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Setting up and using categories

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Categories label opportunities, projects, tasks, and files.

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How categories work

Insightly ships with a few task categories to start with, and an administrator can create more for your team. Categories apply to opportunities, projects, tasks, and files. For example, a business that sells products and provides services can create two categories, “Products” and “Services,” to label their sales opportunities and projects. They can even create a third “Products and Services” category to cover all the possibilities. You can also include categories when you create a custom list.

Insightly administrators can view, add, edit, and delete categories from the System Settings > Categories page.

Task Categories Management Settings Panel — The Categories settings panel in Insightly CRM displays a list of existing task categories (Email, Follow Up, Get Started, Meeting, Phone Call, To Do) with their assigned colors and checkmarks indicating which modules they apply to. A text field at the bottom allows users to add a new custom category, which is relevant for readers learning how to organize and customize their CRM workflow.

Adding a new category

An Insightly administrator can set up and modify categories.

  1. Go to System Settings > Categories.
  2. Type the new category name in the Category text box at the bottom of the list of categories.
  3. Click the color square and select a background color for the category label.
Category Color Picker in Insightly — A color palette is open next to the new “Services” category row, letting an admin pick its display color before saving.
  1. Click the checkbox that corresponds to the column and object you want to associate your new category with. You can choose multiple columns.
  2. Click the Add Category button to save the new category.
Categories List with New Category Row in Insightly — The System Settings Categories page lists existing categories (Email, Follow Up, Get Started, Meeting, Phone Call, To Do) alongside a new “Services” category being added, with checkboxes to enable it for Opportunities, Projects, Files, and Tasks and an Add Category button to save it.

The new category appears alphabetically in the category list, with edit and delete buttons on the right.

Editing or deleting a category

A category can only be deleted if it’s not in use. You can edit it and de-select the records it applies to. To delete it completely, filter the records that are using the category and edit them to change their category, then delete the category.

Deleting a Category in Insightly — The Categories list shows the trash icon next to the “Services” and “To Do” rows, which removes a category from the list.

ℹ️ Note: A category can only be deleted if it’s not in use.

Applying a category to a record

When you create a new record from the types you’ve selected, you can choose the new entry from the Category field. The category appears in the record after you save it.

Selecting a Category on an Opportunity in Insightly — The Add New Opportunity form shows the Category dropdown open, with “Services” highlighted as the option being selected.

1 Selecting a Category on an Opportunity in Insightly

 Category Applied to an Opportunity in Insightly — The Opportunity detail page for “Potter’s Barn | Rerouting Network Cables” shows the Category field set to “Services.”

2 Category Applied to an Opportunity in Insightly

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