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Getting Sales Insights

Learn how you can get all the information about your sales, team activities, and progress at the one-stop solution of Vtiger CRM - Sales Insights.
S
Sabqat Ruba
8 Dec, 2020 - Updated 9 months ago

Introduction 

What better than getting a 360-degree view of your sales team’s productivity and performance at a glance?

 

Vtiger’s Sales Insights does it for you!

 

With Sales Insights, you will have all the updates about your sales team at your fingertips. It gives you reports about your sales team’s activities, performance, and deals in the pipeline, along with a comparison of their work status and goals.

 

What’s more?

If you are a sales manager and have users reporting to you, then Sales Insights displays related data of your reportees. A user’s ‘Reports To’ is available and can be set up in My Preferences.

 

Let us look at some use cases on sales reps and sales managers.

 

Sales reps

As a sales rep, you can:

  • Have a report about all deals in your pipeline and their value.
  • Get insights on how your customer-related activities are driving deal closure.
  • Gauge your performance against the sales quota defined for you.
 

Sales managers

As a sales manager, you can:

  • Gain insights into your team's productivity by looking at activity reports.
  • Review your team’s pipeline status to align with the forecast and quotas defined for them.
  • Monitor your sales team’s performance by looking at idle deals, lost deals, overdue deals, and activity efficiency. 
  • Get a comparison of your team’s performance against their goals.

Feature Availability

 

Sales Starter

Sales Professional

Sales Enterprise

All-in-One Professional

All-in-One Enterprise

Feature Availability

Sales Insights

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Folders in Sales Insights

Before diving into the details, let us first see how to navigate to Sales Insights.

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Sales.
  4. Click Sales Insights.
 

You get a graphical representation of your sales insights in the following folders:
 

  1. Activity Reports
  2. Pipeline Performance
  3. Sales Results
  4. Sales Process Reports
 

Note:

  • Sales Process Reports reports are only available to sales managers or users who have subordinates reporting to them.
  • As a sales rep, you will only see data about your deals and performance. Sales managers will see data pertaining to their sales team.
 

Let us explore each of them.

Activity Reports

Want to track your sales team’s activities? Wonder how the activities are helping deal closure?

 

Have a look at your Activity Reports to find the answers! 

 

Using activity reports, you can track your sales team’s customer-related activities - emails, phone calls, calendar events, and tasks. This helps you gain visual insights into your team's performance and gauge the efficiency of activities in driving conversions.

You can get your activity insights through the following charts:

  • Activities Added
  • Activities Completed
  • Activity Efficiency

Let us learn what each chart displays.

 

Activities Added

This report shows all the activities added by your sales team in the form of a bar chart. This information helps you ensure that your sales team is on the right track to seal a deal. 

 

Timesaver

Hovering on an activity type on the chart displays metrics such as activity count and effort (duration).

 

You can filter chart data using the filters located above a report. 

 

Note: The chart for Activities Added only displays open activities or activities that are not marked as ‘Held’ or ‘Completed’.

 

In the table below the chart, you can view each deal's activity count and activity type. You can group the data in the table by Deal or Deal Owner using the drop-down displayed above the table.

 

Activities Completed

View all the activities completed by your sales team by glancing at this chart. Hover on the chart to view activity metrics such as count and effort (duration). 

 

You can filter chart data for a particular activity type and hide data for other activities. 

 

The table below the chart shows the activity count for each deal along with the type of activity. Group data in the table by Deal or Deal Owner using the drop-down located above the table.

 

Activity Efficiency

Track your sales team’s efficiency with the help of this chart. It gives you insights into how effective a sales rep’s activities are towards winning a deal.

 

The chart shows the average number of emails, phone calls, and calendar events, performed by a sales rep to win deals assigned to them. It also shows an estimate of the number of activities required by a sales rep to win a deal and the duration of each activity. 

 

The tabular form of the chart paints a clear picture of activity efficiency. Group the data in the table by Deal or Deal Owner using the drop-down displayed above the table.

 

Did you know?

