How to Use Insightly: A Complete Guideline in 2026

Quick Start

This guide covers every Insightly feature:

• Getting Started — Create account and basic setup
• How to Use Modern CRM — Centralize customer data and manage relationships
• How to Use Project Management — Convert deals to projects with milestones
• How to Use Reporting — Monitor KPIs with custom dashboards
• How to Use Email — Connect email clients and track interactions
• How to Use AI Automations — Automate workflows with rule-based triggers
• How to Use Integrations — Connect over 500 apps via AppConnect

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I’ve used Insightly CRM for over 18 months and tested every feature covered here. This how to use Insightly tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.

Insightly is one of the most powerful CRM tools available today.

But most users only scratch the surface of what it can do.

This guide shows you how to use every major feature.

Step by step, with screenshots and pro tips.

Insightly Tutorial

This complete Insightly tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.

Insightly

Manage your entire sales cycle and post-sale delivery in one platform. Insightly CRM centralizes customer data, automates workflows, and converts won deals into projects. Try it free for 14 days.

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Getting Started with Insightly

Before using any feature, complete this one-time setup.

It takes about 3 minutes.

Watch this quick overview first:

Now let’s walk through each step.

Step 1: Create Your Account

Go to Insightly’s website and click “Try Free.”

Enter your business email and create a password.

You can also sign up using Google or Microsoft accounts.

✓ Checkpoint: Check your inbox for a confirmation email.

Step 2: Configure Your Account

Log in and complete the onboarding wizard.

Add your company name and select your industry.

Here’s what the dashboard looks like:

✓ Checkpoint: You should see the main CRM dashboard with navigation menu.

Step 3: Import Your Contacts

Click “Contacts” in the left menu.

Use the import wizard to upload your existing contacts from CSV or connect Gmail.

Insightly centralizes customer data, storing all contact, organization, and communication details in one place.

How to Use Insightly Modern CRM

Modern CRM lets you centralize department data to create a single source of truth for customer interactions.

Here’s how to use it step by step.

Watch Modern CRM in action:

Now let’s break down each step.

Step 1: Navigate to Contacts

Click “Contacts” in the left sidebar menu.

You’ll see all your contacts with their organizations and recent activity.

tep 2: Create Custom Fields

Go to Settings and select “Custom Fields.”

Add custom fields for your business needs like lead source or customer tier.

Here’s what this looks like:

✓ Checkpoint: You should see your new custom fields in contact records.

Step 3: Track Interactions

Open any contact record to log calls, emails, and meetings.

Insightly allows tracking of interactions by logging everything directly to contact records.

How to Use Insightly Project Management

Project Management lets you convert closed deals into projects with all details copied automatically.

Here’s how to use it step by step.

Watch Project Management in action:

Now let’s break down each step.

Step 1: Convert Opportunity to Project

Open a won opportunity and click “Convert to Project.”

Insightly enables the conversion of closed deals into projects with details copied directly.

Step 2: Set Up Project Pipelines

Go to Settings and configure your project pipelines.

Add milestones like “Kickoff,” “In Progress,” and “Delivery.”

Here’s what this looks like:

✓ Checkpoint: You should see your project pipeline stages on the board view.

Step 3: Create Activity Sets

In Insightly, users can create templates of tasks and events, known as Activity Sets.

Apply these Activity Sets to projects for quick task creation and improved efficiency.

How to Use Insightly Reporting

Reporting lets you monitor unique KPIs for both sales and project delivery with custom dashboards.

Here’s how to use it step by step.

Watch Reporting in action:

Now let’s break down each step.

Step 1: Access the Reports Section

Click “Reports” in the left navigation menu.

You’ll see built-in report templates and dashboard options.

Step 2: Create a Custom Dashboard

Click “New Dashboard” and add your desired widgets.

Insightly allows the creation of dashboards to monitor unique KPIs for both sales and project delivery.

Here’s what this looks like:

✓ Checkpoint: You should see your custom dashboard with real-time data.

Step 3: Schedule Report Delivery

Set up automated report emails to stakeholders.

Insightly provides real-time insights into sales, projects, and team performance through reporting.

How to Use Insightly Email

Email lets you connect email clients for direct updates to contact records.

Here’s how to use it step by step.

Watch Email in action:

Now let’s break down each step.

Step 1: Connect Your Email

Go to Settings and select “Email Accounts.”

Connect your Gmail, Outlook, or other email provider.

Step 2: Enable Email Tracking

Turn on email tracking in your account settings.

Every email sent gets logged to the related contact record automatically.

Here’s what this looks like:

✓ Checkpoint: You should see email history appearing in contact records.

Step 3: Use Email Templates

Create email templates for common responses to prospects.

