Customizing your account for Lead management

If your sales team qualifies Leads before closing sales opportunities, they will want to use Insightly's Leads records to manage the qualification process.

 

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 or disabling the Leads tab

If you don't see the Leads tab on the navigation bar on the left, or if your company doesn't use Leads and you'd like to remove it, you can do that from the System Settings > Leads page.

Check or uncheck the Lead Management enabled box to enable or disable this feature.

 

Validation Rules

The second checkbox enables and disables a setting that runs Validation Rules prior to Lead conversion.

If this setting is checked, Insightly will check any Validation Rules that have been setup for Leads. If the Validation Rules are not all valid, the Lead Edit page will open displaying the validation errors present instead of the Lead Conversion page.

Insightly will run and verify the Validation Rules for a Lead when the user begins the conversion process to ensure that all fields that should be filled out are filled out before the Lead can be converted.

To learn more about Validation rules, read the following articles:

 

Lead Status

You’ll use the Lead status to track where Leads are in your sales process. You can add as many as you’d like and each of your Lead statuses will correspond to one of two status types: OPEN or CLOSED.

We also include five default statuses:

  • “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.”

 

How to create a new status

  1. Go to the System Settings > Lead Statuses page.

  2. Type the new status name in the Status field, select a Type of OPEN or CLOSED, and then click the Add Status button.

  3. Once a status is saved, you can select the Default radio button next to it to make it the default selection when someone creates a new Lead.

  4. 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.

In-App Guide

Enjoy a step-by-step walkthrough on how to create a Lead Status - follow this link to log into Insightly to get started.

 

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 you can create as many others as you’d like.

To create a new source:

  1. Go to the System Settings > Lead Sources page.

  2. Type the new source name in the New Lead Source field and click the Add Lead Source button.

  3. Once a source is saved, you can select the Default radio button next to it to make it the default selection when someone creates a new Lead.

  4. 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.

 

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.

You can use almost any Lead field to set up a rule, and you can choose from many different matching criteria. Read Setting up a Lead Assignment Rule to learn more.

 

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 are great 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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