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Apollo Lists - Apollo Admin Steps

Objective: Ensure clean, targeted, and efficient lead generation in Apollo for IC Realtime by following Best Practices for ICP Setup, Search Parameters, Export Formatting, and Duplicate Avoidance.

Set Up Your Ideal Customer Profile - (ICP)

Before searching, define who you're looking for. A focused ICP helps conserve credits and maximizes lead quality.

🧩 Key ICP Parameters for IC Realtime

Filter Values to Use
Job Titles/Seniority  C-Level
Industries  Security & Investigations, Consumer Electronics, Electrical/Electronic Manufacturing, IT Services
Keywords  Home Automation, Smart Home, CCTV< Security Camera Installation
Company Size  1–50 or 1–100 employees (we prefer smaller integrators)
Location  State & City, US - Where we focus our Sales Efforts
Technologies  Optional – filter by companies using Hikvision, Dahua, Luma

💡 This setup is best used for company-level searches, which is ICR's preferred starting point.

Run a Targeted Lead Search (AV Integrators)

Use lead-level search when you want direct contacts. This is especially useful when building installer or AV integrator lists.

🧪 Recommended Filters:

Filter Values
Keywords  "Home Automation", "Smart Home", "CCTV", "Security Camera Installation"
Job Titles  Owner, CEO, Founder, Installer, Systems Integrator
Industry  Security & Investigations, Consumer Electronics
Company Size  1–200 employees
Seniority Level  C-level, Owner, Partner, Manager
Location  U.S., or key states like FL, TX, CA
Email Status  ✅ Verified Only

✅ Always double-check your filters before exporting to avoid low-fit contacts or invalid emails.

Export & Prepare for Google Sheets

Once your list looks good, it’s time to get the data out of Apollo and into HubSpot.

⚠️ Make this aligns with the Sheet Set Up Requirements for Importing into HubSpot

⚙️ Adjust Export Settings

  1. In Apollo, go to Export Settings.

  2. Ensure the following fields are selected:

    • Company Name

    • Company Web Address

    • Stage - (Lead)

    • Company Phone Number

    • Company State
    • Company City

    • Any additional fields needed for HubSpot (check [HubSpot Import SOP] if unsure)

🛠 Pro Tip: Save your export settings as a preset so you don’t miss critical fields in the future.

🗂 Name Your File Clearly

Use this format:

  • [States/Regions]_[AudienceType]_[YYYYMMDD]
  • Example: FL_TX_CA_AVIntegrators_20250801
🔑 This helps with list versioning, exclusion filtering, and internal tracking.

Convert the File to Google Sheets

  1. Open a new Google Sheet.

  2. Go to File > Import.

  3. Upload the Apollo export file (.csv or .xlsx).

  4. Choose “Create new spreadsheet” (recommended).

  5. Click Import.

You now have a clean, editable list ready for internal review or prep for CRM upload.

🚫 Avoiding Duplicate Contacts

To avoid wasting credits or repeating effort, exclude contacts from previous lists when creating new ones.

🔁 How to Exclude Previous Lists in Apollo:

  1. Go to the Lists section.

  2. Identify any lists you've already exported.

  3. Click “Exclude All” for each one during your search setup.

📌 Naming your files properly (Step 3) makes this process fast and accurate.

🧠 Best Practices & Final Tips

  • ✅ Always filter by Verified Emails. No exceptions.

  • ✅ Start with company search first. Use lead search when you want specific contacts.

  • ✅ Use keyword filters liberally. Think like an integrator: What services would they advertise?

  • 🧼 Keep your lists clean and organized with the correct naming convention.

  • 🧭 Always exclude previously downloaded lists. Apollo doesn’t do this by default — you have to set it!