Contractor assets, not customers

Hi, I have 2 different contact groups I need to manage, Customers and Leads etc, and the second group, contractors, freelancers etc.

Is this product suited for the second list purposes? I want to keep track of potential freelancers and contractors, what their skill-sets are (and to be able to search by this), contact details etc.

If so, Is there a way to split my account, so I have a section with work assets, and a section with customers/leads?

 

cheers

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7 comments
  • Leads will be a Object Type for there own and not added as a Contact Object in first place until you convert them.

    Skills are best documented like %skillA and %skillB as Tags.

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  • Insightly can be used for both purposes without splitting your account. You just need to distinguish between your customer / lead / prospect type contacts and your contractor / freelance type contacts. You can do this with custom fields (e.g. "contact type" = customer or supplier) or tags ("customer", "supplier"). You can report and filter on both these approaches. 

    Also, Holger points out that Leads are a different sort of entity (object) to contacts in insightly. Though they can be converted to contacts. Same applies if you want to distinguish these between two types (or more). Though I have a feeling you were just referring to leads generically (?).

    Hope this helps. 

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  • Many of our clients use Insightly to manage the same types of information. Here is how we handle each type.

    Leads-Stored in leads. When they become a serious prospect, they transition to a contact and an opportunity is created to track their sales progress. 

    Contacts- We distinguish contact types (clients, contractors, employee) with either a custom field or contact tags. It is really your preference on how you want to sort through the contact types.

     

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  • To build on what Peter said, you could also create custom fields if their skill set and contact details are typically a consistent set of factors. Depending on your plan, you can create custom fields to help you drill down further. For example, you could create a pull-down menu for skill set "Basic, Advanced, Expert" something that makes sense to you. 

    Then, when you filter you could say "Contact Type = Freelancer/Contractor" and "Skill set = Advanced" and you'll have that pool of names to review. 

    More info on custom fields can be found here. I hope this helps!

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  • Hello,

    I would recommend following Erin's approach from a high level. For tracking skills I would recommend using a combination of tags and/or custom fields. If the majority of what you want to track is ad hoc skills, then using tags would be best. If the skills you are tracking are static values, then use a custom dropdown or check box field. 

    If you have any questions or concerns, please let us know. The Insightly Hero's got your back ;)

    Thank you,

    Micah Feldkamp

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  • Hi,

    I have a similar problem of having customers, contractors/freelance as well as competitors to keep track of. I define all of them as Contacts, and use Tags to differentiate between what category each contact belong to. For general sorting in the Contact list, I use the Tags. Each new sales case is defined as a new Opportunity. For each new Opportunity, I register relevant Contacts for the opportunity. There are the customer Contacts (line manager with budget, informal decision makers, interviewers, technical experts). Our business is consulting brokering, the opportunity is a new consulting assignment. There is a whole bunch of contractor/freelance contacts (the potential consultant candidate, the potential candidate's line manager, but also sales people from selected sub-contractors who only have received an email notifications of the new consulting assignment, not submitted any candidates). In some cases, the contact list also includes names of competitors (usually an Organization, not a Contact). All in all, there may be some 100 contacts linked to a specific Opportunity.

    When a Contact is linked to an Opportunity, you can define "Role" and "Details" for each Contact. I use the "Role" field to define the function of the contact in the specific Opportunity. However, a list of 100 mixed Contacts is difficult to handle. It would have been great if the Opportunity's list of Contacts could have been sorted on the "Role" description field. In that case, a simple sort label could have organized the list in the preferred presentation order. I want the relatively few customer Contacts first in the list, then the contractor Contacts (in prio order) and then everybody else.

    However, Opportunity contact lists can only be sorted by the Contacts' first or last name. Not very useful when you have a list of 100 people you hardly know the name of... To solve this, I have added a sort label to the Contact's name field. I mark involved customer contacts with a * before the first name. Contractors get a 1, 2 or 3 figure before the name to indicate prio order. Sales people who get a notification email are defined twice, one entry with correct names and another dummy entry with first name defined as "zz - company name - " (I use the dummy entry for the Opportunity list, the zz entries  will show up last in the list).

    The disadvantage of the workaround is that it is somewhat clumsy. Name sorting in general Contact lists becomes a little bit blurry with * and numbers for some contacts. Another disadvantage is that the prio order for the contractor is fixed regardless of how many Opportunities the same contractor has been listed as a candidate. It would be good to see the history for a contractor who has turned up at second place several times. The way to handle this is to include the sort label both in the "Role" field (to get the history) and in the "First name" field (to get the right sort order, but only in the latest Opportunity). However, rather tedious to change in two places when the sort order change. In reality I only sort in the name field and the history record is lost.

    I  assume there are more business than consultant brokers who would benefit from the sort capability. Any broker such as real estate brokers would have a similar need. Or cases with multiple customer interfaces with different degrees of importance. It is rather strange to present a list of Contacts related to an Opportunity with the most important guy placed last in the list. Maybe the "Insightly Heros" could give advice on how to handle this in a better way? Or, convince the Insightly product management that this is an important functionality? Additional sorting of an existing field, how difficult could it be to implement this?

    Ola

     

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  • Wow Ola, I thnk this qualifies you as a power user. I've created an Ideas and Suggestions post. You might want to vote for it.

    https://support.insight.ly/hc/en-us/community/posts/215783987-Sort-links

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