3. Insightly Basics

Insightly includes all the CRM tools a business needs to manage their customer relationships and projects, from sales to project management.

Adding, Searching, and Editing Records

Adding new records

From any of the main tabs in Insightly, you can add records by selecting the Add New Item button (+) at the top of the page or the red button above each list.

Searching for records

The "Search all data..." box at the top of every page lets you find matching records throughout Insightly. You can also use the Search field above each list to find matches only within the tab you are viewing; for example, to find a contact on the Contacts tab.

Viewing recent records

To jump to something you've recently been viewing, click the Recent Items icon to the right of the Search box. Once you start working with records, Insightly remembers the last ten items you've viewed and displays them in this list.

Editing a record

When you're viewing a record, you can change visible information using inline editing, which displays a pencil icon next to any field when you roll your mouse cursor over it. You can also change information or add new information by clicking the Edit button, also with a pencil icon, above the record's subtabs.

Let's take a look at the record types...

Each record in Insightly has different sections and subtabs to display everything from details and links to related emails, notes, and files. These are the main record types:


The Leads tab is where you'll keep your pre-qualified sales opportunities. Once a lead is qualified, you can convert it to create a contact, an organization, and an opportunity. (If your business doesn't follow a lead-qualification process, this tab can be disabled by your Insightly administrator from the System Settings page.)


Contacts are at the center of any CRM. Your contacts can include your customers, coworkers, prospects, contractors—any individual that is connected to your business. While you can convert leads to contacts, you can't change contacts to leads, so think through your sales process when adding records to your CRM. This video gives you an intro to using records in Insightly.


Organizations are the companies and outside organizations you interact with. Some CRMs call these "Accounts." By linking contacts to their related organizations, you can view a list of all the contacts who work for an organization.


When you start the sales process for a contact, you can create an opportunity to track the work and status of the process. You can then link the opportunity to the contact record. Since you might have multiple sales for one contact over time, it's very possible that you will eventually have multiple opportunities linked to a single contact.

Use track sales efforts and progress in opportunities with our pipeline feature. If your subscription plan includes leads, an opportunity and related contact will be created after you qualify a lead. If your plan doesn't include leads, you can create a contact and linked opportunity to track a prospect from the lead stage all the way through to the closed deal.


Once you've closed a sale, you can manage the work to be done for a client through a project. Projects are larger work objectives that can be broken down into smaller tasks. Like opportunities, projects also allow you to track progress with the pipeline feature.


Tasks are the items on your To Do list and can be linked to any of the records above. By completing tasks, you'll reach the objectives you've set out for your business. If you have a task or tasks that you repeat often, you can set up activity sets to create them in fewer clicks. Combined with pipelines, activity sets are a powerful feature. (Take a look at the Automating Workflows video if you want to jump ahead.) Tasks can be viewed on the Tasks tab, and tasks related to any record will be displayed in the record's Tasks subtab.

Those are the biggest moving parts in Insightly. Let's take a look at how to work with them.

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