Insightly features AI capabilities for summarizing email threads and generating replies.

How to Use Insightly AI Automations

AI Automations lets you automate actions based on specific criteria using a rule-based engine.

Here’s how to use it step by step.

Watch AI Automations in action:

Now let’s break down each step.

Step 1: Access Workflow Automation

Go to Settings and select “Workflow Automation.

You’ll see options to create new automation rules.

Step 2: Create an Automation Rule

Click “New Workflow” and select your trigger object.

Insightly employs a rule-based engine to automate actions based on specific criteria.

Here’s what this looks like:

✓ Checkpoint: You should see your workflow rule listed as active.

Step 3: Set Up Automated Follow-Ups

Configure workflows that send welcome emails when leads are created.

Insightly facilitates automated lead nurturing through workflows and drip marketing sequences.

How to Use Insightly Integrations

Integrations lets you connect Insightly with over 500 apps via AppConnect to create a unified tech stack.

Here’s how to use it step by step.

Now let’s break down each step.

Step 1: Browse Available Integrations

Go to Settings and select “Integrations.”

Browse the AppConnect marketplace for available connections.

Step 2: Connect Your Apps

Select the app you want to connect and authorize access.

Insightly integrates with over 500 apps via AppConnect.

Popular integrations include Slack, QuickBooks, and Mailchimp.

✓ Checkpoint: You should see the connected app status as “Active.”

Step 3: Configure Data Sync

Set up how data flows between Insightly and your connected apps.

Map custom fields and configure sync frequency for your business needs.

How to Use Insightly Support & Ticketing

Support & Ticketing lets you track customer support requests linked to your CRM data.

Here’s how to use it step by step.

Now let’s break down each step.

Step 1: Enable Service Module

Go to Settings and enable the Service module.

This adds support ticketing capabilities to your account.

Step 2: Create Support Pipelines

Configure ticket stages like “New,” “In Progress,” and “Resolved.”

Set up task management features with reminders and email integration.

✓ Checkpoint: You should see ticket pipeline stages configured.

Step 3: Link Tickets to Contacts

Create tickets and link them to existing contact records.

This provides full customer history for support users to learn about each case.

Insightly Pro Tips and Shortcuts

After testing Insightly for over 18 months, here are my best tips.

Keyboard Shortcuts

Hidden Features Most People Miss

• Activity Sets: Create templates of tasks and events for quick application to projects. This saves hours of manual task creation.
• Marketing Journey Builder: Insightly’s marketing journey builder automates lead nurturing through multi-step email sequences based on engagement.
• Video Tutorials: Insightly offers a playlist of 20 tutorial videos on YouTube to help users learn about the CRM. Walk through each feature at your own pace.

Insightly Common Mistakes to Avoid

Mistake #1: Not Using Custom Fields

Mistake #2: Skipping Pipeline Configuration

Mistake #3: Ignoring Workflow Automation

Insightly Troubleshooting

Problem: Email Integration Not Syncing

Cause: Email client permissions may have expired or been revoked.

Fix: Go to Settings > Email Accounts and reconnect your email provider. Ensure you grant all required permissions.

Problem: Workflow Automation Not Triggering

Cause: Trigger criteria may not match your record data exactly.

Fix: Review your workflow conditions and ensure the criteria matches your objects. Check that the workflow is set to “Active.”

Problem: Import Failing or Missing Data

Cause: CSV file formatting issues or unmapped columns.

Fix: Use the import template from Insightly and ensure all required fields are mapped correctly before importing.

📌 Note: If none of these fix your issue, contact Insightly support. Insightly provides on-demand training and online knowledge resources to assist users with common challenges.

What is Insightly?

Insightly is a CRM tool that helps businesses manage sales cycles and post-sale delivery in one platform.

Think of it like a command center for your customer relationships and project work.

In 2026, Insightly retains effectiveness as an “all-in-one” solution for managing sales cycles and post-sale delivery.

It includes these key features:

• Modern CRM: Centralize customer data and manage relationships with contacts and organizations.
• Project Management: Convert won deals to projects with pipelines and milestones for clarity.
• Reporting: Create dashboards to monitor unique KPIs for both sales and project delivery.
• Email: Connect email clients for direct updates to contact records with tracking.
• AI Automations: Automate actions based on specific criteria like lead status changes.
• Integrations: Connect over 500 apps via AppConnect to create a unified tech stack.
• Support & Ticketing: Track customer support requests linked to your CRM data.

Insightly’s online knowledge base includes articles, guides, and tutorials designed to help users learn more quickly.

Insightly also offers customer webinars and videos that provide insider tips and best practices for using the CRM effectively.

