Anatomy of an agent
An agent in Apollo Space is the sum of four things:Persona
Tone, voice, and behavior. Defines how the agent responds, in what
language and with what level of formality — and what it knows about
its organization.
Tools
What the agent can do — search the web, send WhatsApp messages,
create a lead, read Notion. Each tool is a typed function with its
own permissions.
Memory
Knowledge that persists across conversations. Can be factual
(dates, preferences), procedural (approaches that worked),
or semantic (insights distilled from many conversations).
Budget
Spend caps configurable by the org — a safeguard so an unexpected
loop doesn’t drain the entire balance. See
Caps.
What happens in a conversation
When you send the agent a message, Apollo Space runs the following sequence under the hood:Opens the trace
A trace begins — the complete record of everything the agent did
in that conversation. Every action, cost, and return value is logged
for replay and auditing.
Checks the budget
Before any billable action, Apollo Space checks whether the call fits
within the limits — wallet balance plus caps by org, agent, and
user. See Caps.
Agent selects tools
The agent decides which tools to call (or none, if the response is
plain text). Apollo Space runs each one with the agent’s permissions
and your org’s isolation.
Records usage
Each billable action becomes a line in the org’s usage history.
Stars are debited from the wallet in the same operation — no
separate accounting.
The agent hierarchy
Agents aren’t a flat list — they form an org chart, just like a real company. Each level delegates downward and reports upward:- Digital Twin — your personal agent, spanning every organization you belong to and speaking with your voice. It’s the headline feature of Apollo.
- Chief of Staff (Athena) — the organization’s agent: coordinates company work with a neutral voice.
- Managers and specialists — function- and task-specific personas that the Chief of Staff activates as needed.
The Digital Twin and the Chief of Staff are distinct agents with
different roles — one represents the person, the other runs the
company. They collaborate, but they are not “the same agent in two
modes”.
Agent types
Apollo Space ships with ready-made agents and also lets you create custom agents.Canonical personas
Apollo Space ships with personas that cover day-to-day work — from research to closing, from operations to back-office. The three most used:- Scout — Researcher
- Marcus — Outbound
- Athena — Chief of Staff
What it does
Public web search via Tavily, company analysis, information
consolidation with cited sources. Ideal for the research and
lead enrichment phase.
Main tools
Web search (Tavily), page reading, contact extraction via
Apify, public profile analysis.
Every Scout search includes links to the sources consulted —
you can verify the origin of each piece of information.
Chief of Staff vs. Digital Twin
These are two distinct agents with different roles — not “two modes of the same agent”:Chief of Staff (Athena)
The organization’s agent. Knows the company’s context and
coordinates its work, but speaks with a neutral voice — not “as”
any specific leader.
Digital Twin
The person’s agent — personal, spans all their orgs, and speaks
with the leader’s voice. Shows up in conversations they don’t
have time to handle.
They collaborate: a leader’s Twin delegates to Athena when the
work belongs to the company; Athena activates the Twin when a
communication needs to go out in that person’s voice. Distinct roles,
one team.
Other available personas
Beyond the three canonical personas above, Apollo Space offers a catalog of specialist personas that are opt-in per org. It includes function-specific Chiefs of Staff (finance, technology, marketing) and agents focused on narrower tasks — writing, design, post-sale relationships, competitive analysis, and more. These personas are opt-in — you enable only the ones that make sense for your team. There’s no cost to “keep an agent alive” — cost is always per actual call made. The full list is visible under Settings → Agents → Catalog inside the app.Custom agents
Each org can create its own agents with:- Custom persona: your own system prompt plus defined tone and voice
- Custom tools: you enable only the tools this agent needs
- Custom caps: can have a daily cap different from the org’s default
- Own memory: agents don’t share memory — each accumulates its own history
Audit trail
Every agent action generates two types of log:| Log | Purpose |
|---|---|
| Trace | Complete replay of the conversation — every decision, every tool call. Visible in the UI via “View trace” in chat. |
| Usage history | One line per billable action, with cost. Feeds the Billing panel and the caps. |
Next steps
Scout
Details on the research agent.
Stars + caps
How to size the budget per agent.
Integrations
Which external tools your agents can use.
CRM
How agents interact with leads and pipelines.