Granting Client Access to Projects

I just finished setting up much of my CRM data within Insightly including projects, clients, tasks, Milestones etc.

So, I then went to link a client to a project to give them access to the tasks and what do I discover? That this isn't offered as a functionality...?!

I understand basic CRM tools and their internal function and benefit for companies. However, the reason I chose Insightly is because it appeared to be a cross platform for CRM, as well as in-depth project management.

This is such a disappointment and has been a complete waste of time now that this one functionality is missing.

Is there not anyway to tie a client into a project and give them access? It'd be amazing if it were something similar to Basecamp, in which I was SO excited to have found a replacement for.

I'd love to keep the service but without this functionality, it really isn't worth it to do work arounds through third party services, as the point is always to simplify the process.

Thanks

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Comments

21 comments
  • Hi Ashley, thank you for your post!

    There isn't a way for outside users to have access to the features or information within Insightly unless they are added as users to your account. 

    I do understand the usefulness of a feature like this and appreciate your suggestion of adding this. 

    Thank you for your feedback!

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  • Ashley, I have the same issue. The whole notion behind project management should include being able to coordinate with external parties (like a client or vendor) so everything is tracked in one place. Insightly's PM capabilities seem to restrict practical use to internal parties only,

    Right now I'm testing with one of my personal email address to add myself as a user and then just make sure any items I want only visible to that user are marked as such. However, there are a few considerations:

    • If you already had the default visibility of items set to Everyone, you can change that default setting in Settings, but then you have to go into each section of Insightly (Leads, Opportunities, Contacts, etc.) and bulk edit them to change Permissions to something other than Everyone.
    • I'd recommend creating a Team that is for your internal people only, and you can set visibility on all items to just be visible to that Team.
    • Then, once you create a user for your client, you can set the Project and anything else you want only them to see as visible to them and any other individual people internally you like. (This is still problematic; as the organization grows, you'd have to select more and more people.) Otherwise, you could create a Team for that client only, and add the client user(s) to it as well as any internal folks, so you don't have to individually select them each time.
    • DRAWBACK: An added user can still see a list of all emails I've sent in their Shared Email tab. It's really weird, because from my admin user I don't see that list, but from the guest user I do see it, and as the guest user could bulk-edit those shared emails to change their visibility. This gets dangerous because then a client could see all emails you've sent out provided you sent them from Insightly or tracked them back to Insightly using the custom email address cc/bcc feature.

    Bottom line: Insightly Gods/Goddesses, please make an easy way for we project managers to link out a project to a client where all they can see is the Project, rather than the entire Insightly platform and all the potentially visible items it may contain. I'd much rather my client just sees the layout of tasks and due dates, including any which are waiting on them, but the current capability makes me have to do a ton of safety measures which then don't even ensure proprietary info is kept private.

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  • @Rachel - Thank you for providing your feedback and workarounds. We absolutely appreciate you taking the time to let us know!

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  • Thanks for raising this @Ashley. It would be a great feature, and given the added user potential, I hope Insightly works to enhance the Project function. We would certainly look to increase our number of users.

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  • @Kevin - Thank you for your letting us know your feedback!

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  • One of my clients is considering Insightly as a CRM/Project Management tool.

    They would simply like to provide a customer with a link to an "overview" of their project and where it is in the queue.

    They have upwards of 750 "projects" (or jobs) per year for individual clients, so creating accounts for each customer is not financially possible.

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  • +1 to this request.

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  • +1 to this request!

    As stated by several others here, having the ability to add clients to view projects is critical for us as well, and simply not financially feasible under the current configurations.

    Unfortunately for us, this may force us to a different CRM as we misunderstood this capability.

    I hope this will be added in the near future.

     

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  • Bit stunned that client access isn't included in Insightly.  I think insightly is ahead of many for combining CRM & Workflowmanagent.  Google apps integration is best I've found.  However, keep finding gaps in workflow management - a client view I'd taken for granted.

     

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  • +1 on this

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  • +1 on this requirement. We have external partners and clients that need access

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  • I agree this would be ideal functionality particularly when a client does not address the tasks I set for him, until months after my email. This is usually offered as a FREE option by other project management providers. It would take Insightly to a whole new level as the other inbuilt functionality is great.

     

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  • Hi everyone, I encourage you to add your votes and thoughts to this feature request in our Ideas & Suggestions community: https://support.insight.ly/hc/en-us/community/posts/206634727-Client-access-to-Insightly-form-FREE

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  • +1

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  • +1

    How is this not a main feature?

    We need a product that works similar to the Project collab functionality of Teamwork.com.

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  • I realise that the majority of people on this thread would like this feature to be built into Insightly but failing that it would not that difficult for a developer to present a view of a project for a client.

    Making use of the API, it would be possible to provide the client with a project specific page. The page would display the recent tasks on the project as well as any milestones. Given that this is only a view of the project, the development is simplified and the credentials of an existing user can be used to retrieve the project information.

    Happy to talk through how this process would work in more detail if anyone is interested.

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  • David,

    Thank you. The ideal situation would be for a client to click on a unique, private URL to see the view of where the project stands. We would not want them to have to log in using a username/password. Each project would have it's own unique, private URL.

    Short of that, I would not consider Insightly for a solution my client is looking for. (My client literally has at least 600 small projects per year for 500+ customers.)

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  • There are clearly two paths; one with some kind of authentication or for less security but easier access, simply a unique URL. With a unique URL it could be relatively straight forward to embed the project id into it in order to retrieve the project details. This could be done on a generic basis so that whichever project was selected it would always pull the same information. This would further reduce costs.

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  • Has this problem been solved yet??? 

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  • Hey Monique,

    If you want to see this feature included in a future update of Insightly, the best thing to do would be to add your vote to this post on our Ideas & Suggestions page.

    If you're looking for solutions in the meantime, David has offered to walk through some potential solutions if you'd like. :)

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  • +100

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