IGN1TE · Apollo Outbound System

PHASE 01

Sender & Account Setup

Who is sending, from where, and on which domain. This sets the technical foundation before any content is configured.

Company

Company Name *

Website *

Company LinkedIn URL

Primary Sending Domain — the domain emails send from

Dedicated Outbound Subdomain? DNS Access Contact for SPF / DKIM / DMARC setup

Senders

Sender 1 — Full Name *

Sender 1 — Title

Sender 1 — Email

Sender 1 — LinkedIn

Sender 2 — Full Name leave blank if only one sender

Sender 2 — Email

Additional Senders / Notes

Email Provider

Target Daily Volume per Mailbox Apollo recommends starting at 50–100

CRM & Existing Stack

Primary CRM

CRM Sync Direction

Existing Apollo Instance?

PHASE 02

AI Context Center Configuration

Apollo AI uses this to write personalized emails. Every field here directly shapes the quality of AI-generated copy.

Positioning

One-Sentence Company Description * — becomes Apollo's "Company Overview." Be specific about what you do and for whom. Positioning Statement — used for competitive framing in AI prompts Direct Competitors — names only; Apollo AI uses these to write competitive contrast lines What Makes You Different — what you do that they cannot or do not

Value Propositions — enter top 5, ranked by impact

VP #1 (Strongest) * VP #2 VP #3 VP #4 VP #5

Customer Pains — the exact problems your buyers are living with

Pain #1 (Most Universal) * Pain #2 Pain #3 Pain #4 Pain #5

Proof & Voice

Key Metrics / Statistics — list each on its own line Top Case Study (one line)

Overall Tone

Preferred Email Length

Words & Phrases to Use — brand vocabulary, power words Words & Phrases to Avoid — ban list for AI writer

PHASE 03

ICP Definition — Company-Level Filters

Every Apollo filter that narrows the company universe. Defines which organizations are worth pursuing.

Signals

Funding Recency — target companies that recently raised

Hiring Signals — roles that indicate budget

Trigger Events Worth Acting On Keywords That Must Appear in Company Description — Apollo keyword filter

Geography & Technographics

Target Countries

Target States / Metros

Geographic Exclusions

Technologies They Must Be Using

Technologies to Exclude — competitors or low-budget tools

Companies / Segments to Exclude Entirely

Buying Intent

Minimum Intent Score Threshold

Intent Recency

Intent Topics — by service / product line; topic names from Bombora's library if known

PHASE 04

Persona Definition — Contact-Level Filters

Who inside the target company to reach. Apollo contact filters narrow from the company to the exact person. Complete one block per persona — Persona A is required.

Persona A — Required

Persona Name * — short internal name, used in Apollo's saved personas and sequence names Job Titles * — include all variations, comma-separated. More titles = more coverage. Seniority Levels

Years in Role — Min

Years in Role — Max

Job-Change Recency — high-intent signal

LinkedIn Activity

Buying Role

Their Pains, In Their Language * — used in AI email generation Keywords From Past Conversations That Signal High Intent

Persona B — Optional

Persona Name Job Titles Their Pains, In Their Language Key Differences From Persona A — tone, angle, or filters

Additional Personas

Other Roles Worth Reaching — we'll build these out together if needed

PHASE 05

Dynamic Variables & AI Research

The personalization layer. Defines what Apollo pulls, generates, and inserts into every email automatically.

Standard Variables

Which built-in variables may the AI writer use?

Custom Variables

Fields your team will set per contact or per campaign (name · example value · who sets it).

AI Research Fields

What should Apollo's AI research and generate per contact? (field · where it's used)

Offer & Call to Action

Primary Offer / Named Service

Booking Link

The Ask — what a reply should lead to

PHASE 06

Sequence Architecture

The full outbound cadence — steps, timing, channel mix, rulesets, and automation logic.

Cadence

How Many Sequences to Start? Step-by-Step Cadence Builder — leave blank to use our proven default

Step	Channel	Send Day	Step Notes / Template Name
1
2
3
4
5
6
7
8

Sending Days

Send Window

Time Zone Handling

A/B Testing

Automation Rules

When a Contact Replies

When a Meeting Is Booked

Out-of-Office Replies

Hard Bounces

Enrollment — when should Apollo automatically add contacts to a sequence?

PHASE 07

Email Copy Framework

How the emails should read. We draft, you approve — nothing sends without sign-off.

Style

Preferred Subject Line Style — instructions for AI subject line generation Subject Lines That Have Worked — real examples, or write 3 you'd want AI to emulate Preferred Opening Line Style Email Body Framework — choose one or describe your own Signature Format — becomes the {{signature}} variable. Apollo renders signatures as plain text by default.

First Touch & Approval

Step 1 (Day 1) — Cold Opener — draft it, or leave blank and we'll draft for your approval Who Approves Sequences Before Launch? *

Anything we didn't ask that we should know? Add it here — context beats perfection.

Apollo Outbound System — Client Intake Form