Building Apollo

Apollo behind the scenes: see what we are working on right now!

User Roles and GDPR compliance

Monday May 21, 2018

This week we show you a new feature that just landed in Apollo and also we update you about our efforts to be compliant with the GDPR (General Data Protection Regulation). Let's dive in!

User Roles

This new feature has been requested quite a lot lately, in particular by teams that have more than a few people collaborating in a project at the same time.

Especially when external users are involved in the project as well – like the customer, for example – it can be difficult for project members to know who to assign a task by looking at a dozen or more available options.

Starting today, you can assign Roles to users in a project, and then assign tasks by selecting that role. Let's see how to do it:

You add roles by going to the Roles page for a project. After defining a role, you just add users one by one. You can mix internal and external users, of course, and assign one user to multiple roles as well.

And here's how simply is to select multiple responsibles for a task now. Just click the role name and the all project members with that role assigned will be selected instantly!

Of course, moving users to a different role will not mess with tasks already assigned to them.

Europe's General Data Protection Regulation (GDPR)

In the last months we also worked to ensure we were ready for the GDPR.

By now, you should have received a huge number of GDPR related emails, so we can spare you the lecture about the new European law that comes into effect next Friday. If you want to know more, see the official resource on EUR LEX.

Rest assured, we have devoted all the necessary resources to comply with the new regulation. A few examples of the activities that we carried out are:

  • Published an updated Privacy Policy.
  • Updated our internal data management and data retention policies, expecially for data backups and made sure that everything is encrypted at rest.
  • Reviewed and updated all our internal tools and dashboards, and made sure the displayed information is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
  • Vetted all subprocessors that handle our customers' personal data to ensure they respect the security and privacy standard under the GDPR.
  • Reviewed our data export options to make sure that the account owner can export all data in a structured, commonly used and machine-readable format (XML) anytime.

That's all for today, thanks for reading!


  • API: You can now retrieve projects that have been archived.
  • Project templates: Milestone's due dates can now be set to more than 52 weeks.

Bug fixes

  • Clicking below the "11:00 PM" line on the calendar week view wasn't showing the form for creating a new event.
  • Enabling the "Shift subtask date" option when editing a task with subtasks would only shift direct-child subtasks.
  • Contacts: trying to add a note with visibility to specific people would show an error if there was actually no people selected.

Customize the Project menu

Wednesday May 2, 2018

Summer is coming – at least in this hemisphere, sorry south fellas – and even though the urge to enjoy the beach is ever growing, we keep hammering at the keyboards to bring you new features every week!

This time we thought to simplify access to Apollo's ever growing list of project features.

As you already know, each Project relates to a slew of elements, such as Tasks, Messages, Files and so on. Each of these element types gets its own section in the Project's main menu.

With the recent release of Gantt charts, the feeling is that this menu is becoming more and more crowded, and if your project is only about to-dos and discussing with your team and your client, you can tailor this menu to your needs. It can go from this:

To this:

This is a great way to make the Project look less cluttered, and lower the learning curve for your clients and, in general, less experienced users.

This feature will make even more sense in the following weeks, when we plan to release *hint hint* the ability to set the Project budget, along with the that to store the Project expenses.

Vote your favorite feature

Here's a reminder that you, as an active user, are able to vote for your favorite upcoming Apollo feature. Just head to the Feature polls page, log in with your account and start voting.

That's all, folks. Thanks for reading!

New features

  • Added ability to set a start date to Tasks in Task list templates.


  • Added paginator to the ‘Milestones across all your projects’ page.

Bug fixes

  • API: some workspaces weren't able to add or modify calendar events.
  • In some cases, attachments to a Personal task or to a comment on a Personal task weren't visible to users outside the Task owner.
  • Edit task form: the start date couldn't be removed once set.
  • Body content sent in HTML format using the email dropbox feature was not sanitized properly in some cases.

Gantt charts

Monday April 16, 2018

We heard what you just said after reading the subject above, because it was a massive, resounding and well deserved finally.

That's true, Gantt charts have landed in Apollo.

Now it'll be much easier to see how project tasks relates to each other over the timeline, and make the appropriate adjustments on the fly by dragging them around!

The Gantt chart also allows you to manage project milestones, and soon will let you set dependencies between task. (hint: the latter is a feature being tested right now by users from the Brave Collective)

On the left side you'll find a hierarchy from Project to Milestone to Lists to Tasks and subtasks, and you'll be able to compress parts of that tree using the +/- icon to focus only on what you need.

