Customizing your account for Lead management


If your sales team qualifies leads before closing sales opportunities, use Insightly's lead records to manage the qualification process.

In this Article

How Leads Work

When you get information about someone who might be interested in your products or services, but haven’t yet verified their interest or fit for your business, you’ll add them to Insightly as a lead. Once they’ve been qualified, you’ll convert the lead and Insightly will create an opportunity, contact, and an organization record for you. To keep your data organized, these will all be linked to each other.

Enabling and Disabling Leads

Administrators can enable and disable leads by navigating to System Settings > Leads and checking or unchecking the Lead Management enabled checkbox.

Validation Rules

With validation rules, administrators can write formulas to verify that certain conditions are met before records are saved. When configuring lead management settings, administrators can enable Insightly to automatically run and verify the validation rules for a lead before they are converted into an opportunity. Navigate to System Settings > Leads, and check the Run Lead Validation Rules before conversion to Opportunity checkbox. This will trigger Insightly to check for lead validation rules to confirm that all of the rules are valid before the conversion process can continue. If there are any rules that are invalid, the lead record’s edit page will open and will display the errors that need to be corrected before moving forward to the Lead Conversion page.

Lead Status

Lead statuses are used to track where leads are in your sales process. Administrators can add multiple statuses and each of status will correspond to one of two status types: OPEN or CLOSED.

  • “OPEN – NotContacted” is a default open status to get you started.

  • “OPEN – AttemptedContact”

  • “OPEN – Contacted”

  • “CLOSED – Disqualified” is for leads that you find are not qualified.

  • “CLOSED – Converted” is for leads you close or that are converted to opportunities, which Insightly will automatically mark with this status.

Some other examples of open lead statuses are: “Follow Up” or “Send Information.” Another closed status could be “Not Interested.” Once a status is saved, select the default radio button next to it to make it the default selection when someone creates a new lead. You can also place the statuses in a specific order in the dropdown list. Click the handle on the left to drag and drop the items up or down.

When a lead’s status is changed through a pipeline or the Change Status modal, validation rules will be run  while the status is being changed. Any validation errors that occur will be displayed and will stop the status change from occurring.

How to Create a Lead Status

  1. Navigate to System Settings > Lead Statuses.
  2. Enter the status name in the Status field.
  3. Use the Status Type dropdown and select OPEN or CLOSED.
  4. Click Add Status.

Lead Source

The Lead Source field identifies where you obtained the lead’s information, such as “Trade Show,” “Referral,” or “Phone Inquiry.” Insightly includes the web source for leads created through our Web to Lead form and Administrators can create multiple sources. Once a source is saved, select the default radio button next to it to make it the default selection when someone creates a new lead. You can also place the statuses in a specific order in the dropdown list. Click and hold the handle on the left to drag and drop the items up or down. You can also delete lead sources you create if they’re not in use. Click the trash can icon next to a source to remove it.

How to Create a Lead Source

  1. Navigate to System Settings > Lead Sources.
  2. Enter the source name in the New Lead Source field.
  3. Click the Add Lead Source button.

Lead Assignment Rules

Lead Assignment Rules automate the process of assigning leads as they are added to Insightly, making it easier on sales managers and teams to distribute leads evenly or according to specific criteria. You can choose to assign leads in a number of different ways, including:

  • Geographic area, by selecting fields like Postal Code, State/Province, or City.

  • Number of employees, by selecting the Employee Count field.

  • Your own custom fields that you've set up in Insightly.

  • Round robin, by selecting a team or multiple individuals to receive Leads on a rotating basis.

Layouts and Fields

Insightly has powerful customization features for fitting your CRM to your business. Two of the most beneficial of these features are custom fields and page layouts. When you have standardized information that doesn't fit into the fields provided within Insightly, creating a custom field places the new field right on the data-entry form.

Custom fields are administrator-created fields that can be tailored to fit your team's needs. These fields can be used to capture numbers, dates, and text. These can be used to prompt your users for standard information that they should enter every time they create a record. Page layouts are for organizing which fields are displayed to users, who those users are, and the order the fields appear in. Use advanced permissions to restrict page layouts to only the appropriate team's profiles.

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