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CRM ⇄ Security and identity

Apollo.io to Okta integration — real-time, two-way sync

Keep Apollo.io and Okta in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Apollo.io and Okta

Keep the people Apollo.io and Okta both track in agreement in real time: the internal users who own records in Apollo.io, and the customer login accounts in Okta.

A CRM and an identity system usually describe different populations. Apollo.io tracks customers, contacts, and the deals in motion; Okta governs who is allowed to sign in and what they can reach. Where the two meet is people. The reps who own records in Apollo.io are the same employees Okta provisions and disables, and when Okta also runs the login accounts for your product, the customers in Apollo.io are the same users Okta authenticates. Left unconnected, a departure in Okta leaves stale ownership sitting in Apollo.io, and a signup in Okta never reaches the account it belongs to.

Stacksync syncs Sequences, Deals (Opportunities), Tasks and calls, Custom fields in Apollo.io with Groups, Applications, Group Rules, Factors (Authenticators) in Okta in real time and in both directions, matching on email or an external ID and mapping field by field. You decide which system owns which fields, and new users, role and group changes, deactivations, and account status move within seconds instead of waiting on a quarterly access review or a manual export.

Common use cases

  • 01 Push CRM opportunity stages back into Apollo so reps see pipeline context while sequencing.
  • 02 Land sequence enrollment status and outcomes in a warehouse for outbound performance reporting.
  • 03 Drive Group Rules and policy assignments from HR attributes so access changes the moment a title, department, or location changes.
  • 04 Sync Groups and their memberships two-way between Okta and a database or IdP so downstream app access stays aligned with source-of-truth org data.

Common sync patterns

Deactivation and record hand-off

When someone is disabled in Okta, the matching user in Apollo.io is deactivated too, and the accounts, contacts, and deals they owned are flagged for reassignment, so nothing goes unattended after they leave.

Where Okta runs customer login accounts: identity on the customer record

Signup, account status, multi-factor enrollment, and last-login from Okta land on the matching contact or account in Apollo.io, so go-to-market teams see who has actually activated and who has gone dormant.

Group and entitlement membership as CRM fields

Membership of a directory group or an entitlement in Okta maps to fields in Apollo.io, such as product tier, plan, or internal team, so segmentation reflects real access rather than a manual guess.

What you can sync between Apollo.io and Okta

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Apollo.io objects Okta objects How this pairing syncs
Accounts Company records with firmographic attributes, matched to CRM accounts during sync. Applications App integrations (SAML, OIDC, SWA) with per-user and per-group assignments; read and updated to manage which identities can reach each downstream app. Accounts is specific to Apollo.io and Applications to Okta — each maps to any object or custom field on the other side.
People (database records) Prospects from Apollo's global database, pulled into downstream systems once enriched or saved. Group Rules Dynamic rules that add users to groups from profile attributes; read and written to automate access based on department, title, or location. People (database records) is specific to Apollo.io and Group Rules to Okta — each maps to any object or custom field on the other side.
Sequences Outreach cadences (emailer campaigns in the API); enrollment status is read to track which contacts are being worked. Factors (Authenticators) MFA enrollments per user (Okta Verify, WebAuthn, SMS, email); read for security-posture reporting and reset when a device is lost or rotated. Sequences is specific to Apollo.io and Factors (Authenticators) to Okta — each maps to any object or custom field on the other side.
Deals (Opportunities) Pipeline records that can be read and written to keep Apollo aligned with the CRM of record. Policies Sign-on, password, and authenticator-enrollment policies with their rules; read to audit access controls or updated to manage them centrally. Deals (Opportunities) is specific to Apollo.io and Policies to Okta — each maps to any object or custom field on the other side.
Tasks and calls Rep activity records synced for activity reporting and coaching workflows. System Log Immutable audit event stream of logins, admin changes, and lifecycle events; read-only, polled by timestamp and used as the change feed and SIEM source. Tasks and calls is specific to Apollo.io and System Log to Okta — each maps to any object or custom field on the other side.
Custom fields Account- and contact-level custom attributes mapped field-by-field in a sync. Devices Registered and managed device records tied to users; read to correlate access with device posture and to feed inventory or conditional-access reporting. Custom fields is specific to Apollo.io and Devices to Okta — each maps to any object or custom field on the other side.

How changes propagate between Apollo.io and Okta

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Apollo.io Okta Interval-based propagation

DetectionStacksync polls Apollo.io for changes on an incremental schedule, reading only records changed since the previous pass. Polling on updated-at timestamps.

DeliveryEach detected change is written to Okta through its API, with automatic retries and rate-limit backoff.

Okta Apollo.io Sub-second propagation

DetectionOkta notifies Stacksync of record changes through webhook events. Event Hooks send an HTTPS POST to a subscribed endpoint on events such as user.lifecycle.create and group.user_membership.add (after a one-time.

DeliveryEach detected change is written to Apollo.io through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Apollo.io: Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls.
  • Okta: Rate limits are enforced per org, per endpoint group, per minute and vary by Okta edition; responses carry X-Rate-Limit-Limit, X-Rate-Limit-Remaining, and X-Rate-Limit-Reset headers and exceeding one returns HTTP 429. The System Log is more tightly limited (about 120 requests/minute) and a separate concurrent-request cap (default 75 in-flight transactions) also applies.
What ships with Apollo.io ⇄ Okta

Connect Apollo.io and Okta for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Apollo.io–Okta connection.

Real-time

Two-way sync

Changes in Apollo.io or Okta instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Apollo.io or Okta data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Apollo.io or Okta record.

Observability

Monitoring

Track your Apollo.io ⇄ Okta sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Apollo.io and Okta.

How the Apollo.io and Okta connectors work

Apollo.io

Integration surface
REST API
Authentication
API key (passed in request headers); master keys unlock account-wide endpoints
Change detection
Polling on updated-at timestamps; webhook callbacks exist only for delivering asynchronous enrichment results, not as a general change-event stream
Capabilities
read · write
Rate limits
Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls

Okta

Integration surface
REST API (Okta Management API, /api/v1) with Event Hooks for outbound events and the System Log API as the change feed
Authentication
SSWS API tokens (Authorization: SSWS {token}) scoped to the creating admin's permissions, or OAuth 2.0 for Okta service apps using a private-key-JWT client-credentials grant with granular scopes (DPoP supported)
Change detection
Event Hooks send an HTTPS POST to a subscribed endpoint on events such as user.lifecycle.create and group.user_membership.add (after a one-time verification handshake); the System Log API (/api/v1/logs) is polled by the since parameter and the next Link header for a near-real-time change feed
Capabilities
read · write · webhooks
Rate limits
Rate limits are enforced per org, per endpoint group, per minute and vary by Okta edition; responses carry X-Rate-Limit-Limit, X-Rate-Limit-Remaining, and X-Rate-Limit-Reset headers and exceeding one returns HTTP 429. The System Log is more tightly limited (about 120 requests/minute) and a separate concurrent-request cap (default 75 in-flight transactions) also applies.
How it works

How to connect Apollo.io to Okta — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Apollo.io and Okta with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Apollo.io connected
    Okta connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Apollo.io and Okta objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Apollo.io ⇄ Okta
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Apollo.io Okta
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Apollo.io and Okta integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

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SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 406 integrations available for Apollo.io and Okta.

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