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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!
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:
� 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.
� 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.
We even have sample spreadsheets for you to use or modify:
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.
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)
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.
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.
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
([email protected]), and they will be happy to assist you. You can also follow us on
Facebook (facebook.com/Insightly) or Tweet us @Insightlyapp.