Yes, Insightly is a full-featured CRM with contact management, sales pipeline tracking, and reporting. What makes it different is its built-in project management module for managing the entire customer lifecycle.

Insightly is used by over 1.5 million users worldwide, mostly small and mid-size businesses in industries like marketing, consulting, real estate, and technology.

Insightly is owned by Unbounce, a marketing automation company headquartered in San Francisco, California.

How to Use Insightly: A Complete Guideline in 2026

by Fahim Joharder | Last updated Mar 6, 2026

Quick Start

This guide covers every Insightly feature:

Getting Started — Create account and basic setup
How to Use CRM — Manage contacts, leads, and deals in one place
How to Use Project Management — Turn closed deals into trackable projects
How to Use Reporting — Build dashboards and track KPIs
How to Use Organizations — Map company relationships and hierarchies
How to Use Emails — Track and log every conversation
How to Use AI Automations — Automate tasks with smart workflows
How to Use Modern CRM — Custom apps and advanced features
How to Use Integrations — Connect your favorite apps
How to Use Support & Ticketing — Handle customer service requests

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I’ve used Insightly for over a year and tested every feature covered here. This how to use Insightly tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.

Insightly is one of the most powerful CRM and project management tools available today.

But most users only scratch the surface of what it can do.

This guide shows you how to use every major feature.

Step by step, with screenshots and pro tips.

Insightly Tutorial

This complete Insightly tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.

Insightly

Manage sales, projects, and customer relationships in one platform. Insightly combines CRM with built-in project management so you never lose momentum after closing a deal. Start your 14-day free trial today.

TRY INSIGHTLY NOW →

READ FULL REVIEW →

INSIGHTLY ALTERNATIVES →

Getting Started with Insightly

Before using any feature, complete this one-time setup.

It takes about 3 minutes.

Now let’s walk through each step.

Step 1: Create Your Account

Go to Insightly’s website and click “Try CRM Free.

Enter your name, email, and create a password.

You’ll get a 14-day free trial with no credit card required.

✓ Checkpoint: Check your inbox for a confirmation email from Insightly.

Step 2: Access Your Dashboard

Insightly is a web-based app that runs in your browser.

Mobile apps are also available for iOS and Android.

✓ Checkpoint: You should see the main dashboard with navigation on the left side.

Step 3: Complete Initial Setup

Follow the onboarding wizard to import contacts from your email.

Connect your Google Workspace or Microsoft 365 account.

Set your timezone and notification preferences in System Settings.

✅ Done: You’re ready to use any feature below.

How to Use Insightly CRM

CRM lets you manage contacts, leads, and deals in a single workspace.

Here’s how to use it step by step.

Watch CRM in action:

Now let’s break down each step.

Step 1: Add Your First Contact

Click “Contacts” in the left sidebar menu.

Hit the “+” button to create a new contact record.

Fill in name, email, phone, and company details.

Step 2: Create a Sales Pipeline

Navigate to “Opportunities” and click “New Opportunity.”

Link the opportunity to a contact and set the deal value.

Choose a pipeline stage like “Qualification” or “Proposal.”

✓ Checkpoint: You should see your opportunity in the pipeline view.

Step 3: Track Lead Progress

Drag opportunities between stages as deals move forward.

Add notes and tasks to each opportunity for follow-up.

Use the kanban board for a visual overview of all active deals.

✅ Result: You now have a complete sales pipeline tracking every deal.

💡 Pro Tip: Create multiple pipelines for different product lines or sales processes.

How to Use Insightly Project Management

Project Management lets you turn closed deals into trackable projects with milestones.

Here’s how to use it step by step.

Watch Project Management in action:

Now let’s break down each step.

Step 1: Convert a Won Deal to a Project

Open any closed-won opportunity in your pipeline.

Click “Convert to Project” to copy all deal details automatically.

The contact, organization, and notes transfer over instantly.

Step 2: Set Up Project Milestones

Open the new project and click “Add Pipeline.”

