Overflow hides calls
A queue can overflow to another queue, a voicemail, an extension or an external number. We follow the routing and log the call against the contact wherever it ended up, including the voicemails.
Integration · RingCentral to Apollo.io
RingCentral and Apollo integration
Apollo knows about the calls made inside Apollo. RingCentral is where the rest of them happen: the queue, the overflow, the desk phone, the prospect who rings back. We connect the two so all of it lands on the contact and the sequence reacts to what was actually said. It is a one-time setup by our team, not a monthly middleware subscription.
- From $100, one-time setup
- No monthly fees from us
- Tested on your own calls before go-live
RingCentral
Apollo.io
One call ends in RingCentral. In Apollo.io:
- Call on any RingCentral numberQueue, overflow, desk phone or mobile
- Logged on the Apollo contactWith the user, outcome and recording
- Sequence reactsStops, pauses or carries on
- One-time setup
- From $100
- Monthly fee from us
- $0
- Working days to a written scope
- 2
- Working days to build and test
- 5–10
Got it, thank you.
Check your inbox for a confirmation. We will reply within 2 working days with what we would do and what it would cost.
Where the calls go missing
RingCentral is a phone system before it is a sales tool. Calls arrive into queues, and a queue that nobody answers overflows somewhere else: another queue, its own voicemail or someone else’s, an extension such as an IVR menu, or an external number. That flexibility is why the phone system works. It is also why a prospect from an Apollo sequence can ring in, bounce through two destinations, leave a voicemail with a colleague and never touch their contact record.
Meanwhile the sequence carries on. The next email goes out, the next call task is created, and Apollo’s reporting shows a prospect who has had four touches and given nothing back — when in fact they called, spoke to someone and asked a question. Connecting the two means every call on a RingCentral number is written to the Apollo contact, wherever in the routing it ended up, and the sequence is told.
- Teams with an inbound queueA sequenced prospect calling back is recognised before anyone says hello.
- Account managers without an Apollo seatTheir calls still land on the contact, even if they never open Apollo.
- Reps working from desk phones and mobilesThe call is logged wherever it was made, not only inside the Apollo dialer.
What we connect between RingCentral and Apollo.io
A typical setup. We adjust each line to how your team uses RingCentral and Apollo.io.
When this happensThis is what you get
A call ends on any number in scopeA call record on the matching Apollo contact, with the user and duration
An inbound call from a sequenced prospectThe contact, account and sequence step, shown to whoever answers
The call outcomeThe Apollo call disposition and contact stage you choose
The call recordingLinked from the call record
A voicemail left after overflowLogged on the contact with a task for the owner, not lost in a mailbox
A conversation that books a meetingThe sequence stops for that contact, and the account is updated
Field mapping, event by event
Each RingCentral event and exactly what it writes in Apollo.io. Pick an event to see its fields.
1. Trigger · RingCentral
When a call ends
Every call made or received in RingCentral
2. Action · Apollo.io
Log the call record
In Apollo.io, on the contact — Where your team already works
Apollo.io field
Mapped from
What happens
Call length
Call length3 min 04 s
Stored the way Apollo.io expects
Call length3 min 04 s
Stored the way Apollo.io expects
Direction
Call directionInbound
Inbound or outbound
Call directionInbound
Inbound or outbound
Call outcome
ResultInterested
Matched to your own list of outcomes
ResultInterested
Matched to your own list of outcomes
Recording
Recording idPlayable audio
Added once the file is ready
Recording idPlayable audio
Added once the file is ready
Contact
Matched by phone number+1 415 555 0142
A new contact is created only if none match
1. Trigger · RingCentral
When an outcome is set
A rep marks how the call went
2. Action · Apollo.io
Update the account
In Apollo.io — Moves one record, not all of them
Apollo.io field
Mapped from
What happens
Which account
Most recent open accountNorthwind — 12 seats
On the matching contact, owned by the rep on the call
Stage
ResultInterested
Looked up in the outcome-to-stage list we agree with you
ResultInterested
Looked up in the outcome-to-stage list we agree with you
Sample values are made up. The exact fields are agreed with you in your scope.
