How to Use Insightly: A Complete Guideline in 2025

Is your business drowning in a sea of scattered information?

You’re juggling contacts, emails, projects, and deadlines – and it’s driving you crazy!

Searching through endless spreadsheets and sticky notes wastes precious time, and you might even miss important opportunities.

It’s frustrating, isn’t it? But don’t worry, there’s a solution!

In this post, we’ll break down how to use Insightly to help you use the software easily.

Getting Started with Insightly

Okay, let’s get you started with Insightly! This section will walk you through setting up your account and getting it ready to use.

1. Setting up your Insightly CRM account

Think of setting up your Insightly CRM account like creating a profile on your favorite social media app. It’s quick and easy!

• Sign up: First, go to the Insightly website and sign up for an account. Then, choose the plan that best fits your needs. Don’t worry—they have a free trial so you can try it out first.
• Explore the dashboard: Once you’re in, you’ll see the Insightly dashboard. This is like your home screen. It shows you important information and helps you navigate.
• Make it your own: You can personalize your Insightly account. Change your settings to match how you like to work, and even choose what notifications you want to receive.

2. Importing your data

Already have customer information stored somewhere else? No problem! You can easily bring it all into Insightly.

• Gather your information: Collect all your customer data together, either in a spreadsheet or a different system.
• Import it: Insightly lets you import your data. You can bring all your contacts, companies (like maybe the Unbounce company!), and projects into your new account.
• Organize with custom fields: Insightly has “custom fields” that let you add special details about your customers. You can add things like their birthdays or what products they like. This helps you keep track of everything in one place.

3. Using the Insightly mobile app

Want to use Insightly on the go? They have a mobile app for that!

• Download the app: Find the Insightly app in your app store and download it to your phone or tablet.
• Log in: Use the same details you used for your Insightly account on the website.
• Stay in sync: The app keeps all your information up-to-date, so you can access it from anywhere.

That’s it! You’re ready to start using Insightly to organize your contacts, projects, and sales.

Let’s move on to the next section and learn how to use Insightly’s awesome features.

Mastering Contact Management in Insightly

Alright, now let’s dive into how Insightly CRM can help you become a contact management pro!

It’s all about keeping your customer information organized and easy to find.

1. Adding and managing contacts

Think of Insightly like a digital address book, but way more powerful! Here’s how to add your contacts:

• Add new contacts: Click the “New Contact” button. Fill in the blanks with your customer’s name, phone number, email, and anything else you want to remember.
• Keep things tidy: Insightly lets you group your contacts. You can use tags to mark your best customers or categorize them by what they buy.
• Link contacts together: If some of your contacts work at the same company, you can link them together. This helps you see the connections between people.

2. Using contact records like a detective

Insightly keeps a record of everything you do with a contact. It’s like having a super memory!

• Track your interactions: Every time you email, call, or meet with a contact, you can record it in Insightly. This helps you remember what you talked about.
• See the history: Insightly keeps a timeline of all your activities with each contact. It’s like a diary of your relationship with them.
• Jot down notes: You can add notes to a contact’s record. Maybe you learned their favorite sports team or they mentioned an upcoming event. Write it down!
• Set reminders: Need to follow up with a contact? Create a task in Insightly to remind yourself.

3. Advanced contact management

Insightly has some extra tools to help you manage your contacts like a pro.

• Lead routing: This tool automatically sends new contacts to the right person on your team. It’s like having a traffic controller for your customers.
• Contact scoring: You can give your contacts points based on how interested they are in your business. This helps you focus on the hottest leads.
• Web forms: Create forms on your website that automatically add new contacts to Insightly. It’s like having a signup sheet that fills itself out!

By using these tools and practicing good organization habits, you’ll become an Insightly contact management master in no time!

Next up, we’ll look at how Insightly can help you manage your projects.

Boosting Sales with Insightly

Okay, so you’re managing your contacts and projects like a pro. Now, let’s see how Insightly can help you sell more and grow your business!

1. Managing your sales pipeline

Think of your sales pipeline like a journey. It starts with finding potential customers (leads) and ends with closing deals. Insightly helps you track every step of the way.

• Track your progress: Insightly lets you see where each potential customer is in the sales journey. Are they just learning about you? Are they ready to buy?
• Customize your pipeline: Every business is different. You can change the steps in your sales pipeline to match how you sell.
• Check your performance: Insightly has reports and dashboards that show you how your sales are doing. It’s like a scoreboard for your sales team!