Define stages like “Kickoff,” “In Progress,” and “Delivery.”

Assign tasks to team members with due dates for each milestone.

✓ Checkpoint: Your project should show all milestones in the pipeline view.

Step 3: Track Project Progress

Move the project through pipeline stages as work gets completed.

Use Activity Sets to add recurring task templates to any project.

Check the project dashboard for real-time progress updates.

✅ Result: You now manage post-sale delivery without leaving Insightly.

💡 Pro Tip: Create Activity Sets with pre-built task templates to save time on recurring projects.

How to Use Insightly Reporting

Reporting lets you build custom dashboards and track KPIs across sales and projects.

Here’s how to use it step by step.

Watch Reporting in action:

Now let’s break down each step.

Step 1: Open the Reports Module

Click “Reports” in the left navigation menu.

Browse pre-built report templates or click “New Report.

Choose the data source like Opportunities, Contacts, or Projects.

Step 2: Build a Custom Report

Select the fields you want to display in your report.

Add filters to narrow results by date range, stage, or owner.

Choose a chart type like bar, line, or pie for visual display.

✓ Checkpoint: Your report should show filtered data in the preview pane.

Step 3: Pin Reports to Your Dashboard

Save your report and click “Add to Dashboard.”

Arrange dashboard cards by dragging them into your preferred layout.

Share the dashboard with your team for real-time visibility.

✅ Result: You have a live dashboard showing your most important metrics.

💡 Pro Tip: Schedule reports to be emailed to your team weekly for automatic updates.

How to Use Insightly Organizations

Organizations lets you map company relationships, hierarchies, and account details.

Here’s how to use it step by step.

Watch Organizations in action:

Now let’s break down each step.

Step 1: Create an Organization Record

Click “Organizations” in the left sidebar navigation.

Hit the “+” button to add a new company profile.

Fill in the company name, address, website, and industry.

Step 2: Link Contacts and Relationships

Open the organization record and scroll to the “Contacts” section.

Click “Link Contact” to associate people with this company.

Define the relationship type like “Employee,” “Partner,” or “Vendor.”

✓ Checkpoint: You should see all linked contacts under the organization.

Step 3: View the Relationship Map

Use the relationship linking feature to map how companies connect.

Add parent-child relationships for subsidiaries and divisions.

Review the complete interaction history for each organization.

✅ Result: You have a clear view of every company and its key contacts.

💡 Pro Tip: Use custom fields on organizations to track annual revenue, employee count, or contract renewal dates.

How to Use Insightly Emails

Emails lets you track, send, and log every conversation from inside the CRM.

Here’s how to use it step by step.

Watch Emails in action:

Now let’s break down each step.

Step 1: Connect Your Email Account

Go to User Settings and click “Email Accounts.”

Connect your Gmail or Outlook account with one click.

Insightly will sync your inbox and map emails to contact records.

Step 2: Send Emails from Contact Records

Open any contact and click “Send Email.”

Use email templates to save time on repetitive messages.

Track open rates and click-throughs on sent emails.

✓ Checkpoint: Sent emails should appear in the contact’s activity timeline.

Step 3: Use AI Email Summaries

Click the AI summary button on any long email thread.

Insightly’s AI Copilot condenses the conversation into key points.

Use AI-generated reply suggestions to respond faster.

✅ Result: Every email conversation is logged and searchable in the CRM.

💡 Pro Tip: Use the BCC-to-Insightly email address to log emails sent from any email client.

How to Use Insightly AI Automations

AI Automations lets you automate repetitive tasks with rule-based workflows.

Here’s how to use it step by step.

Watch AI Automations in action:

Now let’s break down each step.

Step 1: Create a Workflow Rule

Go to System Settings and click “Workflow Automation.

Click “New Rule” and select the trigger object like Lead or Opportunity.

Define the trigger condition, such as “Lead Status changes to Qualified.”