A one-time setup, not a monthly middleware bill
We are not a middleware. We plan the connection, set it up, test it on your calls and hand it over.
Web Repay integration setup
Middleware subscription
What you pay
One-time setup, from $100 (one-off)
A monthly plan, often priced by tasks or operations
As call volume grows
The same price, no per-task charges
Costs rise with every call that syncs
Who builds and tests it
We do, on your own RingCentral calls
Your team builds and maintains every step
Where it runs
In your own RingCentral and Apollo.io accounts, documented
Inside the middleware vendor’s platform
When something changes
Additional support as needed, when you request it
Your team fixes the broken steps
Where a small connector layer is the most reliable route, we say so in your written scope, set it up in your own account and choose the option with the lowest running cost.
Where RingCentral and Apollo.io setups usually go wrong
Calls made outside the Apollo dialer
Desk phones, the RingCentral app and mobiles all count. If it happened on a number in scope, it reaches the contact.
Contacts under the right account
Apollo files contacts under accounts, and switchboard numbers belong to a company rather than a person. We match to the contact where we can and to the account where we cannot, instead of guessing.
Phone System Admin, not Super Admin
The work needs the phone system and user settings, which is the Phone System Admin role. Super Admin, and your billing with it, stays with you.
How we set it up
- 1
Agree what connects
Which numbers, queues and users are in scope, what the answerer should see, and which outcomes stop a sequence. You get a written scope with a fixed one-time price.
- 2
Access for the setup
Phone System Admin in RingCentral and an Apollo user with a permission profile covering the work. Nothing for your team to install.
- 3
We connect and test
We call in and let the queue overflow, leave voicemails, call out from a desk phone, and check every contact, disposition, task and stopped sequence in Apollo.
- 4
Handover
A short document of what is connected, including the queue and overflow map. It runs in your own accounts, with no monthly fee from us.
Test call passedEvery field in the table checked
LiveWatched for the first week
What it costs
From
$100 one-time setup
Starting price for connecting RingCentral and Apollo.io, built and tested. Larger mappings get a fixed quote in writing before we start.
No monthly fee from us. Additional support is available as needed, whenever you request it.
Free download
The integration health check
10 checks to make sure your website, CRM and dialer really are passing information between them.
From the blog
Further reading
Integrations
How to log every call from your dialer in your CRM
Every call on the right contact, with the outcome, the rep and the recording, and nobody typing notes afterwards. What to connect, how to match callers, and what to test.
CRM
Why your CRM is full of duplicates, and how to stop new ones
Duplicates come in through forms, imports, integrations and manual entry. Here is how to clean up what is there, and close the doors so they do not come back.
Dialers
Why fewer people answer your calls: spam labels and caller ID
When answer rates drop, the cause is often a warning label on your caller ID. How US carriers check and label calls, and what you can do about it.
Questions about RingCentral and Apollo.io
Are RingCentral calls logged in Apollo?
Yes. Calls on the numbers in scope are logged on the matching Apollo contact with the user, duration, outcome and a link to the recording — including calls made from a desk phone or the RingCentral app.
What about calls that overflow or go to voicemail?
They are logged too. We follow the queue’s overflow — another queue, a voicemail, an extension or an external number — and write the call and any voicemail to the contact with a task for the owner.
Will an inbound call stop an Apollo sequence?
When the outcome says it should. A booked meeting or a clear no stops it; a short call or a voicemail leaves it running.
Is there a monthly fee?
No. You pay once for the setup. Unlike Zapier, Make and similar middleware subscriptions, there is no monthly or per-task charge from us. Your Apollo and RingCentral plans are unchanged.
Rather talk it through?
Thirty minutes on how your team uses RingCentral and Apollo.io. You leave knowing what we would build and what it would cost.
Call ended03:04 · inbound
Contact stage updatedMeeting booked
Call-back taskAssigned to the contact owner