The Apollo SOP: A Step-by-Step Playbook for Your VA

Strategy without execution is just a good idea. You have the AI-driven strategy from CampaignArchitect.ai. Now, it’s time to build the machine that executes it flawlessly. This is not a blog post; it’s a Standard Operating Procedure (SOP). It’s a direct, step-by-step playbook you can hand to a Virtual Assistant (VA) to turn your campaign strategies into active outreach. The Workflow:

1. CampaignArchitect.ai provides the STRATEGY (the Ideal Customer Profile, the offer).
2. This SOP provides the EXECUTION METHOD (how to find those people and contact them at scale using a tool like Apollo.io).

Prerequisites: Before You Begin

Before your VA starts this SOP, ensure the following are complete:

1. Warmed-Up Email Connected: The dedicated sending email (from Post #2) has been fully warmed up and is securely connected to Apollo.
2. ICP Defined: You have a clear, behavior-driven Ideal Customer Profile from CampaignArchitect.ai (from Post #3).
3. Templates Finalized: Your email copy and follow-ups are written and saved (from Post #4).

SOP Part 1: How to Find and Save Contacts

Objective: To build a clean, highly-targeted list of contacts in Apollo that matches the ICP. Step 1: Access the Search Function

• Log in to Apollo.io.
• In the left-hand navigation bar, click on “Search” and then “People.” Step 2: Apply ICP Filters
• Using the filters on the left, translate your ICP into search criteria.
  • Bad Example: Searching for “marketing.”
  • Good Example: Applying specific filters like:
    • Job Titles: “Head of E-commerce,” “Marketing Director”
    • Company: Use the “Industry” filter (e.g., “Apparel & Fashion”) and “Employee Count” (e.g., “11-50”) to match your ICP.
    • Location: Filter by country, state, or city if relevant.
    • Keywords: Use keywords to find companies that use specific technologies (e.g., “Shopify Plus”). Step 3: Select and Save Verified Contacts
• As the list populates, prioritize contacts with a green “Verified” email icon. This dramatically reduces bounce rates.
• Check the boxes next to the names of the contacts you wish to save.
• Click the blue “Save” button at the top of the list. Step 4: Add to a Dedicated List
• A pop-up will appear. In the “Add to Lists” field, create a new, clearly named list for this specific campaign (e.g., “ICP - Competitor Takedown - Q3 2025”).
• Click “Confirm.” You now have a targeted list ready for outreach.

SOP Part 2: How to Create and Activate a Sequence

Objective: To launch an automated email campaign to the list of saved contacts. Step 1: Create a New Sequence

• In the left-hand navigation bar, click on “Engage” and then “Sequences.”
• Click the blue “+ New Sequence” button.
• Select “Start from scratch” and give your sequence a clear, descriptive name (e.g., “ICP - Competitor Takedown - Q3 2025”). Step 2: Add the First Email Step
• Click “+ Add Step” and select “Automated Email.”
• The email editor will open. Copy and paste your finalized subject line and body copy (from your templates) into the appropriate fields.
• Use Apollo’s “Snippets” (e.g., {{FirstName}}) to personalize the email. Step 3: Add Follow-Up Steps
• Set the delay for the first email to “0 days” so it sends immediately upon activation.
• Click “+ Add Step” again. This time, set the delay (e.g., “Wait 3 business days”).
• Add another “Automated Email” step. This will be your first follow-up. It should be a brief, polite reply to your first email.
• Repeat this process to build a sequence of 3-4 steps. Step 4: Configure the Schedule
• Go to the “Settings” tab within your sequence.
• Create a new schedule. Crucially, set this to send only during normal business hours (e.g., Monday-Friday, 9:00 AM - 5:00 PM) in the “Prospect’s Local Timezone.” This makes your outreach feel human, not robotic. Step 5: Add Contacts and Activate
• Go back to your sequence’s main page. Click the blue “Add Contacts” button.
• Select the list you created in Part 1.
• Apollo will show you a final review. Once confirmed, toggle the “Sequence Active” switch at the top right to “On.” Your campaign is now live. The machine is running, executing your AI-powered strategy at scale.