Multiple Businesses

My client provides professional services to other businesses. This is their back office business. They also are starting a retail business that deals directly with the public. At this stage they are using Insightly for their back office. They will be prospecting and emailing the retail contacts in a totally different way to which they process contacts in the back office system.  However, some retail leads will generate work which will transfer to the back office.

The back office system uses custom fields and projects in a way that is not relevant to the retail contacts.


Do they need two instances of Insightly or can we partition one instance? If two instances, how can we sync the contact data between flagged retail clients and the back office copy of that contact?

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5 comments
  • Since there is crossover between the two businesses I would definitely keep the system combined. Your client should very carefully segment the business though between the two areas. This could be done with a custom field or with tags depending on the nature of the segmentation.

    If there is very little crossover the it may be worthwhile setting up a separate instance but in my opinion the benefit of having a complete picture of clients outweighs the extra fields you may have that are not used in the one scenario.

    The important thing is to ensure that it is very clear which records belong to which part of the business so that reporting does not become confused. At the same time ensuring that one record can still belong to both parts of the business.

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  • I agree with david. Insightly's filtering abilities make it pretty straightforward to separate things out, the main thing is data will generally be viewable on both sides of the house, if there are confidentiality issues this is where I would get a separate account.

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  • Thanks.

    By filtering, do you mean the user can apply the filter?

    We really want the Retails and Back Office partitioning to be automatic. Is that best achieved with Advanced Permissions Custom Profiles and Roles?

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  • I have in mind this implementation:

    Three Roles - Retail, Back Office & Retail Shared.

    Once a new Retail Contact is ready for Back Office processing, the owner is changed to Retail Shared.

    Both Retail and Back Office have access to Retail Shared via a Sharing Rule.

    Will that do it?

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  • Hello David,

    Yes, the user can apply the filter on their user account.

    Yes, the Advanced Permissions will achieve your goal and Simple Permissions using Teams.

    Let us know if you need any additional support.

    Thank you,

    Micah

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