Even though changes made to Tasks while using the Gantt chart are instantly saved on our end, we do keep track of them so you can undo them via the Undo button.

Like every feature in Apollo, the Gantt chart is going to improve over time thanks to your suggestions, so drop us a line to let us know your thoughts.

Thanks for reading!

Bug fixes

  • Read-only Google Drive files in Apollo were not allowed to be selected.
  • Apollo wasn't reloading after linking a third party storage account like Dropbox or Google Drive.
  • In some cases, a Subtask added from the parent Task detail page would not appear in the right Task list until Apollo was reloaded.
  • Sometimes, adding or deleting a Subtask would not refresh the user interface.
  • Converting a project to a template was skipping the project's file folders.
  • The task picker dialog for attaching a Task to a Timer wasn't showing the real status of each Task.
  • API: Contact tasks were being added without assigning the specified responsible.

Constrain custom CRM field values

Wednesday March 21, 2018

There are two new features today. That's a sign that we're working hard on Apollo. Read on!

Predefined values for Custom CRM fields

A few months ago we added the ability to add custom fields to contacts, so you could stop putting all data that didn't had a specific field in the “Background info” field.

Starting today, you'll be able to control what users can put inside custom fields by specifying a set of predefined values for each field. For example, a “Certified” field could only contain the values “No”, “Pending” or “Yes”, as seen below.

Once you set the predefined values, fields in the contact form will stop being free input textboxes. Instead, they will be constrained to the specified values.

Calendar .ICS file support in notifications

Heavy calendar users rejoice! Apollo now attaches .ICS files containing event data to notification emails.

This means that you can now add or update the specified event in your calendar app by simply opening the attached .ICS file. Some clients – like Apple Mail – can also do it automatically, without your intervention.

This happens to every notification email related to calendar events, like when an event is created or changed, when you're invited to a meeting or when a person responds with its participation.

Let's talk about Feature polls

After a tight battle, the last poll saw the Gantt Charts feature winning over the Task dependencies one 59% to 41%.

We're working hard on Gantt Charts, and users from The Brave Collective are beta testing the feature right now. Meanwhile, we've released a new poll so you can continue voting for your favorite features.

That's all for today. Thanks for reading!


  • Overview: the Team overview table is now more precise; its calculations are based on all workspace projects rather than just projects accessible by the user currently logged in.
  • The quick task entry box below every Task list now has the ability to set the priority: just prefix one, two or three exclamation marks before the task name to set respectively a low, medium or high priority.

Bug fixes

  • Uploading a file with a name longer than 70 chars wasn't being allowed.
  • Duplicating a project or creating a project from a template containing a task with special chars would give an error.
  • For some tasks, the comments icon would never turn off, even after reading the task comments.

New due date option for Tasks in Task list templates

Tuesday February 27, 2018

We're back with something new to show, as you would expect from any Apollo update, and it's about Tasks in Task list templates.

Task list templates (along with Project templates) have been available in Apollo since the beginning, and while they rarely get mentioned here, they're really useful to speed up the repetitive Task creation process involved when managing many projects at once.

Tasks in Task list templates, by nature, can only have relative due dates, and when you actually use a template to create a new Task list, Tasks' due dates are converted to absolute dates.

Up until now you could set them to be due after a number of days, weeks or months, but today you have one more choice: set them to be due after a number of weekdays. This means that the generated Tasks' due date will skip weekends and go straight to the first weekday.

This feature was requested quite often in the last few months, and after testing it internally we are happy to make it available for everyone.

After a short break, polls are back and there's a new one available today, so don't miss the opportunity to vote for your favorite feature!

That is all, thanks for reading!


  • The message preview in the message list now correctly separate lines with spaces (e.g.: "LastWordFirstWord" → "LastWord FirstWord").

Bug fixes

  • Sometimes, showing an hidden project Tasklist would fail to show its Tasks.
  • The first image upload for a given workspace would sometimes not start the thumbnail creation process, resulting in a image missing its thumbnail.

Split Tasks into smaller Subtasks

Friday February 16, 2018

A few months ago, we asked users to vote for their most wanted feature between Support for undeleting deleted items, support for Task dependencies, or the ability to add Subtasks. As you may have already guessed, the latter had the most votes, and we're happy to announce that full Subtasks support is now available in Apollo!

