Getting Started with Insightly!

a guide by

Thanks for Choosing Insightly!

How to Set It Up and wHat to tHInk aboUt:

USerS: Unless you’re a “solopreneur” (i.e., in business for yourself) your CRM

application will be a collaborative tool. Once you have set up an Insightly account,

you should invite other users to use the system. Think about which users to invite

and what data you want them to see. For example, should everyone in your company

use Insightly, or just certain people? Also, think about what type of user permissions

you may want to implement. Should every user see all of the information in the CRM

application, or do you want certain users or teams to see specific information?

Our goal is to make your life easier and give your small business the power it needs to

expand and grow. Ready to get started? We created this guide to help you set up your

Insightly for your business. These 10 steps cover key topics like adding users, creating

custom fields, importing data, setting up alerts and tasks and much more – everything you need to make Insightly work for you!

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Here are “10 easy Steps” for getting started with Insightly!

Data, Data, Data: Determine what data you want in Insightly. Make sure

any data you want to import into Insightly is as clean as possible. If you have your data

in multiple places – email, spreadsheets, or other programs – make sure to compile

the data into one spreadsheet. Once all of your data is in one spreadsheet, you can

eliminate duplicates and also determine if there is any information that should not

be imported into Insightly. For example, maybe you have contacts that you haven’t

touched in a few years, and you’re not even sure if the contact details are current. Or

maybe you have contacts with incomplete information. Is it necessary to put these

contacts into Insightly? If you have custom fields in your spreadsheet (i.e., sales

territory, customer type, part number), then make a note of these fields because

you should create a corresponding custom field in Insightly before importing.

Data IMPoRt aND CategoRIzatIoN: Once your data is “clean,”

then you can import it into Insightly. Insightly has direct import capabilities for:

� Gmail

� Excel or .csv File

If you want to export your data from other sources then a quick Google search

should help you. For example, if you search for ‘How to export contacts from XXX’

(where XXX is the name of your source) you’ll probably find at least one article that

will give you step-by-step instructions. Here are tips and best practices on how to

get your data into Insightly. Please be sure to read the full FAQs at the links below:

� We suggest you import your organizations first (and notes), then the

contacts (and notes). This way the contacts will automatically link with your

organizations and subsequent records will link to those.

� A complete address is required (address line, city, state/county, zip/postal

code) in order for any of the address components to be imported. Cities

and countries cannot be imported alone.

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� Contacts need at least a first or a last name to be imported. If the full name

is in a single field, map to the “Full Name” field.

http://help.insightly.com/en/are-there-guidelines-tricks-and-tips-for-importing-data/

http://help.insightly.com/en/how-do-i-import-data-into-insightly/

We even have sample spreadsheets for you to use or modify:

http://help.insightly.com/en/are-there-sample-files-available-for-setting-up-my-imports/

Once your data is in Insightly, think about how to categorize it so that you can easily find

it. In addition to custom fields, you can filter data by using categories and tags. Whether

you create custom fields or use tags, you can create custom filters to view this data.

tRaCk CustoMeR INteRaCtIoNs WIth eMaIl, Notes, aND

tasks: Most customer interactions happen via email, so you probably want to save

these emails into Insightly. Doing so allows you to centralize all customer interaction

in one convenient location. If you are using Google Apps, then our extremely popular

Gmail gadget allows you to save emails into Insightly with just a few clicks. If you are

not using Google Apps Gmail, then here is how you can save your emails into Insightly.

In addition, you can track customer phone calls and meetings using Insightly’s Notes

or Tasks records. If you are using Evernote, you can conveniently link your

Evernote and Evernote Business items directly from your Insightly records.

Using Insightly to manage your contacts will make you more efficient and organized.

CaleNDaR aND CoNtaCt syNC: The Insightly calendar shows all

of your Insightly events. You can even click the available checkboxes to display your

tasks with due dates, your milestones, and public events from your other Insightly

users. In addition, if you are on a paid Insightly plan and using Google Contacts or

Google Calendar, you can sync your Insightly contacts and calendar items to Google.

aleRts, NotIfICatIoNs, aND tasks: Insightly has a number of

options to keep you on top of your busy schedule and ensure you always have the latest

information. For example, maybe you want to be notified when a task you assigned to

another user has been completed, or when the details of a contact you are interested

in have changed, or when another user adds new files or information to a project.

