how to set up insightly crm

A-Step-By-Step-Guide

How to set up

Of crm recordsThe 4 Basic Types

1. Contacts

Used to keep track of an individual customer or other contact’s info, emails, related files, notes and more.

Contact Example

2. Organizations

Used to keep track of information on a particular company, and the contacts that are associated with that company. Generally only used by businesses that sell to other businesses. Also called Accounts or Companies in some CRMs.

Organization Example

3. Opportunities

Linked to contacts or organizations and used to track potential sales and keep a records. Opportunities are helpful in tracking the success of your products and individual salespeople, as well as determining your pipeline. Also called Deals in some CRMs.

Opportunity Example

4. Tasks

Used to make note of any interaction (phone call, writing a proposal, sending an email etc) you have with your contacts and schedule tasks for the future. Also called Activities in some CRMs.

Task Example

How to get dataInto Insightly

Is to type it in manually. If you are a new business that doesn’t already have a lot of information you want to get into the system, that may be fine. Just click “add new,” fill out the boxes, and click “save.”

The simplest way to get data into your CRM

Adding a New Record

To Insightly Manually

Then it may be too much data to enter manually. If you have your data in Gmail, Outlook, Act9, or a .CSV spreadsheet, then you are in luck. Insightly allows you to import data directly from these applications automatically.

If you are an

existing business

Importing Data into Insightly

You will get a screen where you can select the program you would like to import from, and Insightly takes care of the rest:

Once you do that

Insightly Data Import Options

Many systems will allow you to export data into a .csv excel file. The key is getting your data from whatever systems you have it in now, into a spreadsheet which you can then import in your CRM.

What If My Program

Is Not Listed?

Once you have your data in a .csv spreadsheet, go back to the same “import contacts” window above, and select “import contacts from a .csv file”. Select your file and then push upload, which will bring up a window that looks like this:

How To Get Data From A Spreadsheet Into Insightly

Insightly File Mapping Window

The available insightly fields, with the data in each column in your spreadsheet. If it does not recognize a column in your excel file, it allows you to choose the equivalent Insightly field.

Insightly will

attempt to match

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Add additional custom fieldsTo Insightly

To contacts, organizations, and opportunities in Insightly. As an example, we use Insightly to keep track of several different types of contacts here at Fit Small Business, and wanted a field where we could list a contact’s “type”.

You can add

additional fields

Insightly Custom Field Example

To Add a

Custom Field

Click on your picture in the upper right hand corner of your screen and then select “system settings”.

Then select “custom fields”The type of record you want, and the “add new custom field” button.

Getting your opportunitiesInto Insightly

You can use opportunities to see where a potential lead is in the sales process, what people are buying, what the probability is someone will make a purchase, and your sales team’s success rate.

Sales opportunities represent the product

or service you are selling

How to set up opportunitiesIn Insightly

Right Out of The Box

Insightly allows you to give the opportunity a name and description, estimate the probability the deal will close, estimate when the deal will close, the dollar value of the deal, and state who is responsible for the deal.

Insightly Opportunity Example

Here are two additional details that I can fill out as part of an opportunity: !1. Opportunity Categories 2. Opportunity Pipelines !They require some additional setup. Here’s how to do it:

As you can see

in the above image

Adding CategoriesTo Opportunities

If you have multiple types

of products or services

Then you may want to set up opportunity categories, to keep track of the different types of products or services that you sell. Just click the systems settings menu and then follow the steps below:

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Your opportunity pipelineSetting Up

The process is a

little more complicated

But is also a very powerful feature for salespeople and sales managers. When used correctly you can track the current stage of all your sales opportunities on the individual salesperson and company level.

1. Define your sales process

Define your sales process before. Here is an example of a simple sales process: !- New Lead - Schedule a Meeting/Demo - Meeting/Demo - Signed Contract !In this example, the sales process is made up of 4 stages.

2. Add a Pipeline

To Insightly

Now that you know the stages of your pipeline, you can set it up in Insightly. Go to system settings in the upper right hand corner of your screen, then click “pipelines”, give the pipeline a name, put a checkbox under opportunities, and then click add pipeline.

Adding a New Pipeline to Insightly

3. Set Up Your Pipeline Stages

Click the edit stages link beside your new pipeline, and add the stages you defined in step 1. For now leave the “activity set” column blank, we are going to come back to that later.

Adding Stages to a Pipeline in Insightly

Changing the Pipeline and Stage of an Opportunity

Now you can go back to your opportunity, where you will see your new pipeline and set the stage.

Changing the Pipeline and Stage of an Opportunity

4. Define Your Activity Sets

Activity sets allow you to automatically schedule tasks for team members whenever a new opportunity is set up, and whenever the pipeline is updated to a new stage.

Here is an example

of Activity Sets

Stage1: New Lead Comes In New Lead Activity Set: Call Lead, Mail Information Package !Stage 2: Meeting Scheduled Pre Meeting Activity Set: Research Customer, Prepare Presentation

Stage 3: Meeting Post Meeting Activity Set: Send Contract, Followup on Contract, Counter Sign Contract !Stage 4: Contract Signed Post Contact Activity Set: Hand off to project manager

Here is an example

of Activity Sets

5. Add Your Activity Sets to Insightly

Go to system settings in the upper right hand corner, and select activity sets. Then enter the name of your activity set, put a checkmark under opportunities, and then click add.

Adding Activity Sets To Insightly

Adding Individual Activities to an Activity SetNow click the “edit activities” link beside the activity set, and add the activities:

6. Add Your Activity Sets to Your Pipeline

Go back to the pipelines tab under system settings, select your pipeline, and click the “edit stages” link. Next click the edit button beside the stage you want to add the activity set to, add the activity set you just set up, and then click save.

Adding Activity Sets To a Pipeline

Opportunity Activity Set ExampleNow when I go to edit any opportunity and change the stage it will look like this:

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Using permissioning and

keeping your data safe

The more restrictive you make the permissions for individual users in terms of what they can see, the less useful the system becomes. Alternatively, the more access you give your individual users, the more likely it is that someone is going to run off with all your data.

There is a Balance here

Between keeping it useful and being exposed

There are two levels where user permissions can be set in Insightly: !1. The System Level 2. The Record Level

Here’s what you need to keep your system useful

1. The System LevelUnder the system settings tab you can give administrative access (the ability to change system settings), and set whether or not a user can export data from the system.

2. The Record Level

By default records are visible to everyone. You can also set records to be visible only to the person that created it, specific people, or teams of people. Regardless of what an individual record’s permission level is set to, administrators will always be able to see all records.

How to create teamsIn Insightly

To set up a team simply click the teams link on the left hand side of the system settings page. Give the team a name and then add the Insightly users that you would like to be a part of that team.

Using the teams tab under System Settings

Adding Individual Users

Adding a new user is simple and straightforward. Just click the systems setting link in the upper right hand corner of your screen, select users on the left hand side, and then click add new user.

Adding a New User

Need More Help?

Did you get hung up on something in this guide or have questions that I didn’t answer? Drop me a comment here. I respond to all

comments personally.

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