Insightly CRM Glossary

A list of common Insightly terms and short descriptions or definitions. Use the search above to find more detailed articles on many of these topics.

Account Owner The person who manages the billing and receives the invoices for your Insightly subscription. An administrator can change the account owner.
Activity Sets ​A set of instructions to create tasks and/or events ("activities") based on parameters you define. A set may contain one or more activities, and they will be automatically linked to the record the set is applied to. Think of activity sets as task & event factories.
Administrator Insightly administrators (or "admins") are the users on your account who can change high-level settings. The person who first creates the Insightly account will be an administrator and can grant admin privileges to others.
Advanced Permissions A permissions system available on higher-level subscription plans. Allows for setting user access to records based on hierarchical roles, sharing rules, and profiles that determine what users can see and do in Insightly.
Billing & Account Page The page where subscription plan, billing information, and invoice information can be accessed by Insightly administrators.
Bulk Editing A way to update multiple records at once. This mass maintenance is performed by clicking the checkboxes next to records in a list and choosing from the bulk editing options.
Calendar The Insightly calendar displays your own events, tasks with due dates, and milestones. You can also view other users' events, if they've made them public. The calendar is an Insightly page to display these items, not a full calendar application.
Calendar Feed The calendar feed is a way to view your Insightly calendar items in an external calendar application. This method is read-only, so items cannot be changed in the external calendar.
Calendar Sync Calendar sync connects your Google or Microsoft Exchange-based calendar to the Insightly calendar, allowing you to view items from one calendar system in the other with a two-way sync. Sync is available with a paid Insightly subscription plan.
Categories A way to label or group opportunities, projects, tasks, or files. Categories and category colors can be customized by the Insightly admin.
Color Theme An option to change your Insightly background color. Accessible from the profile menu.
Comments Comments can be added to tasks or notes. Anyone who has access to a task or note can add a comment to it.
Contact Sync Contact sync copies new and updated contact information to your Google Contacts. It is a one-way sync. Sync is available with a paid Insightly subscription plan.
Contacts People. Sales contacts, vendors, suppliers, employees—anyone who is connected to your business. Connect them to each other using relationships and linking, because people need people.
CSV Comma separated values. A file used to import and export data which can be opened with a spreadsheet program or text editor. Each record in the file is represented in a row, and each field is separated by a comma. The fields are translated into columns when importing a CSV file in a spreadsheet program.
Custom Fields Administrators can create custom fields to hold information that doesn't fit into Insightly's default fields. 
Emails Page Accessible from the Emails tab in the navigation bar. On this page, you can view: emails saved to Insightly, email templates, and emails sent from Insightly.
Default Linked Organization The "main" organization that's linked to a contact. This is set when first creating the contact or editing the contact after organizations have been linked to it.
Email Signature A setting on the User Settings page which allows paid customers to customize their email signature for emails sent from within Insightly. The signature for customers on unpaid plans will display “Sent using Insightly: Love your CRM.”
Email Template A customized template that can be set up and used to mail contacts and leads from within Insightly.
Events Calendar items, like meetings or conferences, to be displayed in your Insightly calendar and on records they are linked to. It is not possible to invite others to events or schedule events for others in Insightly; you'd use your main calendar application for those functions.
Exporting Creating a file containing your Insightly records for reference, backup, or migration purposes. Exports can be CSV files for your main records, which can also be imported into another Insightly account. Administrators may also export to an XML file on the System Settings page. An XML file cannot be imported into an Insightly account.
Fields The spaces where you enter or edit information. Lead and contact records include fields like First Name, Last Name, and Phone Number. Tasks include fields like Task Name, Priority, and Due Date.
Files Uploaded or linked documents, images, spreadsheets, etc. Displayed on the Files subtab. Files can be uploaded directly to Insightly records or saved to an integrated storage application and linked to Insightly records.
Follow/Following The Follow/Following button appears at the top of each record. By following a record, you will receive email notifications when an item is updated according to your selections on the User Settings > Notifications page.
Global Search Field The search field at the top of Insightly that searches through all records.
Importing A method of moving data into Insightly via a file, typically a CSV file. Import links are available in the right sidebar on most list views.
Inline Editing Clicking a field when viewing a record to adjust the value.
Insightly Assistant Insightly's chatbot. Used to communicate with Insightly in natural language via chat programs like Slack.
Insightly URL A custom URL set up by Insightly administrators on the System Settings > Insightly URL page. 
Insightly for G Suite
(formerly Insightly for Google Apps)
An Insightly account integrated with a G Suite domain. These accounts are created from the G Suite admin console or during the Insightly registration process. Non-G Suite accounts cannot be connected to G Suite after they have been created.
Integrations Connections between different software that allows the systems to share information or functionality between them.
Keyboard Shortcuts Keyboard combinations that are used to quickly initiate an action or navigation on a page without use of a mouse. A list of shortcuts is accessible from the profile menu.
Lead Assignment Rule A system setting that administrators can use to set up rules and criteria to distribute and assign leads automatically as they are added to Insightly. Available on higher-level subscription plans.
Lead Source A field indicating how a lead was obtained. Administrators can customize this list from the System Settings page.
Lead Status An "Open" or "Closed" status that defines the current state of a lead. Administrators can customize this list from the System Settings page.