Step 2: Define Automated Actions

Choose an action like “Send Email,” “Create Task,” or “Update Field.”

Set up multi-step workflows to chain actions together.

Add conditions to branch workflows based on field values.

✓ Checkpoint: Your workflow rule should appear in the active rules list.

Step 3: Test and Activate

Create a test record that matches your trigger conditions.

Verify that all automated actions fire correctly.

Activate the rule for your entire team once testing is complete.

✅ Result: Repetitive tasks now run automatically without manual effort.

💡 Pro Tip: Set up a welcome email workflow that triggers when a new lead is created.

How to Use Insightly Modern CRM

Modern CRM lets you create custom apps, objects, and tailored experiences for each team.

Here’s how to use it step by step.

Watch Modern CRM in action:

Now let’s break down each step.

Step 1: Create a Custom Object

Go to System Settings and select “Custom Objects.”

Click “New Object” and name it based on your business needs.

Add custom fields like text, dropdown, date, or currency fields.

Step 2: Build a Custom App

Navigate to “Custom Apps” in the admin panel.

Select which objects, fields, and navigation items each team sees.

Brand the app with your company logo and color scheme.

✓ Checkpoint: Team members should see their custom app when they log in.

Step 3: Configure Page Layouts

Create different page layouts for each role in your company.

Control which fields are visible, required, or read-only per role.

Use validation rules to keep data clean and consistent.

✅ Result: Every team has a tailored CRM experience that fits their workflow.

💡 Pro Tip: Use the sandbox environment (Enterprise plan) to test changes before pushing them live.

How to Use Insightly Integrations

Integrations lets you connect Insightly with over 500 apps through AppConnect.

Here’s how to use it step by step.

Watch Integrations in action:

Now let’s break down each step.

Step 1: Browse Available Integrations

Go to System Settings and click “AppConnect.”

Browse the library of over 500 pre-built app connectors.

Search for the app you want to connect, like Slack or QuickBooks.

Step 2: Set Up a Connection

Click the app and follow the guided setup wizard.

Authorize Insightly to access the third-party app.

Map fields between Insightly and the connected app.

✓ Checkpoint: The connected app should show “Active” status.

Step 3: Create Automated Syncs

Define triggers like “When a new contact is created, sync to Mailchimp.

Set sync frequency to real-time or scheduled intervals.

Test the sync with a sample record to confirm data flows correctly.

✅ Result: Your tech stack is now connected with data flowing automatically.

💡 Pro Tip: Use the REST API for custom integrations that go beyond AppConnect’s pre-built connectors.

How to Use Insightly Support & Ticketing

Support & Ticketing lets you handle customer service requests and track resolution times.

Here’s how to use it step by step.

Watch Support & Ticketing in action:

Now let’s break down each step.

Step 1: Enable Service Module

Contact your Insightly admin to enable the Service add-on.

Configure ticket categories, priorities, and SLA rules.

Set up email-to-ticket routing so customer emails create tickets automatically.

Step 2: Manage Incoming Tickets

Open the Service module to view all incoming tickets.

Assign tickets to agents manually or with auto-routing rules.

Track ticket status, response time, and resolution progress.

✓ Checkpoint: You should see incoming tickets in your service queue.

Step 3: Resolve and Close Tickets

Reply to the customer directly from the ticket screen.

Add internal notes for team collaboration on complex issues.

Mark the ticket as resolved and review SLA compliance metrics.

✅ Result: Customer support requests are tracked from submission to resolution.

💡 Pro Tip: Link support tickets to CRM contacts so your sales team sees the full customer picture.

Insightly Pro Tips and Shortcuts

After testing Insightly for over a year, here are my best tips.

