Apollo CSM Pilot Resource Hub

Everything XR CSMs need before, during, and after the kickoff.

This hub collects the pre-work steps, kickoff deck, one-pager, pilot flow, and workflow references for the Extreme Reach customer success pilot. The focus is simple: owned accounts, net-new contacts, manual send control, and a clear crawl, walk, run rollout.

Start pre-work Open kickoff deck Open one-pager
Kickoff Deck Slide-ready reference for the 45-minute working session.
READY
6
CSM pilot reps
45
minutes for kickoff
10-25
weekly contacts per rep for review
7
pre-work tabs before kickoff
Pre-work Checklist

Seven steps, one tab at a time.

Due Tuesday May 19 EOD. The tabs below turn the new pre-work one-pager into a click-through flow so each CSM can complete the setup in order.

Activate your Apollo account

2 min

Becky will email the Apollo activation link by Monday May 18. Open it, set your password, and log in.

  1. Find the Apollo activation email from Becky.
  2. Click the activation link.
  3. Set your password and confirm you can log in.
If it is missing by EOD Monday Check spam, then ping Becky directly. Activation needs to happen before Step 2 works.

Connect your Extreme Reach work mailbox

3 min

This lets sequences send from the rep's own Extreme Reach email address and keeps reply tracking tied to the right inbox.

  1. In Apollo, click your initials, then Settings.
  2. Open Email Accounts in the left sidebar.
  3. Click Connect mailbox and choose Google Workspace or Outlook 365.
  4. Sign in with your Extreme Reach email and approve permissions.
  5. Wait for the green Connected status.
If IT blocks permissions Forward the permission screen to Becky so IT approval can be handled before Wednesday.

Connect your calendar

1 min

Calendar access powers booking pages later in the pilot so prospects can self-schedule with the right CSM.

  1. Open Settings, then Calendar.
  2. Click Connect calendar and sign in with the same Extreme Reach account.
  3. Confirm Connected appears next to your name.

Confirm the CSM Owner filter

2 min

This Salesforce field is what keeps each rep focused on only the accounts they actually own.

  1. Open Search, then Accounts.
  2. Find CSM Owner in the left-side filter list.
  3. Select your name and confirm your book appears.
If the filter is not visible Move on to Step 5. Becky and Apollo are landing the field, and the team will confirm it together at the start of the session.

Pick your focus persona

3 min

Wednesday's list build will be easier if each CSM already knows which buyer group they want to multithread into first.

  • Marketing: CMOs, VPs of Marketing, Brand Directors.
  • Ops: Marketing Ops, RevOps, Sales Ops.
  • Sales: CROs, VPs of Sales, Sales Directors.
  • Creative: Creative Directors, VPs of Brand, Production Leads.
If unsure Pick the persona with the most influence on current renewal conversations.

Pick 3 to 5 accounts to multithread into

5 min

These are the live examples the team will use to build the first persona list together.

  • Choose accounts where you only know one or two people today.
  • Prioritize accounts with active renewals or expansion potential.
  • Skip accounts where the relationship is purely platform-user.

Bring one question

1 min

Bring the real question you want answered live. It can be about workflow design, sequences, integration behavior, AI, or the Monday approval loop.

Goal Walk into Wednesday with Apollo open, your book visible, your persona picked, and 3 to 5 accounts ready to use as examples.
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Resource Library

Start with pre-work, then keep the kickoff materials and pilot flow close.

Each asset is packaged in this folder so the hub can run as a local file or be staged as static content later. HTML resources open in a new tab. PDF versions are included where the source set already had them.

Start hereHTML

CSM Pre-Work One-Pager

Seven-step setup guide due Tuesday May 19 EOD: activate Apollo, connect mailbox and calendar, confirm CSM Owner, pick persona, pick accounts, and bring one question.

Open pre-work Use tabs
Start hereDeck

CSM Pilot Kickoff Deck

Seven-slide talk track for the May 20 working session: why Apollo, crawl-walk-run, the weekly loop, required fields, and pre-session checklist.

Open HTML Open PDF
Rep prepPDF

Pre-Kickoff One-Pager

Shareable prep sheet for the six CSM reps, with what changes, what does not change, the session flow, and what to bring.

Open PDF
Pilot planHTML

CSM Pilot Flow Outline

Detailed operating model for list building, owner filtering, active-user exclusion, Monday approval, enrichment, sequencing, and later CI tagging.

Open guide
WorkflowHTML

CS Workflow Guide

Broader CS enablement guide for People, Sequences, and Conversations, with a 30-day launch path and leadership questions.

Open guide
WalkthroughHTML

CS Workflow Walkthrough

Narrated-style companion page that walks through buyer discovery, sequence setup, call capture, and immediate next actions for the CS team.

Open walkthrough
Next stepsChecklist

Between Now and Kickoff

Owner-specific action list for Nick, Becky, Carlton, and Kerri Ann before the May 20 session, centered on field readiness and CSM setup.

Open actions
Pilot Operating Path

Crawl first, add the Monday loop, then turn on advanced workflows.

The pilot is designed so CSMs stay in control. Contacts can be reviewed, approved, declined, enriched, and sequenced without letting first-touch emails fire automatically.

Weeks 1-2

Crawl: get comfortable

CSMs log in, filter to accounts they own, build persona lists manually, and learn where net-new contacts live in Apollo.

Weeks 3-5

Walk: run Monday approvals

Saved filters surface 10 to 25 new contacts per rep. Reps approve or decline each candidate before enrichment and sequencing.

Week 6+

Run: add trusted automation

After the team builds confidence, XR can test auto-send for trusted sequences, AI assistant support, and CI keyword tagging.

Readiness Gate

The pilot depends on two fields and three decisions.

These are the items to check before the kickoff becomes a live build rather than a conceptual walkthrough.

Field mapping

Required field

CSM Owner: synced from Salesforce to Apollo and usable as a list filter before Wednesday 5/20.

Required guardrail

Active Platform User: Pendo-driven flag under PII review with Becky, used to keep current XR users out of prospecting lists.

Later phase

Conversation Intelligence keywords: custom call tags that can update Salesforce fields after the weekly loop is stable.

Decisions to confirm

01

Which six CSM reps are in the first pilot cohort, and who owns final activation links?

02

Which persona should each rep build first: marketing, ops, sales, or creative?

03

What success metric decides whether the pilot expands to the full CS team?