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CRM ⇄ Communications

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

Keep Apollo.io and Zoom 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 Zoom

Keep Apollo.io and Zoom working from the same contacts, and log every call, message, and meeting back on the record, in real time and in both directions.

Apollo.io holds the people the business talks to: the contacts, their phone numbers and email addresses, and which rep owns the relationship. Zoom is where the talking happens, whether that is calls, texts, email, or meetings. The two depend on the same people, and when the contact list in one drifts from the other, outreach goes to stale numbers and the record of what was said never makes it back to the account.

Stacksync syncs People (database records), Sequences, Deals (Opportunities), Tasks and calls in Apollo.io with Meetings, Webinars, Registrants, Cloud Recordings in Zoom field by field, in real time, and in both directions. Current contact details flow out to Zoom so it can reach the right person, and the calls, messages, and meetings Zoom produces flow back onto the matching record in Apollo.io. You decide which system owns which fields, and conflicts resolve by rules you set.

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 Keep Team Chat channel membership aligned with team and department data mastered in an operational database.
  • 04 Sync Zoom Users and Groups two-way with an HRIS or identity database so new hires get provisioned licenses and departures are deactivated automatically.

Common sync patterns

Calls, messages, and meetings on the record

Activity handled in Zoom appears on the matching contact and account in Apollo.io, so the next person sees the full history without leaving the CRM.

Where Zoom sends at scale: delivery and reply status back on the contact

Sends, bounces, opens, and replies from Zoom update fields on the contact in Apollo.io, so lead status reflects what actually reached the person.

One contact list, opt-outs included

A number, address, or unsubscribe recorded in either system updates the other, so no one calls a disconnected line or messages someone who opted out.

What you can sync between Apollo.io and Zoom

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 Zoom objects How this pairing syncs
Tasks and calls Rep activity records synced for activity reporting and coaching workflows. Meetings Scheduled and instant meetings with join URLs and settings; created and updated from a CRM or calendar, read back for reporting. Tasks and calls is specific to Apollo.io and Meetings to Zoom — 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. Webinars Webinar events (requires the Webinar license); created and managed via API, with panelists and settings written from event tools. Custom fields is specific to Apollo.io and Webinars to Zoom — each maps to any object or custom field on the other side.
Contacts People saved to your Apollo account, synced with emails, phone numbers, and enrichment fields. Registrants Meeting and webinar registrant records; added, listed, and status-updated so signups flow between event platforms and Zoom. Contacts is specific to Apollo.io and Registrants to Zoom — each maps to any object or custom field on the other side.
Accounts Company records with firmographic attributes, matched to CRM accounts during sync. Cloud Recordings Recording file metadata and time-limited download URLs; read out to a warehouse or storage for archival and compliance. Accounts is specific to Apollo.io and Cloud Recordings to Zoom — 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. Participant Reports Past-meeting and webinar attendance from the Reports and Dashboard APIs; read-only, used to write attendance onto CRM records. People (database records) is specific to Apollo.io and Participant Reports to Zoom — 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. Zoom Phone Call Logs Call detail records and recordings from Zoom Phone (requires the Phone license); read into a database to log calls against customers. Sequences is specific to Apollo.io and Zoom Phone Call Logs to Zoom — each maps to any object or custom field on the other side.

How changes propagate between Apollo.io and Zoom

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 Zoom 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 Zoom through its API, with automatic retries and rate-limit backoff.

Zoom Apollo.io Sub-second propagation

DetectionZoom notifies Stacksync of record changes through webhook events. Webhooks via Event Subscriptions (meeting.started/ended, participant joined/left, user.created/updated, recording.completed, and more) for real-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.
  • Zoom: APIs are grouped into Light, Medium, Heavy, and Resource-intensive categories with per-second and daily quotas that scale by plan (e.g. Business+ Heavy APIs allow 40/second within a 60,000/day combined cap); exceeding a limit returns HTTP 429.
What ships with Apollo.io ⇄ Zoom

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Apollo.io or Zoom 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 Zoom record.

Observability

Monitoring

Track your Apollo.io ⇄ Zoom 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 Zoom.

How the Apollo.io and Zoom 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

Zoom

Integration surface
REST API (v2) with webhook Event Subscriptions
Authentication
OAuth 2.0 — user-authorized OAuth or Server-to-Server OAuth using account credentials; access tokens are valid for one hour and requests use granular per-resource scopes (e.g. meeting:read, user:write)
Change detection
Webhooks via Event Subscriptions (meeting.started/ended, participant joined/left, user.created/updated, recording.completed, and more) for real-time events, with polling on list endpoints using date-range filters for backfill and objects without an event
Capabilities
read · write · webhooks
Rate limits
APIs are grouped into Light, Medium, Heavy, and Resource-intensive categories with per-second and daily quotas that scale by plan (e.g. Business+ Heavy APIs allow 40/second within a 60,000/day combined cap); exceeding a limit returns HTTP 429.
How it works

How to connect Apollo.io to Zoom — 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 Zoom 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
    Zoom connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Apollo.io and Zoom 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 ⇄ Zoom
    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 Zoom
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Apollo.io and Zoom 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 312 integrations available for Apollo.io and Zoom.

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