Keyboard Shortcuts

Action	Shortcut
Quick search records	Ctrl + / (Cmd + /)
Create new record	Click “+” in any module
Navigate between modules	Use left sidebar shortcuts
Save current record	Ctrl + S (Cmd + S)

Hidden Features Most People Miss

Activity Sets: Pre-built task templates you can apply to any project or opportunity in one click, saving hours of setup time.
Relationship Linking: Connect contacts, organizations, and opportunities to see how every record relates to each other across your business.
AI Copilot: Ask the sidebar assistant to summarize deals, create follow-up tasks, or check opportunity status without manual searching.

Insightly Common Mistakes to Avoid

Mistake #1: Skipping Pipeline Customization

❌ Wrong: Using the default pipeline stages without adjusting them to match your sales process.

✅ Right: Customize pipeline stages to mirror your actual sales steps before adding any deals.

Mistake #2: Not Linking Records Together

❌ Wrong: Creating contacts, organizations, and opportunities as standalone records with no connections.

✅ Right: Always link contacts to their organization and tie opportunities to the right contact and company.

Mistake #3: Ignoring Workflow Automation

❌ Wrong: Manually sending follow-up emails and updating fields for every lead change.

✅ Right: Set up workflow rules to automate follow-ups, field updates, and task assignments on trigger events.

Insightly Troubleshooting

Problem: Emails Not Syncing to Contact Records

Cause: Your email account may not be properly connected or the email address doesn’t match a contact.

Fix: Go to User Settings, disconnect and reconnect your email account, and verify the contact’s email matches.

Problem: Workflow Rules Not Triggering

Cause: The trigger conditions may be too narrow or the rule is set to “Inactive.”

Fix: Check the rule status, broaden your trigger conditions, and test with a fresh record.

Problem: Duplicate Contact Records Appearing

Cause: Contacts imported from multiple sources without deduplication checks.

Fix: Use the “Find Duplicates” tool under Contacts, merge records, and enable duplicate detection rules.

📌 Note: If none of these fix your issue, contact Insightly support.

What is Insightly?

Insightly is a CRM and project management tool that helps you manage sales, deliver projects, and build lasting customer relationships in one platform.

Think of it like a command center for your entire customer journey — from first contact to project delivery.

Watch this quick overview:

It includes these key features:

CRM: Manage contacts, leads, and sales pipelines with visual deal tracking.
Project Management: Convert won deals to projects and track milestones.
Reporting: Build custom dashboards to monitor sales and project KPIs.
Organizations: Map company relationships and hierarchies across your accounts.
Emails: Send, track, and log emails with AI-powered summaries.
AI Automations: Automate workflows, follow-ups, and field updates.
Modern CRM: Create custom apps, objects, and page layouts per team.
Integrations: Connect with 500+ apps through AppConnect.
Support & Ticketing: Handle customer service requests with SLA tracking.

For a full review, see our Insightly review.

Insightly Pricing

Here’s what Insightly costs in 2026:

Plan	Price	Best For
Plus	$29/user/month	Small teams needing basic CRM and project management
Professional	$49/user/month	Growing teams that need workflow automation and lead routing
Enterprise	$99/user/month	Large teams needing custom apps, sandbox, and advanced security

Free trial: Yes, 14 days with no credit card required.

Money-back guarantee: No, but you can cancel anytime before your next billing cycle.

💰 Best Value: Professional plan — it unlocks workflow automation and lead routing at a fair mid-tier price.

Insightly vs Alternatives

How does Insightly compare? Here’s the competitive landscape:

Watch this comparison:

Tool	Best For	Price	Rating
Insightly	CRM + project management in one	$29/user/mo	⭐ 4.1
HubSpot	Free CRM with marketing features	$0–$800/seat/mo	⭐ 4.0
Zoho CRM	Budget-friendly with AI assistant	$14–$52/user/mo	⭐ 4.3
Pipedrive	Visual sales pipeline management	$14–$69/user/mo	⭐ 4.3
Salesforce	Enterprise-grade CRM for large teams	$25–$150/user/mo	⭐ 4.5

Quick picks:

Best overall: Salesforce — most powerful CRM with the deepest feature set for scaling teams.
Best budget: Zoho CRM — full-featured CRM starting at just $14 per user per month.
Best for beginners: HubSpot — generous free plan and an intuitive interface.
Best for sales-focused teams: Pipedrive — built around visual pipeline management.

