How To Set Up Insightly CRM

A-Step-By-Step-Guide
How to
set up

The 4 Basic Types
Of crm records

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

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.

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.

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.

How to get data
Into Insightly

The simplest way to get
data into your CRM
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.”

Adding a New Record To Insightly Manually

If you are an existing business
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.

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

What If My Program Is Not Listed?
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.

How To Get Data From A
Spreadsheet Into Insightly
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:

Insightly will attempt to match
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.

Click Here To Try Insightly
Free For 3 Users

Add additional custom fields
To Insightly

You can add additional fields
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”.

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 opportunities
Into Insightly

Sales opportunities
represent the product or service you are selling
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.

How to set up opportunities
In 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.

As you can see in the above image
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:

Adding Categories
To 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:

Setting Up
Your opportunity pipeline

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

Here is an example of Activity Sets
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

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 Set
Now 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 Example
Now when I go to edit any opportunity and change the stage it will look like this:

Using permissioning and keeping your data safe

There is a Balance here Between keeping it useful
and being exposed
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.

Here’s what you need to
keep your system useful
There are two levels where user
permissions can be set in Insightly:
!
1. The System Level
2. The Record Level

1. The System Level
Under 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 teams
In Insightly

Using the teams tab under
System Settings
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.

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.

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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How To Set Up Insightly CRM

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