Here's how subtasks look in a task list:

A Task with a Subtask, with a Subtask! It's subtasks all over the place!

Unlike other project management sofware, which just offer a simple checklist, every Subtask in Apollo is a full-blown Task with a responsible, priority, due date, attachments, and everything you can find in a normal Task. Each Subtask, in turn, can have its own subtasks, up to 3 levels deep.

Now, this isn't just visual separation – Subtasks have their own logic. In fact, you cannot mark the parent Task as completed until all its Subtasks have been marked as such.

But there's more: filter Tasks by their name (by searching in the Task listing pages) and Subtasks will show up along with their parent task, for context.

We hope that Subtasks will be a useful addition to your team work. Many thanks go to our Brave Collective users: they've been helping us perfecting the Subtasks experience with their invaluable feedback in the last couple of months, and with their help a few weak spots were made better as a result.

Thanks for reading, and stay tuned for more updates!


  • Mobile: the overview now shows the project name instead of the responsible below each milestone.
  • CSV and vCard export: added phone, fax and email data to the contact's related company.

Bug fixes

  • In some cases, some users would not get notified when a task had been assigned to them.
  • API: attachments weren't showing all the available fields.
  • Time reports: when grouping by project, projects were not listed alphabetically.
  • Contacts: tags in the right pane of the Tasks page weren't sorted alphabetically.

Complete tasks when committing time

Thursday January 11, 2018

Welcome to the first update of 2018! While we're hard at work on big new features, we wanted to show you a couple smaller ones. Here we go!

Mark Task as completed when saving a Timer

Avid Timer users will find this very useful. When saving a Timer connected to a Task, they often have the need to check the Task off their list. This usually involves remembering the task description after hitting Log time on the Time form, finding the task again and then marking it as completed.

As a shortcut, now you can simply check Mark task as completed directly on the Time form. Once you hit Log Time, the timer will be saved and the task will be marked as completed in one fell swoop.

Easier task filtering in My Tasks

For those that like to filter tasks by their context, there's a small enhancement. Projects, Contacts, Deals, etc. in the “Refine by” box are now sorted alphabetically rather than (seemingly) at random order. This should make easier to find what you're looking for.

No more classic interface

As mentioned in previous posts (see here and here), our plan was to introduce a new user interface and ditch the old one sometime in the future. Well, that time has arrived, so this is the last call. In the upcoming days, those that are still using the old theme will be automatically switched to the new, flat style user interface.

That is all! Stay tuned for more in the upcoming weeks. Thanks for reading!


  • Better unicode and multibyte support in data handling.

Bug fixes

  • Sometimes, calendar filters were not saved.
  • API: time entries added weren't being rounded to the minute.
  • Sometimes a user could receive multiple notifications for a repeating task (where one notification is enough).

Granular permissions for users in your workspace

Tuesday December 19, 2017

Welcome to the last update of 2017! It's been a great year for us, and we wanted to introduce a couple new features before it comes to an end. Let's give them a look!

Granular permission system

Up until today, the user permissions system in Apollo was very basic: it just provided a setting to grant the Administrator permission, which allowed a user to edit contents created by other users, create new projects and templates and manage them and, last but not least, manage users.

Sometimes though, you might want to just offload some of your responsibilities to somebody else, without giving them too much power. For example, you might need a content moderator that is not allowed to manage projects or edit or delete users.

Starting today, you'll have a granular permission system to choose from. Just open Settings → Internal users and set your preferences for each user.

Permission list for a user

Here's a breakdown of the available options:

  • Can manage projects: let the user add projects and edit project settings and members.
  • Can manage templates: let them add and edit project or task list templates.
  • Can track contacts and leads: enable user to CRM features – such as Cases and Deals, and adding notes and tasks on contacts – instead of just the Contact list.
  • Can export contacts: allows the user to export contact data as CSV.
  • Can edit other users' stuff: allows the user to edit other users' content – such as messages, tasks, comments, etc. – in projects it can access.
  • Can manage users: let the user invite new users, disable them, delete them or set their permissions.
  • Can change Apollo plan and credit card info: this is self-explanatory.
  • Can see reports: enable the Reports section for the user.