🎯 Insightly Alternatives

Looking for Insightly alternatives? Here are the top options:

🚀 HubSpot: Free CRM with powerful marketing tools, email tracking, and a massive app marketplace for growing businesses.
💰 Zoho CRM: Feature-rich CRM with AI assistant Zia, custom modules, and pricing that starts at $14 per user per month.
🎨 Pipedrive: Visual sales pipeline tool built for salespeople who want a clean, drag-and-drop deal management experience.
🏢 Salesforce: Industry-leading enterprise CRM with deep customization, AI analytics, and thousands of integrations.

For the full list, see our Insightly alternatives guide.

⚔️ Insightly Compared

Here’s how Insightly stacks up against each competitor:

Insightly vs HubSpot: HubSpot offers a stronger free tier and better marketing tools, but Insightly wins with built-in project management.
Insightly vs Zoho CRM: Zoho is cheaper and offers more plans, but Insightly’s project delivery features give it a unique edge.
Insightly vs Pipedrive: Pipedrive is better for pure sales pipeline tracking, while Insightly covers post-sale project delivery too.
Insightly vs Salesforce: Salesforce is far more powerful for large enterprises, but Insightly is simpler and more affordable for small to mid-size teams.

Start Using Insightly Now

You learned how to use every major Insightly feature:

✅ CRM
✅ Project Management
✅ Reporting
✅ Organizations
✅ Emails
✅ AI Automations
✅ Modern CRM
✅ Integrations
✅ Support & Ticketing

Next step: Pick one feature and try it now.

Most people start with CRM to set up their sales pipeline.

It takes less than 5 minutes.

Frequently Asked Questions

How does Insightly work?

Insightly works as a cloud-based CRM that stores all your contacts, leads, and deals in one place. You create records, link them together, and track every interaction. The platform also includes project management so you can convert closed deals into projects with milestones and task tracking.

Is Insightly easy to use?

Insightly has a clean interface that most users pick up within a few days. The left sidebar navigation makes it simple to switch between modules. However, advanced features like custom objects and workflow automation take more time to master, especially for CRM beginners.

How do I add a field in Insightly?

Go to System Settings, select the object you want to modify (like Contacts or Opportunities), and click “Fields.” Hit “Add Field,” choose the field type (text, dropdown, date, etc.), name it, and save. The new field will appear on all records of that type.

Does Insightly have a mobile app?

Yes, Insightly offers mobile apps for both iOS and Android. The mobile app lets you access contacts, opportunities, and projects on the go. You can also log calls, scan business cards, and record audio notes directly from your phone.

Is Insightly a CRM?

Yes, Insightly is a full-featured CRM with contact management, sales pipeline tracking, and reporting. What makes it different from most CRMs is its built-in project management module. This lets you manage the entire customer lifecycle from lead to project delivery without switching platforms.

Is Insightly free?

Insightly removed its free plan in October 2024. The platform now starts at $29 per user per month on the Plus plan, billed annually. You can try it free for 14 days without a credit card to test all features before committing.

Who uses Insightly?

Insightly is used by over 1.5 million users worldwide, mostly small and mid-size businesses. It’s popular in industries like marketing, consulting, real estate, and technology. Teams that need both CRM and project management in one tool are the best fit.

Who owns Insightly?

Insightly is owned by Unbounce, a marketing automation company. Unbounce acquired Insightly to expand its product suite beyond landing pages into CRM and customer management. The company is headquartered in San Francisco, California.

How to set up Insightly?

Start by signing up for a free trial at insightly.com. Connect your email account (Gmail or Outlook), import your contacts, and customize your sales pipeline stages. The onboarding wizard walks you through each step, and most teams are fully set up within an hour.