What This Is
The Apollo integration allows Propensity to sync contact engagement data directly to your Apollo workspace. These syncs can trigger on account or contact-level website visits as well as account or contact-level lead scoring (e.g. Contact becomes “Hot”). Then, when your configured trigger conditions are met, Propensity automatically updates the associated contact record in Apollo with their warmth status, the reason they became hot, and the date their warmth changed.
When To Use This
Use this integration when you want your sales team to act on Propensity engagement data directly within Apollo, without needing to manually export or cross-reference data between platforms.
Requirements
Admin access to your Propensity workspace
Admin access to your Apollo account with permission to connect OAuth applications
Step 1: Authenticate the Connection in Propensity
Log into Propensity
Click your profile icon and go to Workspace Settings.
Go to Connections
Find Apollo in the list and click Grant Access
You will be redirected to Apollo's authenticator. Click Authorize
The connection is now authenticated. Authenticating the connection alone does not push any data to Apollo, data flow is controlled by the Sales Alert you will configure in Step 3.
Step 2: Create Custom Fields in Apollo
Propensity writes engagement data to three custom fields on the contact record in Apollo. You need to create these fields before data can sync.
In Apollo:
In the search bar, search for Contact Fields & Stages
Go to the Fields tab
Click Create Field
Select Single Line Text as the field type
Enter Warmth as the field name
Save the field
Repeat the process to create two additional fields using the names and types below:
| Field Name | Field Type |
| Warmth Reason | Multi-line Text |
| Warmth Change Date | Date |
Optionally, you can create a field group in Apollo to keep these fields organized separately from your other contact fields.
Step 3: Set Up a Sales Alert in Propensity
Sales Alerts control when Propensity sends data to Apollo. To configure your alert:
In Workspace Settings, go to Sales Alert
Click Add Alert
Select Apollo as the Alert Type
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Select your Alert Trigger. There are two recommended options:
Lead Becomes Hot (Contact Centric Scoring): syncs a contact to Apollo when they meet your defined hot criteria based on their individual activity. This is the recommended trigger as it gives you more control over when data is sent
Website Visit (Contact Level): syncs a contact to Apollo immediately when a website visit is detected, regardless of campaign status or engagement level
Optionally, check ICP Only to limit alerts to contacts and accounts that match your Ideal Customer Profile. Leave this unchecked to receive alerts for all qualifying activity. ICP is defined by the audience linked to the ABM Connected Website report in your Propensity workspace
Turn the Alert Status to On
Save the alert
Step 4: Customize Your Hot Definition (Optional)
By default, a contact is considered hot if they visited a tracked webpage or clicked on a Propensity Display Network ad. You can customize this definition to match your own criteria.
To create a custom warmth rule, see What is Custom Contact Scoring and how to use it and Custom Account Scoring in Propensity.
Important Notes
Authenticating the connection does not start syncing data. Data only flows to Apollo once a Sales Alert is active
If you have multiple workspaces, you need to grant access for each workspace individually. The same custom fields in Apollo will receive data from all workspaces
If Propensity adds a contact to Apollo that does not have an associated organization, it will create the organization automatically using the contact's website domain as the matching key