Best Practices: Configuring Insightly for Recruiting & Staffing


Insightly CRM is versatile enough to manage an array of business operations. One particular industry is Recruiting and staffing. 

Let's look at how you can configuring your Insightly CRM to manage applicants, candidates (active & inactive), clients, and job requisitions all on one platform.   

Managing your Candidates 

1. Customize Contacts to manage candidate profiles

Being able to quickly segment, create candidate pools, and conduct outreach is vital to managing your candidates. 

Start by creating the custom fields you need to create their candidate profile. These fields will include demographics like location, gender, diversity, as well as employment information like level, desired salary, active or passive candidate, and timeline for finding a new job. 


Once these fields are in place and populated, you can easily segment by creating filtered list views or create candidate pools using contact Tags


You can easily add new candidates to your CRM using our Web to Contact form builder. Add a form to your website and have new candidates provide their information up front. Workflow Automation can be used to alert your team when a new Candidate hits your system. 

Managing your Candidates is easy using Insightly's standard functionality: 

  • Logging meeting notes as Notes under the Related subtab
  • Attach documents as Files under the Related subtab
  • Creating follow-up tasks under the Activity subtab
  • Schedule interviews and meetings as Events under the Activity subtab

2. Customize Projects to manage the applicant process

Once a candidate applies to a role, you can create a Project to manage the application process as it relates to one of your reqs. 


Using the project pipeline, you can map the steps your applicants go through to be qualified or placed in a role. Included in each stage of your pipeline can be the tasks your team needs to complete to ensure nothing falls through the cracks. 


You can link the applicant's project to the open req using a Lookup Relationship field.


By creating a filtered list view using the Role field, you can use Kanban view to view and manage your applicant pipeline.  


Managing your Clients  

3. Customize Organizations to manage your accounts & clients 

Account management is just as important as managing your candidates and applicants - without job reqs to fill, you have nothing! 

Customizing Organizations is pretty straightforward - simply add the custom fields you need to track your required data points for clients. These fields could include what roles they typically hire for, the details related to your existing contract with this company, and what their hiring process looks like. 

You can manage your accounts similarly to candidates; logging meeting notes as Notes and Tasks, scheduling meetings using Events, and storing documents as Files under the Related subtab. 

You will link your key contacts at this organization under the Related subtab so you know who the hiring managers are for each department. 

4. Customize Leads to manage contracting new accounts

Before an organization provides you your first req to work on, you are still trying to secure them as a new contract. You can use Insightly's Leads to manage the qualification process for any new prospective client. 


Use lead statuses to track where leads are in your qualification process. You can add as many Open or Closed statuses as you’d like. Some good examples we've seen for Closed are 'Send to Marketing', 'Chose a Competitor', and 'Future Interest'.


Update your lead sources so you can track the inbound interest from your various marketing channels. These sources might be purchased marketing lists, online advertising, social media marketing, telemarketing, or even a simple referral.

Use a Web to Lead form so people can request more information or introductory call directly from your website and be automatically added as a lead to Insightly.

It's also likely your new prospective client is in a hurry to find the right candidate, so use lead assignment rules to automatically distribute the lead to the right team according to specific criteria like what industry they are in or company size; Additionally, Workflow Automation can send a notification to your team to reach out in a timely manner. 

Once this lead has sent you a req to fill, you convert them to an opportunity and do your thing. 

5. Customize Opportunities to track open reqs 

We recommend using Opportunities to track your open roles for two reasons:

  1. You can use Leads to bring in new business and easily convert them to an opportunity when they provide you a req. 
  2. You can track your commissions won and lost with the standard Opportunity Value functionality.

Start by creating custom fields to capture the data points you need for your open roles. These could include salary, location, required skill sets, hiring manager contact information, etc. 


Then, create an opportunity pipeline to track the process your team follows for filling an open role. As always, you can include activity sets in your pipeline stages that will create tasks for your team to ensure nothing operational falls through the cracks. 


Your open roles will link to your client's contact and/or organization record from the Related subtab. This will make reporting on your client's roles both won and lost over a time period easy using a Linked Items report.  


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