How to add Apollo prospects to Airtable

The simplest way to get Apollo prospects into Airtable is to export them from Apollo as a CSV file and import that file into an Airtable table. In Apollo, you select the saved contacts you want and export them, and the file includes columns such as first name, last name, title, company, email, email status, LinkedIn URL, and company details. In Airtable, you can import the CSV as a new table or add its rows to a table you already have, matching each column to a field.

Apollo connects natively to CRMs like HubSpot and Salesforce, and for Airtable it offers a built-in workflow that creates a new Airtable record for each contact that meets criteria you set. Teams can also use an automation tool such as Zapier or Make, which can create an Airtable record whenever a contact is added or changed in Apollo. That keeps the rows coming, but you have to build and maintain the field mapping yourself.

Both routes move rows well, and neither one decides which rows should exist. If you saved 200 people from an Apollo search, 200 rows land in your table. That includes the person who changed jobs last month, the company that's already your customer, and the contact whose email will bounce. Airtable also has no built-in rule that stops the same email from appearing twice, so running an import again or overlapping two searches quietly fills your table with duplicates.

That's the real work in this job. A good result is a table your team would actually use: people who fit your ideal customer profile and still hold the role, one row per person, every value in the right field and the right format, and a clear reason each person was added.

Kite does that work for you. It qualifies the prospects before they reach Airtable, checks your base for rows that already exist, and writes the people and companies into the structure your team built.

Start by telling Kite in Slack which prospects you want in Airtable and which base they belong in. You can point it at people you've already found:

"Add the Apollo contacts in our Interested stage to the Prospects table in our Outbound base."

Or you can ask Kite to find them:

"Find 40 heads of marketing at US fintech companies with 50 to 500 employees and put the best ones in our Outbound base in Airtable."

Kite is an AI marketer in your Slack. It researches your business, builds a growth strategy, and ships the work that brings you new customers. By the time you ask, it already knows your ideal customer profile, your current customers, and your competitors from that research, so it can propose the titles, seniority, company size, and locations to target without a long brief. Confirm the profile or adjust it, and Kite starts.

You'll need to connect your Airtable account so Kite can read your bases and write rows to them. To find new prospects, you don't need an Apollo account, because Kite has its own Apollo connection built in. To work from prospects you've already saved in Apollo, connect your own Apollo account, or export the contacts as a CSV file and share it in the Slack thread.

If you don't have a table for prospects yet, Kite can propose one, show you the fields it plans to create, and build it once you agree.

Kite works from the prospects you've already saved in Apollo, or it finds new ones in Apollo's database, depending on what you ask for. With your Apollo account connected, it searches your Apollo contacts by keyword, filters them by contact stage, and reads your stages, labels, and team members so it can match what you asked for. If you shared a CSV export, it reads the file from the Slack thread.

When you ask Kite to find prospects, it uses its built-in Apollo connection. It searches for companies by headcount, location, revenue, funding, keywords, and the technology they use, then searches for people at those companies by job title, seniority, and location. Kite puts every part of your profile that Apollo can filter on into the search itself, so it isn't sorting through people who were never a fit. It can also read a company's open job postings and recent news in Apollo, which often supplies a timely reason to get in touch, such as a new marketing hire or a funding round.

Kite decides who belongs in your table by checking each prospect against your profile before it enriches anyone. First it confirms that the person still holds the role at that company, using their public profile or the company's own pages, and it drops anyone who has moved on. Next it removes your existing customers, your competitors, and anyone who has opted out of hearing from you.

Every prospect who passes gets a fit score from one to five, with a one-line reason, such as "Head of growth at a 120-person payments company that's hiring two demand-generation roles." For larger lists, Kite splits the prospects into primary and secondary groups so your team knows where to start.

If fewer people qualify than you asked for, Kite tells you how many it found and why the rest fell short. A short table of good prospects is worth more than a long one you have to clean up.

Kite enriches each qualified prospect with the professional details your team needs to reach them. Apollo's person enrichment supplies the work email, LinkedIn profile, current title, and seniority. Its company enrichment supplies the company's domain, industry, employee count, revenue, funding, and technology.

Kite keeps the status of each email exactly as Apollo returns it, so your team can tell a verified address from one that's only a guess at the company's pattern. A missing email stays marked as not found rather than filled in by hand. Kite includes only business details, which means it leaves out personal email addresses and phone numbers.

Kite reads your base's structure before it writes a single row, because every Airtable base is shaped differently. It lists the tables in the base, then reads each table's fields and their types: which ones are plain text, which are email or URL fields, which are numbers, which are single-select fields with a fixed set of options, and which link to another table.

That lets Kite put each piece of research where your team expects it. A title goes into your Title field, the email into your Email field, and the fit score into a number field rather than a text box. When a field is a single select, such as Status or Source, Kite uses one of the options you already have instead of inventing a new one. If your table has no field for something useful, such as the fit score or the reason a person was added, Kite proposes adding one and creates it once you agree.

Many teams keep people and companies in separate tables joined by a linked-record field. When your base works that way, Kite treats the company as its own row and links each person to it, so all the prospects at one company appear together.

Kite searches your table before it adds anyone, so the same person never appears twice. Airtable won't catch duplicates for you, so Kite filters the table's rows by each prospect's email address, and by company domain in your companies table.

When it finds an existing row, it updates the fields that changed, such as a new title or a newly found email, and leaves the rest of your team's edits alone. When the company already has a row, Kite links the new person to it instead of creating a second company.

Kite adds the company rows first and then each person, so every prospect arrives linked to their company. A new person's row gets the following:

• First and last name
• Work email and its status
• Job title and seniority
• Company, as text or as a link to the company's row
• LinkedIn profile
• Fit score and the reason for it

A new company row gets the company's name, domain, website, industry, employee count, revenue, and location. When Kite found a recent event worth mentioning, such as a funding round or an open role, it adds that to the reason along with the source. If your team works in Airtable comments, Kite can also leave a comment on a row to flag it for a teammate.

When the work is done, Kite posts a summary in the Slack thread where you asked. It says how many rows it added and updated in each table, who it skipped and why, and how many people have a work email. The full list comes with it, so you can scan the results without opening Airtable.

From there, Kite can draft a personalized outreach email for each primary prospect. With your Apollo account connected, it can also add those contacts to an Apollo sequence you choose. If you want new prospects added regularly, ask Kite to run the same job every week, and it will post each batch's summary in the same thread.

When Kite finishes, your Airtable base holds a clean set of qualified prospects your team can filter, sort, and work right away, and your Slack thread holds the record of what changed.