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Insightly

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Insightly is a modern, unified platform that bridges the often-disconnected worlds of Customer Relationship Management (CRM) and Project Management. Unlike many competitors that focus solely on the ‘sale’, Insightly recognises that for many businesses, the real work begins after the contract is signed. It offers a seamless transition from a sales opportunity to a delivery project, ensuring that the promises made by your sales team are accurately executed by your operational staff.

Its standout capability is ‘Relationship Linking’, a flexible data structure that allows you to map complex networks of connections—who knows who, and how they are related to specific organisations or projects. This is paired with Insightly Marketing, a robust automation suite that sits on the same platform, allowing for highly targeted campaigns based on real-time CRM data without the need for messy synchronisations between different software.

For our clients in the health, wellness, and fitness sectors, Insightly is particularly powerful for managing long-term service delivery. Whether you are a corporate wellness consultancy delivering a six-month programme or a gym equipment supplier managing complex installations, Insightly allows you to track the initial sale and the subsequent project delivery in one place. We configure this platform to ensure that patient pathways, membership on-boarding, and B2B contracts are managed with precision, ensuring nothing gets lost in the handover between teams.

Features

  • Integrated Project Management: Convert won opportunities directly into projects, complete with milestones, tasks, and pipelines, without leaving the CRM.

  • Relationship Linking: Map complex connections between contacts, organisations, and projects to understand the full web of influence within a client account.

  • Insightly Marketing: A built-in marketing automation suite that allows you to build customer journeys, score leads, and send newsletters using live CRM data.

  • AppConnect: An integration engine that allows us to build low-code workflows connecting Insightly to hundreds of other apps like Xero, PandaDoc, or Shopify.

  • Custom Objects: The ability to create bespoke data records that fit your specific niche, such as ‘Dietary Plans’, ‘Injury Records’, or ‘Class Schedules’.

  • Blade Interface: A fast, single-page user interface that allows you to open records in sliding panels without losing your place in a list view.

  • Mobile App: A fully featured mobile application that includes voice notes and business card scanning, ideal for field sales or trainers on the gym floor.

Benefits

  • Seamless Handover: Eliminates the “sales silo” by ensuring that delivery teams have full visibility of the client’s requirements and history the moment a deal is closed.

  • Deeper Client Insights: The relationship linking feature reveals hidden connections, helping you find new referrals and understand the decision-making hierarchy in B2B accounts.

  • Reduced Tech Stack: By combining CRM, Marketing, and Projects in one platform, you can reduce subscription costs and complexity.

  • Data Security: Insightly is HIPAA compliant, making it an excellent choice for wellness businesses handling sensitive health information.

  • Custom Fit: The platform’s flexibility allows us to mirror your exact operational workflows rather than forcing you to adapt to rigid software.

How we integrate

  • Process Mapping: We workshop your entire customer lifecycle, from the first marketing touchpoint through to the final delivery of your service or product.

  • Pipeline Architecture: We design distinct pipelines for both your Sales (leads/opportunities) and your Delivery (projects), ensuring a logical flow of data.

  • Data Migration & Linking: We import your existing data and, crucially, set up the relationship links that give Insightly its power (e.g., linking a ‘Physio’ to a ‘Clinic’ and a ‘Patient’).

  • Marketing Setup: We configure the marketing module, creating email templates and customer journeys that trigger automatically based on CRM activity.

  • AppConnect Workflows: We use Insightly’s integration tool to automate tasks across your ecosystem, such as creating a Xero invoice when a project reaches a certain stage.

  • Team Training: We provide role-specific training, ensuring your sales team knows how to close deals and your project team knows how to manage the subsequent delivery.

Technical Details

  • REST API: Insightly provides a comprehensive REST API (v3.1) which supports standard HTTP methods and returns data in JSON format for custom development.

  • Webhooks: We configure webhooks to push real-time notifications to your other systems whenever records are created or updated.

  • AppConnect: Built on an enterprise-grade integration platform (Workato), this allows for complex, multi-step logic and transformations between apps without heavy coding.

  • Security Standards: The platform is SOC 2 Type II certified and HIPAA compliant, ensuring it meets strict standards for data privacy and protection.

  • Rate Limiting: API requests are subject to daily rate limits based on your plan, which we factor into our integration design for high-volume environments.

  • Single Sign-On (SSO): Supports industry-standard authentication protocols including SAML to integrate with your existing corporate login systems.

Use Cases

  • Corporate Wellness Programmes: Managing the B2B sale to an HR director, then converting it into a project to track the delivery of workshops, health checks, and reporting over a 12-month period.

  • Gym Equipment Installation: Tracking the sales lead for a new gym fit-out, followed by a project pipeline managing the logistics, delivery, and installation of the equipment.

  • Personal Training Studios: Using the marketing suite to nurture leads with fitness tips, then managing the new client onboarding process as a project to ensure all assessments and forms are completed.

  • Health Consultancy: Managing a network of referrals where understanding the relationship between different doctors, clinics, and specialists is vital for business growth.

  • Event Management: Coordinating health summits or fitness expos, using the project management features to handle vendor tasks and the CRM to manage attendee sales.

FAQs

Is Insightly HIPAA compliant? Yes, Insightly offers HIPAA-compliant plans. This is a critical feature for our clients in the health and wellness space who handle Protected Health Information (PHI). We can assist you in ensuring your configuration meets these regulatory standards.

What is the difference between an Opportunity and a Project? In Insightly, an ‘Opportunity’ is a potential sale (money coming in). A ‘Project’ is what happens after the sale (delivering the work). We set up automation so that winning an Opportunity automatically creates a linked Project, carrying over all the necessary details.

Do we need the Marketing plan as well? It is not mandatory, but we highly recommend it. Having your marketing data (email opens, clicks) visible on the same record as your sales notes allows your team to have much smarter conversations. It prevents the common issue of sales teams being unaware of what marketing material a lead has seen.

Can it integrate with Xero or QuickBooks? Yes, Insightly has excellent integrations with both Xero and QuickBooks Online. We typically set this up so that winning a deal in Insightly drafts an invoice in your accounting software, reducing manual data entry.

Is the project management as good as Asana or Trello? For most service-based businesses, yes. While it may lack some of the ultra-niche features of dedicated PM tools, the massive benefit is that your project data lives with your client data. You don’t have to switch tabs to see the client’s email history while working on their project tasks.

Can we limit who sees patient data? Absolutely. Insightly has advanced permission settings. We can configure ‘Profiles’ and ‘Roles’ to ensure that sensitive health data is only visible to authorised practitioners or case managers, while administrative staff only see contact details.