Ability to merge Deals

This is a much requested feature by CRM users working on a team. Deals can accumulate quickly, and sometimes they get added twice. Merging them is the only way to declutter without losing any data.

To merge a deal, just open it, click the Options button, click Merge deal and follow the onscreen instructions.

Merging a deal

That's all for today, and for 2017.
Merry Christmas and Happy New Year from all of us at Apollo HQ!


  • Ability to set a “per day” value on Deals.
  • Better initial rendering for Tasks.

Bug fixes

  • The timers panel wasn't dragging correctly in Firefox.
  • The date for recurring Tasks could be removed using the Task quick date dropdown.
  • Some task list on the project's Tasks page weren't being hidden when unchecked from the list on the right pane.
  • Merging two projects would sometimes skip some files.
  • Starting a project from a template wouldn't create the template's file folders.
  • Tasks presets weren't storing the grouping setting correctly.
  • All-day events added from Apollo mobile app weren't showing in the full app.

Custom fields on Contacts

Thursday November 2, 2017

Welcome to a new Apollo update! Once again, we're announcing the availability of a feature that recently won one of our polls. The polls are proving very useful to prioritize our work and we're grateful that you took the time to cast your vote.

To enhance the Contact management part of Apollo and cater to a wider audience across different industries, today we're unveiling the ability to add custom fields to your Contacts.

If you found yourselves pouring contact data – that hadn't a place in one of the available fields – inside the generic "Background info" field, rejoice! You can now create custom fields as needed; just open the Custom CRM fields page inside Apollo's Settings to setup the fields' names.

After that, the Contact form will show an additional section containing all your custom fields. They will also be shown on the right pane of the Contact detail screen.

Custom fields in a form

Custom fields are also available in the search-by-field area of the contact list, and just like the standard fields, they can be used to filter the list.

Filtering the contact list with custom fields

Custom fields are available on all plans, and the number of fields you can create depends on your specific plan.

Keep in mind that this is the first iteration of a new feature, with deeper integration coming in the future. As always, feel free to send your feedback to

Thanks for reading!


  • Better handling of the task responsible field when the ability to assign a task to multiple responsible for a project is switched on or off.
  • Added work cell, work direct and home cell to the allowed types for the Phone field in Contacts.
  • Improved the app loading time by a tiny bit.

Bug fixes

  • The Industry filter wasn't working when exporting contacts in CSV.
  • Due to a timezone issue, the total logged time in the overview was wrong sometimes.
  • Some contact tasks were showing the link to the related note even if there wasn't one.
  • The email dropbox functionality allowed to create a task without a responsible.

Timer improvements and a new poll

Thursday October 5, 2017

In our last post, we introduced the new Timers, which brought a flat user interface, keyboard support and more. Unfortunately, they've had a bumpy start; we found a bug related to timezones, which we fixed the next day and pushed it for everybody to use.

While we were there, we also added some features that we initially planned for later; specifically, you can now:

  • Save a Timer, or edit its time and/or the description without expanding the Timer itself.
  • View and open the attached Task, Project, etc. when the Timer is collapsed and there isn't a description set.
  • Detach any Task, Project, Contact, Case or Deal attached to at Timer.

Also, the Timer creation date, which was shown in a tooltip in the previous Timers but gone in the redesign, is now back and visible at the very end of the expanded Timer.

Some users were also worried that the Timer description didn't default anymore to the name of the task the Timer was started on, so we brought back that as well.

A new poll has just started

Which new feature would you like to see first in Apollo? The contenders in this poll are:

  • Undelete support in projects
  • Webhooks
  • New permission system

Whether you cast your vote for the last poll or not, use your points to vote today! New points are awarded every Monday (if you missed the announcement, you can find it here).

That's all for today. Remember that all of this couldn't be possible without your feedback, so keep it coming, we love it!


  • Task descriptions containing long words (like URLs) are now wrapped to multiple lines.
  • Added the resize handle to the Rich Text editor widget – it only works in Chrome and Safari right now, sorry.
  • Mobile: added folder management to the project's Files section.

Bug fixes

  • Mobile: the file uploader in the project Files section wasn't working.
  • Sometimes, uploading a file would get the upload button stuck.
  • In some cases, a task assigned to multiple responsibles couldn't be completed.
  • Changing the due date using the task's inline date dropdown would remove the start date.
  • The image annotation dialog wouldn't always show a multipage PDF as such.