Friday, 16 December 2011

The new Calendar and Events system

We've just introduced a couple of new features into Insightly, a built in calendar and an event system.

Events

Events in Insightly have a specific start date and time, and an end date and time. Examples of events are things like appointments, meetings, or conferences, and they can be linked to contacts, organizations, opportunities or projects in Insightly, or you can create them just for yourself.

You can set an event to private to have it only visible to yourself and Insightly administrators, or make it public so other users can see. Events can also have a location, and we added a large text block for you to enter any further details too.

There are a few ways to create a new event:

  • From the 'Quick Add' menu at the top of every screen, select 'Add New Event'. 
  • From within a contact, organization, opportunity, or project - open the Actions menu and click 'Add New Event' which will automatically link the new event to that item.
  • From within the Events sub-tab for a contact, organization, opportunity, project, click the 'Add new Event' hyperlink.
  • Click the calendar icon in the top right corner, and then click the 'Add New Event' button.


Linking an event to other items in Insightly will cause the event to show under the Events sub-tab for that linked item. When editing or viewing an event, the links sidebar on the right hand side of the page can be used to link the event to other items. Click the 'Add Link' hyperlink in the top right and type in the name of the item to link it to the event. The links sidebar works the same way for other items in Insightly too.



All events in Insightly are displayed specific to your timezone - so make sure you have the correct timezone set under 'My Info' > 'Regional Settings'. The 'My Info' page is accessible via the small card icon in the top right corner.

The Calendar

We added an integrated calendar into Insightly too. It's accessible by clicking the calendar icon in the top right corner. By default it shows all your events, but you can also show your tasks and any milestones you're responsible for too, or public events from other Insightly users. 

There are views for showing the entire month like a wall calendar, or for showing a week, or a single day. You can move between the weeks or months by clicking on the arrow buttons to the left and right of the current month in the header. To get back to today, click the 'Today' button in the header.



To show public events for other Insightly users, click the checkbox next to the name to display them in the calendar. If you wish to change the color of any calendar items so you can better distinguish them from others, click the small color square next to the name and choose another color.

Clicking on an item in the calendar will display a small popup with the details of the event, milestone or task, and from there you can jump to the page for that item, edit the details, or delete the item.

Subscribe via iCalendar

If you use another calendar tool like Google Calendar, Apple iCal, Mozilla Calendar, the calendar on your mobile phone, iPad or Android tablet, or just about any other calendar that supports the iCalendar standard - you can easily subscribe to your Insightly calendar in just one click to see your events, tasks and any milestones you are responsible for on that calendar. The link to subscribe to your Insightly Calendar is at the bottom left of the page.

Project Calendar

We added a project calendar to Insightly too for any projects that use milestones. It's accessible via the Milestones sub-tab, then by clicking on the 'Calendar View' link. That calendar will show milestones for the project, and you can also subscribe to the iCalendar feed for the project by clicking on the subscription link in the bottom left of the project calendar.


30 comments:

  1. Could you give some details about how to sync my Google Apps calendar with the Insightly calendar? Is it a two way sync theory...if I add something to my google calendar will it show up on my insightly calendar and vice versa? I see the subscribe link at the bottom left of the calendar, but, how does this hook up with my Google calendar?
    Thanks

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    1. So far I don't see a way to do a 2 way sync which really just makes the use of the insightly calendar worthless since Insightly can't link to my phone's calendar. I have to say that this is just another example of the lack of foresight of a programmer. It's like these people don't deal in the real real and practical world. I like lots of things about insightly but they are still lacking. I like lots of things about gmail along with their tasks, but they are still lacking. Where is a complete and practical solution to: using a calendar, creating/assigning task, creating clients, linking emails and docs to clients, etc.? This program gave me hope and then just failed my expectations!!!!

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    2. Anyone found a solution for this or Insightly addressed this?

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  2. I have the same question as raindance - it seems like I can't add events to my insightly calendar from the google calendar page.

    The whole brilliance of insightly email-wise is that I can add straight to the database from my gmail window. If that's not possible, and I have to maintain a calendar which I can update only through insightly (and not, say, from the calendar app on my android phone), then this feature is going to be too cumbersome to use.

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  3. It's not working for me either. Also, on another topic, we're having trouble having contacts added to Gmail syncing with Insightly.

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  4. Merranti.com have just started using this product and we are giving up, we can't the calender to work either. To many bugs for us to rely on this software as it would be an important part of our business.

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  5. I am evaluating insightly, and am getting a strange problem. I export the opportunities from insightly for preparing reports. Now, in some cases, the forecast close date field in the exported file is not in the date format, but in the case of some other opportunities, it is in the date format. Would you know why this might be so?

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  6. I am a little puzzled at the iCalendar feeds...

    Insightly assumes that just because you create an event that it is "your event." All events that my law firm creates are related to projects, and I would like for my staff to be able to enter court dates, appointments, etc. into Insightly without the ownership or responsibility being tied to the user doing the data entry. I see that there is an option to show other users events, but it just doesn't make sense to me.

    It would be unworkable to have to subscribe to an individual calendar feed for each project.

    Am I missing something?

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  7. I really like the idea of this new feature but hope to see it integrated better with the Google Apps calendar we all know and love as Gapps users.

