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How To Set Up Insightly CRM

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How To Set Up Insightly CRM

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In previous presentations, we showed you how to choose a CRM system and gave you a comparison of the top 4 CRM software options for small businesses. If you followed our advice and chose Insightly for your CRM, it’s now time to set it up. That’s the topic of today’s presentation.

See more at: http://fitsmallbusiness.com/how-to-set-up-insightly/

In previous presentations, we showed you how to choose a CRM system and gave you a comparison of the top 4 CRM software options for small businesses. If you followed our advice and chose Insightly for your CRM, it’s now time to set it up. That’s the topic of today’s presentation.

See more at: http://fitsmallbusiness.com/how-to-set-up-insightly/

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How To Set Up Insightly CRM

  1. 1. A-Step-By-Step-Guide How to set up
  2. 2. The 4 Basic Types Of crm records
  3. 3. 1. Contacts Used to keep track of an individual customer or other contact’s info, emails, related files, notes and more.
  4. 4. Contact Example
  5. 5. 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.
  6. 6. Organization Example
  7. 7. 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.
  8. 8. Opportunity Example
  9. 9. 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.
  10. 10. Task Example
  11. 11. How to get data Into Insightly
  12. 12. 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.”
  13. 13. Adding a New Record To Insightly Manually
  14. 14. 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.
  15. 15. Importing Data into Insightly
  16. 16. 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:
  17. 17. Insightly Data Import Options
  18. 18. 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.
  19. 19. 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:
  20. 20. Insightly File Mapping Window
  21. 21. 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.
  22. 22. Click Here To Try Insightly Free For 3 Users
  23. 23. Add additional custom fields To Insightly
  24. 24. 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”.
  25. 25. Insightly Custom Field Example
  26. 26. To Add a Custom Field Click on your picture in the upper right hand corner of your screen and then select “system settings”.
  27. 27. Then select “custom fields” The type of record you want, and the “add new custom field” button.
  28. 28. Getting your opportunities Into Insightly
  29. 29. 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.
  30. 30. How to set up opportunities In Insightly
  31. 31. 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.
  32. 32. Insightly Opportunity Example
  33. 33. 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:
  34. 34. Adding Categories To Opportunities
  35. 35. 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:
  36. 36. Click Here To Try Insightly Free For 3 Users
  37. 37. Setting Up Your opportunity pipeline
  38. 38. 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.
  39. 39. 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.
  40. 40. 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.
  41. 41. Adding a New Pipeline to Insightly
  42. 42. 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.
  43. 43. Adding Stages to a Pipeline in Insightly
  44. 44. 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.
  45. 45. Changing the Pipeline and Stage of an Opportunity
  46. 46. 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.
  47. 47. 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
  48. 48. 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
  49. 49. 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.
  50. 50. Adding Activity Sets To Insightly
  51. 51. Adding Individual Activities to an Activity Set Now click the “edit activities” link beside the activity set, and add the activities:
  52. 52. 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.
  53. 53. Adding Activity Sets To a Pipeline
  54. 54. Opportunity Activity Set Example Now when I go to edit any opportunity and change the stage it will look like this:
  55. 55. Click Here To Try Insightly Free For 3 Users
  56. 56. Using permissioning and keeping your data safe
  57. 57. 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.
  58. 58. 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
  59. 59. 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.
  60. 60. 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.
  61. 61. How to create teams In Insightly
  62. 62. 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.
  63. 63. 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.
  64. 64. Adding a New User
  65. 65. 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.
  66. 66. Click Here To Try Insightly Free For 3 Users
  67. 67. Join The Community: www.FitSmallBusiness.com Click here to tweet this presentation. See the full article here

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