2. Automating sales tasks

Imagine if Insightly could do some of your sales tasks for you. Well, it can!

• Email automation: You can set up automatic emails to send to your potential customers. This saves you time and keeps them interested.
• Workflow automation: Insightly can automatically move deals to the next stage in your pipeline. This keeps things moving smoothly.
• Lead assignment: New leads can be automatically assigned to the right salesperson. This makes sure everyone has a fair chance to close deals.

3. Connecting with other sales tools

Insightly plays well with other tools you might be using.

• Integrations: You can connect Insightly with other popular sales tools. This lets you share information between different systems.
• Streamline your work: Connecting your tools can save you time and make your work easier. It’s like having all your tools in one toolbox!

By using Insightly and following good sales practices, you can improve your sales performance and close more deals.

Plus, with automation, you can let Insightly do some of the heavy lifting for you!

Next, let’s look at how Insightly can be used for marketing.

Insightly for Marketing

You’re doing great! Now, let’s explore how Insightly can help you with marketing. Marketing is all about getting the word out about your awesome products or services.

1. Finding and keeping customers

Insightly can help you find new customers and keep them interested in your business.

• Capture leads: Use Insightly’s web forms to collect information from people who visit your website. It’s like having a sign-up sheet at your online store.
• Send emails: You can send emails to groups of potential customers. Tell them about your latest products or special offers.
• Track engagement: Insightly shows you who is opening your emails and clicking on your links. This helps you see what’s working.

2. Marketing automation

Insightly can automate some of your marketing tasks, just like it can with sales.

• Email automation: You can set up automatic emails to send to new leads. Welcome them to your business and tell them more about what you offer.
• Lead scoring: Give points to your leads based on how interested they seem. This helps you focus on the people who are most likely to become customers.

3. Social media superpowers

Insightly can even help you with social media!

• Connect your accounts: You can connect Insightly with your social media accounts, like LinkedIn and Twitter.
• Monitor activity: See what people are saying about your business online. This helps you build relationships with potential customers.

Insightly helps your marketing team work together effectively.

It helps you build strong relationships with your customers. By using Insightly’s tools, you can reach more people and grow your business!

Up next, we’ll learn about Insightly’s reports and analytics.

These tools help you understand your data and make smart decisions.

Reporting and Analytics in Insightly

You’re on a roll! Now let’s talk about reports and analytics in Insightly.

Don’t worry, it’s not as complicated as it sounds!

Think of it like checking your grades to see how you’re doing in school. Insightly’s reports show you how your business is doing.

1. Ready-made reports

Insightly has lots of ready-made reports you can use.

• Sales performance: See how many deals you’ve closed and how much money you’ve made.
• Project progress: Check if your projects are on track and if your teams are meeting their deadlines.
• Get insights: Reports help you understand what’s working well and what needs improvement.

2. Create your own reports

You can even create your own reports in Insightly!

• Customize: Choose what information you want to see in your report.
• Filter and group: You can filter your data to see only what you need. You can also group things together to make it easier to understand.
• Make it visual: Insightly lets you create charts and graphs. These make your data easier to read and understand.

3. Dashboards: Your business at a glance

Dashboards are like a control panel for your business.

• Key metrics: See your most important numbers in one place.
• Track performance: Easily see how your business is doing over time.
• Make better decisions: Use your dashboards to make smart choices about your business.

Think of Insightly’s reporting and analytics tools as your business’s personal video camera.

They record what’s happening and play it back to you so you can see how things are going.

By watching the “video” of your business, you can spot areas where you can improve efficiency and make the most of your investment.

Next, we’ll look at how Insightly can connect with other tools you might be using. This can make your work even easier and more powerful!

Wrapping Up

Wow, we covered a lot! You’ve learned how Insightly can help you manage your contacts, projects, sales, and marketing. Pretty cool, huh?

Insightly is like a super-organized assistant for your business.

It helps users like you keep track of important objects like customers and projects. It’s like a Swiss Army knife with all the tools you need to stay on top of things.

Whether you’re a small business or a big team, Insightly can help you work better and get more done.

Ready to give it a try? Head over to the Insightly website and explore! You can even sign up for a free trial.

We hope this guide was helpful. Now go out there and make Insightly your secret weapon for success!

Frequently Asked Questions