    It'd be great to be able to assign tasks to users in our organization (who are also in insightly) and create events related to those tasks, and have it also appear on the their respective Gapps calendar complete with "alerts" to remind them what they need to do and when.

    I understand this is a new feature and I'm sure it will improve as Insightly has been AWESOME at listening to their customers so I'll try to be patient but really hopeful this will happen soon and work well with the Gapps calendar...

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  8. Hi This is good moving in the correct way but I cant get the feed to link with google apps calendar ! I am getting links from insighty that sit as time less unless I copy then into the main calendar ! have I misunderstood .But still a brill product .
    Paul

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  9. Although the idea of interaction between event creation and a calender in Insighlty is a great idea, I do think the method employed in this particular situation is flawed. The only thing that needed to be done was to have the Google Calender interact with Insightly; there was no need to create a calender inside Insightly independent of Google Calender. I would think, like myself, most Insighly users would like to still use their Google Calender to track their events, not some cheap knock off version of a calender (sorry guys, I love most of what you have done over the past few years, but this is lame, not well thought out and hurried). For a simple solution, simply make the existing Google Calender interact with Insightly Opportunities and Projects. If you want to keep a Calender in Insightly, it should just be a copy of Google Calender. Does anyone agree with me on this? Finally, Another issue we have with the current calender idea is that, since we are a service business who sends Teams of technicians on site to perform surveys, we not only have personal calenders in Google Calender, we also have team calenders as well; and anyone who has extra calenders will immediately notice, there is no way in Insightly for one to link a Project or Opportunity event to a team calender - it can only be linked to individual calenders. I really, really hope that you guys rethink this fairly soon and make some changes, because it is clear to me and all the other users, that this recent addition was a colossal failure. If need any more feedback please do not hesitate to contact me.

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    1. Hi Pete,

      We're looking at using Insightly company wide for our CRM needs. Like you, we are also a service company that sends people out and based on your feedback, I'm not even going to recommend people use the Insightly calendar. We are quite happy with the Google calendar, everyone now knows how to use it, and is pretty happy with it. I'm already nervous enough about getting people to use a new system and anything that would add an additional layer of confusion or complication MUST be avoided! I think all we would need is to be able to easily sync with Google. Another calendar to track would probably be disastrous. I can already imagine the distress over missed appointments because somebody put something on one calendar and it didn't get to the one we all look it, or was only on a personal calendar and not able to be shared.... I haven't seen a single response from Insightly and hope they'll take everyone's suggestions to heart. KEEP IT SIMPLE!!!

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    2. We agree Pete and Amy- we've been using Insightly based on our gmail and totally cant see why we have to add events and appointments from Insightly to now the google calendar... twice the work = no fun.

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  10. Insight.ly -- the best integration with Google Apps has been done by GQueues. Check it out.

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  11. I have tried to use the calendar codes you provided prior to adding the calendar and they didn't work for two way calendar synch. This is the pitfall of several other CRM's. If you have the Google API key, then you should be able to easily synch.

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  12. Will you be upgrading in the future to allow all users to see each others tasks on a calendar format as well?

    Events are great but I want to have the option to see my co-workers tasks to be able to plan the day, week, month accordingly.

    We have been fighting with the syncing of Google Calendar and Insightly and have forfeited this battle. However, an overview of all tasks on the Insightly calendar would be a great solution!

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  13. A puzzling, buggy feature. Subscribing to the ical feed from Google Calendar results in a timezone problem -- Google sees the time feed as being ((GMT+00:00) GMT. Apple iCal does not have this issue.

    The lack of bi-directional sync hurts, nor can I create an event from an email. Are these add-ons coming soon?

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  14. I would add an option to put special dates on the Calendar, as the contact sync doesnt interact with the Google Contact/Calendar special dates (i.e. for birthdays, etc). As they do not show up on the Google Calendar properly via sync, then at least allow us to see these special events on the new insightly calendar.
    Cheers,

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  15. Are we getting any closer to android support?

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  16. Thanks very much for all the work you put into developing this product. It's really making life easier for me.

    A request for future development of the calendar: it would be truly awesome to be able to link events in my Google Calendar to projects or opportunities in Insight.ly, in the same way I can link emails to projects, tasks, contacts etc. I realize this may be super-Google-fu stuff. Or maybe not! Either way it would totally make my year. :D

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  17. does insightly still sync contacts from my gapps account if I only have the free version of insightly?

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  18. Hello! Congratulations for you solution. when a mobile application? Thanks

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  19. I have the iCal feed in Google calender, but neither public or private events show up.

    Help please.

    thx

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  20. I do not see the Milestone Sub Tab. How do I access this?

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  21. We think Insightly is the perfect tool for our salespeople and techs. When do you think you will have a Mobile App up?

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  22. No updates on blog since mid december - that's very alarming.

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  23. This comment trail is all good.

    There are suggestions - complaints and there are recommendations. However there are no responses that I can see from Insightly.

    There would be some value if this were a moderated and responded post.. otherwise all I see is a litany of pleas for help or complaints since December.

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  25. I can create an event from an email directly from gmail with the Insightly gadget. However, when I go to that particular event in the Insightly calendar it does not link me back to the original email that I used to create this event. A link back to the original email is much needed.

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