In addition, tasks can help you make sure nothing falls through the cracks. If

you have a recurring to-do item, you can quickly create a repeating task and set up

reminder email notifications for yourself so that nothing is forgotten. You can also

assign tasks to other users.

aCtIvIty sets: Activity sets are a way to automate repetitive tasks and events

– saving you the time of creating them one by one. For example, you may want to

create an activity set for your sales process – initial call, follow up email, check-in

call 5 days later. An activity set will keep you on top of all tasks and processes.

oPPoRtuNItIes aND RePoRts: Opportunities are a handy way to track

money coming into your business. If you are using Insightly to track sales, then you can

create an opportunity when one of your contacts indicates a desire to purchase from

you. For example, if you run a manufacturing company, you might create an opportunity

when a client wants to buy one of your products. If you work for a non-profit organization,

then you might create opportunities to track your donations. If you’re in education, you

might create opportunities to track the success of your fundraising efforts.

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When you create an opportunity, you can define its potential dollar value, set a

probability of winning the opportunity, and predict a forecast close date for the

deal. You can also use Insightly’s pre-defined opportunity state reasons (i.e. Open,

Won, Abandoned, Suspended, Lost) and categories (i.e., Email, Phone, Follow Up,

Meeting) to help you manage the sales process.

In addition to opportunity state reasons and categories, you can create an opportunity

pipeline to track the different stages in an opportunity. Let’s imagine that your

company is a project management consultancy firm. You might create a pipeline to

Use Insightly opportunities to track business coming into your organization.

(Pipeline Courtesy of insightlyadvocate.com)

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reflect every stage of the process you use to win business, such as: In Development,

Getting Customer Details, Proposal, Negotiation, Closed, On Hold, Lost.

Once you have created opportunities, then Insightly reports can give you a macro

or micro view of the health of your business. For example, you can find out which

of your employees has sold the most, why you lost some deals, or you can take a

look at the total incoming opportunities to forecast your upcoming revenue.

PRojeCts: Projects are an integrated feature with Insightly and one of our main

differentiators. This is very handy, particularly if you are in a service business. Once you

sell your services to a customer, you can then convert the closed opportunity to a project

and begin work on the project to deliver your service. Like opportunities, you can

create a project pipeline. If you choose not to use pipelines, another option is to create

milestones for each step in the project and specify a target completion date for each

milestone. Tasks can be created and associated with each milestone within the project, which

provides you with more granular control of what needs to be done, by whom, and when.

lINkINg: Linking is a popular and exclusive feature of Insightly CRM. Linking allows

you to create relationships based on your business model or industry so that you

can have a true 360-degree view of your network. For example, you can easily set up

relationships like, “Bob is a colleague of Jan,” or “Western Acme Associates is affiliated with

Acme Industries,” or “Jenna works for Melissa.” It’s easy to link records together in Insightly.

Track project milestones to make sure nothing falls through the cracks.

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Check out our list of current integrations below. If you would like to integrate Insightly with a custom application, please see information on our application Programming Interface (aPI):

� evernote - Include Evernote and Evernote Business notes in Insightly.

� google+ hangouts - Hold group, voice, and video conversations from Insightly.

� MailChimp - Send out mass emails from Insightly (paid plans only).

� social - View a contact’s public social media profiles.

� Quote Roller - Send out professional quotes to your prospects.

� zapier - Create “zaps” for point-to-point integrations between Insightly and hundreds of SaaS applications.

� aPI - Use our REST API to integrate Insightly with your custom or internal applications.

Integrations

For tips, best practices, and general information follow us online.

Next steps – Scaling with Insightly

Now that the initial setup is complete, you are well on your way to becoming a productivity ninja!

As you become more familiar with Insightly, don’t forget to add more users, as they may

offer more creative ways to use the application and grow your business.

If you have additional questions, please feel free to reach out to our support team

(support@insightly.com), and they will be happy to assist you. You can also follow us on

Facebook (facebook.com/Insightly) or Tweet us @Insightlyapp.

http://www.insightly.com