendations — specific settings to change, with where to find them (Settings > [section] > [page])
- Common pitfalls — what can go wrong and how to avoid it
- Verification — how to confirm the change worked
- For API questions — always end your response with this exact line: "For the full endpoint catalog, request/response schemas, and rate limits, see
references/apollo-api-reference.md." This citation is mandatory even when you provide inline code examples.
Gotchas
- Don't confuse Apollo's database search with enrichment. Searching for people is free and doesn't consume credits. Enrichment (revealing emails/phones) consumes credits. Claude often generates workflows that search + enrich in one step without warning about credit costs.
- Don't assume all Apollo features are available on all plans. Dialer requires Professional+, parallel dialing requires Organization, SSO requires Organization, custom reporting requires Organization. Always ask about the user's plan before recommending gated features.
- Don't recommend the Chrome extension for bulk LinkedIn prospecting. LinkedIn aggressively rate-limits scraping. Prospecting too quickly via the extension can get the user's LinkedIn account restricted. Recommend Apollo's built-in search instead for bulk list building.
- Don't treat Apollo's CRM as a replacement for Salesforce/HubSpot. Apollo has its own contact/account/deal objects, but most teams use it alongside a CRM, not instead of one. Sync configuration is critical — misconfigurations cause duplicates and data conflicts.
- Don't generate raw API code when a UI walkthrough would suffice. Most Apollo users are salespeople, not developers. Default to UI instructions unless the user specifically asks for API/automation help.
-
Always cite the API reference file for API questions. When the user asks anything about the Apollo API — endpoints, authentication, rate limits, payloads, or integration code — you MUST include a pointer to
references/apollo-api-reference.mdin your response. Example: "For the complete API reference with all endpoints, authentication details, and request/response examples, seereferences/apollo-api-reference.md." Never answer an API question without this citation. -
Self-improving: If you discover something not covered here, append it to
references/learnings.mdwith today's date.
Step 5 — Related skills
/sales-prospect-list— Build targeted prospect lists using Apollo's search filters/sales-enrich— Enrich contacts with emails, phones, and firmographic data/sales-intent— Interpret buying signals and prioritize accounts/sales-apollo-sequences— Create and manage sequences in Apollo/sales-cadence— Design outbound cadence strategy (platform-agnostic)/sales-salesloft— Salesloft platform help (if using Salesloft instead of Apollo)/sales-do— Not sure which skill to use? The router matches any sales objective to the right skill. Install:npx skills add sales-skills/sales --skill sales-do
Examples
Example 1: CRM sync troubleshooting
User says: "My Apollo-Salesforce sync keeps creating duplicate contacts"
Skill does:
1. Identifies this as a CRM sync issue
2. Walks through sync settings, field mapping, and dedup rules
3. Recommends sync direction and conflict resolution settings
Result: User has diagnosed and resolved the duplicate creation issue
Example 2: API integration
User says: "I want to use the Apollo API to auto-create contacts from our onboarding form"
Skill does:
1. Explains API key auth (x-api-key header) and the POST /contacts endpoint
2. Provides a sample request payload with name, email, company, and title fields
3. Points the user to references/apollo-api-reference.md for the full endpoint catalog, request/response schemas, and rate limits
Result: User has a working integration plan and knows where to find complete API documentation in references/apollo-api-reference.md
Example 3: Credit management
User says: "I'm burning through my Apollo credits too fast"
Skill does:
1. Reviews the user's plan and credit allocation
2. Identifies where credits are being consumed (enrichment vs export vs phone reveals)
3. Recommends credit optimization strategies (enrich only qualified prospects, use bulk enrichment, avoid unnecessary phone reveals)
Result: User has a plan to optimize credit usage within their plan limits
Troubleshooting
CRM sync conflicts
Symptom: Duplicate records or data overwritten between Apollo and CRM
Cause: Bi-directional sync with conflicting field mappings or missing dedup rules
Solution: Review Settings > Integrations > CRM. Set sync direction per field. Enable duplicate detection. Use Apollo's dedup tool to merge existing duplicates.
Chrome extension not working
Symptom: Extension doesn't load on LinkedIn or shows errors
Cause: LinkedIn DOM changes, extension update needed, or browser conflicts
Solution: Update the extension, clear browser cache, disable conflicting extensions. If on LinkedIn, check if you've hit LinkedIn's daily viewing limits.
Deliverability issues
Symptom: Emails landing in spam or low open rates
Cause: Missing SPF/DKIM/DMARC, sending volume too high too fast, or poor sender reputation
Solution: Verify domain authentication in Settings > Email. Use Inbox Ramp Up for new mailboxes. Keep daily sending volume under 50/day per mailbox initially. Monitor the Deliverability Command Center.
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