For a full review, see our Insightly review.

Insightly Pricing

Here’s what Insightly costs in 2026:

Free trial: Yes, 14-day free trial with no credit card required.

Money-back guarantee: Contact support for refund policies.

💰 Best Value: Professional at $49/user/month — includes workflow automation, custom reports, and the marketing journey builder for lead nurturing.

The Premier Support and Success Plan includes individualized online training sessions and enhanced technical support with faster response times.

Insightly offers expert coaching sessions as part of the Premier Support and Success Plan to maximize your investment.

Insightly vs Alternatives

How does Insightly compare? Here’s the competitive landscape:

Quick picks:

• Best overall: Insightly — native project management sets it apart from pure CRM tools.
• Best budget: HubSpot — free tier covers basic CRM needs for small teams.
• Best for beginners: Pipedrive — visual pipeline interface is easy to learn.
• Best for enterprise: Salesforce — unmatched customization for large organizations.

🎯 Insightly Alternatives

Looking for Insightly alternatives? Here are the top options:

• 🚀 HubSpot: All-in-one marketing, sales, and service platform with a powerful free CRM tier for small businesses.
• 💰 Zoho CRM: Budget-friendly CRM with AI assistant and workflow automation starting at $14/user/month.
• 🎯 Pipedrive: Sales-focused CRM with visual pipeline management and intuitive deal tracking for sales teams.
• 🏢 Salesforce: Enterprise-grade CRM with extensive customization, AppExchange marketplace, and advanced analytics.

For the full list, see our Insightly alternatives guide.

⚔️ Insightly Compared

Here’s how Insightly stacks up against each competitor:

• Insightly vs HubSpot: Choose Insightly for native project management; choose HubSpot for marketing automation and free tools.
• Insightly vs Zoho CRM: Choose Insightly for post-sale project delivery; choose Zoho for lower pricing and AI features.
• Insightly vs Pipedrive: Choose Insightly for CRM plus projects; choose Pipedrive for pure sales pipeline focus.
• Insightly vs Salesforce: Choose Insightly for mid-market simplicity; choose Salesforce for enterprise scale and customization.

Start Using Insightly Now

You learned how to use every major Insightly feature:

• ✅ Modern CRM
• ✅ Project Management
• ✅ Reporting
• ✅ Email
• ✅ AI Automations
• ✅ Integrations
• ✅ Support & Ticketing

Next step: Pick one feature and try it now.

Most people start with Modern CRM to import their contacts.

It takes less than 5 minutes.

Frequently Asked Questions

How does Insightly work?

Insightly works by centralizing all your customer data in one platform. You can manage leads, contacts, opportunities, and projects from a single dashboard. The CRM tracks all interactions and allows users to link CRM activities to projects for complete visibility across your business.

Is Insightly easy to use?

Yes, Insightly is designed for ease of use with an intuitive interface. Insightly provides on-demand training and online knowledge resources to assist users with common challenges. The platform offers a playlist of 20 tutorial videos on YouTube so you can learn at your own pace.

How do I add a field in Insightly?

To add custom fields in Insightly, go to Settings and select “Custom Fields.” Choose the object type (Contact, Organization, etc.) and click “Add Field.” Select the field type and configure its properties. Custom fields let you track data specific to your business needs.

Does Insightly have a mobile app?

Yes, Insightly offers mobile apps for iOS and Android. You can access contacts, opportunities, projects, and tasks on the go. The mobile app syncs with the web platform so your data stays current across all devices for your teams.

Who uses Insightly?

Insightly is used by small to mid-sized businesses across industries including professional services, consulting, manufacturing, and technology. It’s popular with users who need both CRM and project management in one platform to manage the full customer lifecycle.

How to set up Insightly?

Setting up Insightly takes about 3 minutes. Sign up for a free trial, complete the onboarding wizard, import your contacts, and configure your pipelines. Insightly’s tutorials include demonstrations on using pipelines to create processes for managing sales effectively.

Is Insightly a CRM?

Yes, Insightly is a full-featured CRM platform with integrated project management. It combines contact management, sales pipeline tracking, email integration, workflow automation, and reporting in one account. This makes it an all-in-one solution for businesses.

Is Insightly free?

Insightly offers a 14-day free trial with no credit card required. Paid plans start at $29/user/month for the Plus plan. The Professional plan at $49/user/month offers the best value with advanced automation and marketing features for growing businesses.

What is the mission statement of Insightly?

Insightly’s mission is to help businesses build stronger customer relationships and grow revenue. The platform focuses on providing an all-in-one CRM solution that manages both sales cycles and post-sale delivery, enabling teams to focus on customers rather than juggling multiple tools.