Leads People. Your prospects. Potential customers, clients, or donors. When you determine a lead is “qualified” (a definite sales possibility), you can convert it to create a contact, opportunity, and organization, all in one step. (Leads must be enabled by your Insightly administrator.)
Link Email Address A mailbox address provided with every project or opportunity record. Forward or CC messages to this address to save a copy of an email to Insightly.
Linking Creating a connection between two records to navigate and describe a relationship between them. 
Mailbox An address to forward or CC email messages to Insightly. This will save a copy of the email on the Emails tab.
MailChimp Auto-Importer A setting to schedule a regular import of subscribers from a MailChimp list on a regular basis. Available on Plus, Professional, or Enterprise subscription plans.
Milestones Project dates that can contain related tasks. May only be used if a project pipeline is not used. 
Navigation Bar The bar along the left side of Insightly which contains the tabs to access different record types.
Notes Records with titles and dates that are linked to leads, contacts, organizations, projects, or opportunities. They are created on the Notes subtab in these other records.
Notifications Email messages sent when a task is assigned or when an update occurs to an item you're following. User Settings include options for notifications.
Opportunities Records to track potential sales. It's a good idea to link your opportunities to the contacts and organizations they are related to.
Opportunity States The status of an opportunity. Options include: Open, Won, Abandoned, Lost, and Suspended. Cannot be customized.
Opportunity State Reasons A list of short descriptions for the opportunity state field. Administrators can customize this list from the System Settings page.
Organizations Groups of people, such as companies, foundations, or educational institutions. In some CRMs, these are labeled as "Accounts."
Pipeline Stages Sequential steps performed in the process of working on an opportunity or a project. May contain tasks and events. Administrators customize these from the System Settings page.
Pipelines A series of sequential stages applied to an opportunity or project. Administrators customize these from the System Settings page.
Profile Menu The menu that appears when clicking your profile icon in the top right corner of Insightly.
Project Status The status of the opportunity. Options include: In Progress, Completed, Deferred, Cancelled, and Abandoned. Cannot be customized.
Projects Records to track work projects that are to be completed. 
Quick-Add A button to the left of the Global Search field that allows you to add a new record without navigating to a specific record tab.
Recent Items A button to the right of the Global Search field listing the items you've recently viewed.
Record ID A unique record number displayed in each record in the URL. Administrators can display the ID on the records themselves from the Record ID setting on System Settings page. 
Record Owner Initially, the record owner is the person who created the record, but record owners can be changed by editing the record. For records that can be assigned, the record owner field gives another person access to the records without assigning it to them.
Records The objects you keep in Insightly. Records include contacts, leads, organizations, opportunities, projects, emails saved to Insightly, files, tasks, events, notes, comments, and saved reports. Records can be connected with links.
Recycle Bin A repository that holds deleted items for 30 days and allows you to restore them. The Recycle Bin link is in the right sidebar on the main list views.
Relationships Defined links between two contacts or two organizations. Administrators can customize the list from the System Settings page.
Responsible User The person to whom an item is assigned.
Round robin A method of distributing leads to team members sequentially and one at a time. Used when lead assignment rule criteria are assigned to multiple individuals or a team.
Sidebar The Insightly Sidebar is a Chrome browser extension for Gmail that allows you to view, edit, and create Insightly records from your Gmail page.
Simple Permissions The basic permissions system available on all Insightly plans. Allows for users to be administrators or not, and viewing permissions can be set on each individual record.
Smart Alerts A report tool that runs a report on a set schedule, checks if the summary fields meets a threshold you set, and emails you a copy of the report if the threshold is met.
SmartMerge A feature that allows you to find and merge duplicate organizations, contacts, or leads. 
SMTP An email protocol used for sending messages. Insightly includes a feature to send emails from Insightly by connecting to your own server. Note that this is different from POP or IMAP servers, which are used for downloading messages.
Subtabs Sections in each main record displaying items linked to or related to the viewed record. Includes: History, Emails, Files, and more.
System Settings Settings that affect all users on an account. Administrators will see the System Settings link when clicking their profile icon. 
Tabs The selections down the left side of the screen on the navigation bar (Home, Tasks, Contacts, etc.). Clicking a tab opens its corresponding page.
Tags A method of labeling contacts, organizations, projects, opportunities, and emails saved in Insightly. An index of tags appear in the right sidebar when viewing a list of these record types.
Task Priority A field to set the task as High, Medium, or Low priority. This will affect how the task is ranked on the task list. Cannot be customized.
Task Status The status field for tasks. Includes: Not Started, In Progress, Complete, Deferred, or Waiting On Someone Else. Cannot be customized.
Tasks Records indicating To Do items. May be linked to other records and assigned to other users.
Teams Groups of users set up by an administrator for task assignment and lead assignment rules (and viewing permissions, when using Simple Permissions).
User Any person added to the System Settings > Users page by an administrator.
User Settings A menu option on the profile menu. Settings for timezone, language, notifications, and other personal preferences. May only be set by each individual user.
Viewing Permissions The permission setting at the bottom of each record when viewing Simple Permissions. Administrators can view all records, no matter what the permission setting.
Web to Lead/
Web to Contact
A webform building tool on the System Settings page. Allows visitors to your site to enter their information, which automatically creates contact or lead records in Insightly.
Webhook Webhooks are a method of sending information from Insightly to an application outside of Insightly through workflow automation.
XML Export An export option in the System Settings. Exports Insightly records in an XML format. XML files cannot be imported back into Insightly.
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