Prospect Profiles and Grading

About

Prospect grading utilizes profiles that have been created to define an Ideal Client Profile (ICP).Based on the profile assigned, a grade will be applied to the Prospect to indicate how closely they meet the ICP.  

In This Article

About

How Do Prospect Profiles and Grading Work?

Insightly Plan Information

Uses Cases

Create a Prospect Profile for Grading

Profile Actions

Assign a Profile to a Prospect

Edit a Profile

Delete a Profile

How Do Prospect Profiles and Grading Work?

Profiles allow users to define what thier ICP looks like; System Administrators can create multiple profiles to target different audiences and assign them an appropriate grade. Grades indicate how much interest there should be in a Prospect. Grades range from the standard A+ to F.

Every Prospect must have a profile and a grade applied to them; accounts come with a default prospect profile that is assigned to all Prospects automatically upon creation.  The Default profile has no assigned rules/actions but they can be added as needed; the Default profile's name cannot be edited but the default grade can be edited as needed. Profiles are updated based on information within the Prospect record. As more is learned about the Prospect, updating their record ensures that they are given the appropriate grade. 

When a profile is assigned to a Prospect, the default grade for the profile is applied, then the rules of the profile are calculated to determine the final grade for the Prospect. Any changes to the prospect field values will recalculate the grade and updates to grades appear within five minutes of an edit. If a new rule is added or an existing rule is modified or deleted, the Prospects assigned to the profile will have their grade recalculated from the default grade for the profile with the rules that have been edited. 

Insightly Plan Information

Prospect profiles and grading are available on Professional and Enterprise Insightly Marketing Plans.

Use Cases

Create a Prospect Profile for Grading

1. Within Insightly Marketing, click the user profile in the upper right corner and select System Settings. Under the Feature Settings section, select Prospect Profiles.
   1. Click Add Profiles in the upper right. The Add Prospect Profile screen will load where a unique name for the profile can be assigned and the default score can be entered. To create the new profile, click the Save button.
      • The default score that is entered will be the score that is applied to all Prospects automatically when the profile is assigned to them and before the Prospect's final grade is calculated per the profile rules.
   2. The new profile will display; to add rules to the profile, click the Add Rule button.
      1. Assign the rule a unique name and click Add Filter Row in the Rules Criteria section to define the parameters that will affect the grade. Multiple rules can be added to a Profile in order to define the ICP. 
      2. Via the Grade Adjustment section, parameters for updating the grade based on the rule(s) can be applied: 
         • Increment Profile Grade: Choosing this will present the ability to increase the grade by 1/3, 2/3, or a full grade. If multiple rules will increment a grade, the grade will only increase if all criteria has been met by a Prospect. 
         • Decrement Profile Grade: Choosing this will present the ability to decrease the grade by 1/3, 2/3, or a full grade. If multiple rules will decrement a grade, the grade will only decrease if all criteria has been met by a Prospect. 
         • Set Profile Grade: Choosing this will present the option to select a specific grade to be applied. 
      3. When all rules and the grade adjustments have ben applied, click Save Rule. The rules for the profile will display in the Rules and Actions section of the profile.
         

Profile Actions

Assign a Profile to a Prospect

1. To assign a profile to a Prospect, navigate to Prospects via the objects on the left side of Insightly Marketing. 
   1. From the Prospects list view, locate the Prospect that a profile will be assigned to.
   2. Within the Prospect record, click the Pen icon (edit) next to the Profile field in the Prospect Scoring section.
      
      1. From the drop-down menu, select the applicable profile to assign to the Prospect and click the Blue checkmark button to save the profile assignment.
         • The Grade field on a Prospect record is read only and cannot be edited, it can only be automatically calculated based off the rules within the assigned profile indicated by the Profile field. 

Edit a Profile

1. To edit a profile, within Insightly Marketing click the user profile in the upper right corner and select System Settings. Under the Feature Settings section, select Prospect Profiles.
2. Locate the profile that requires editing and click its name to open the profile. 
   1. The profile's name and default grade can be modified but clicking the Edit button in the upper right of the Prospect Profile section. 
   2. Editing profile rules:
      • Edit an Existing Rule: Click the Pen (edit) icon on the far right of the rule that requires modification. 
      • Deleting an Existing Rule: Click the trashcan (delete) icon on the far right of the rule that requires deletion.
      • Adding a New Rule: Click the Add Rule button in the upper right of the Rules and Actions section. 

Delete a Profile

1. To delete a profile, within Insightly Marketing click the user profile in the upper right corner and select System Settings. Under the Feature Settings section, select Prospect Profiles.
2. Locate the profile that requires deletion.
   1. Click the three dots menu to on the far right of the profile and from the available options, select Delete This Prospect Profile.
      • If a profile is deleted, all prospects that have been assigned to the profile are automatically reassigned to the Default profile and their grades are recalculated based on the Default profile's rules.