You can download all reports in Sales Insights in .csv format. Use the                                    Download data button on a chart to do so.

Pipeline Performance

Get a visual representation of your sales pipeline - 

  • Status and value of your pipeline
  • Progression of deals in the pipeline
  • Sales reps’ activities on open deals 
 

All this is available under Pipeline Performance!

 

Here are the charts available in Pipeline Performance:

  • Deals added
  • Pipeline Value
  • Pipeline Activity
  • Funnel Progression
  • Product Pipeline
 

Here is what each chart displays.

 

Deals Added

The chart shows the number of deals added to your pipeline. Hovering on the chart gives the count of deals added. 

 

Details of deals added are displayed in a tabular format below the chart. 

The table shows the deal name, current sales stage, amount, and expected close date.

 

Pipeline Value

Get a comparison of open and closed deals with the help of this chart. Hovering on the chart displays the:

  • Total value of deals that were ‘Closed Won’ 
  • Total value of deals that were ‘Closed Lost’ 
  • Value of deals currently in the pipeline 
  • Total weighted revenue of deals
 

The green bar represents ‘Closed Won’ deals and the red bar represents ‘Closed Lost’ deals. The blue bar represents open deals. 

 

You can view the list of open deals in the table, along with deals won and lost. The deals are sorted by month and sales reps.

 

Pipeline Activity

The chart tracks sales reps’ activities on the biggest deals or deals with the highest amount.  

By hovering on the chart, you can view the:

  • Deal name
  • Deal amount 
  • Sales stage the deal is currently in
  • Activity count of the sales rep on the deal 
  • Expected close date of the deal on the chart. 
 

Handy notes:

 

The bubble size represents the activity count. Bigger the bubble, higher the activity count. 

Also, the color of a bubble is red if a deal is idle or there is no activity on it for a specified period. As an admin user, you can set up idle alerts on deals by going to Actions.

 

You can view pipeline activity in a tabular format below the graphical representation. The table lists deals in decreasing order of deal amount and the total effort spent on each deal. 

 

This data helps you determine sales reps’ performance. 

 

Funnel Progression

The Funnel Progression chart depicts the progress of deals from one sales stage to another. Hovering on a sales stage in the funnel displays the following:

  • Name of the sales stage
  • Value (amount) of deals present in the sales stage
  • Number of deals present in the sales stage
  • Number of deals that progressed to the next sales stage in the pipeline 
  • Percentage of deals that progressed to the next sales stage in the pipeline
 

“How does this information help?” you ask?

With this data, you understand how your deals are progressing from one sales stage to another. You can identify the points in your sales funnel where you are losing deals and improve your sales process for better and quicker deal closure.

 

In the tabular format, you can view the percentage of deals that have progressed from one stage to another, along with the win percentage.

 

Product Pipeline

The Product Pipeline chart gives you details about all open deals and the products associated with them, along with their value. With this chart, you can identify highly in-demand products and those that are likely to be sold. 

Hovering on the chart gives the count and value of the products in the pipeline. 

 

You can sort the chart by month, quarter, year, or user. You can also view the data displayed in a tabular format right below the chart.

Sales Results 

How is your sales team performing? Are they meeting their goals? How much revenue are they driving in a specific period?

 

Find your answers under Sales Results.

 

Under Sales Results, you can view the following charts:

  • Closed vs. Goals
  • Product Revenue
  • Sales Cycle by Duration
  • Lost Deals
 

Here is what each chart displays.

 

Closed vs. Goals

How many deals have you closed against the sales quota defined for you? This information is available in the Closed vs. Goals chart. The sales quotas are defined from Forecast and Quota established for your team. 

The blue bar is the goal assigned to you, and the green bar is the deals you have closed. Hovering on the chart displays the:

  • Value of deals closed by a sales rep
  • Sales quota set for a sales rep
 

Note: As a sales manager, you will see your sales team’s data in the Closed vs. Goals chart.

 

The table below the chart presents Closed vs. Goals data along with the win rate per month. You can group the table data in the following ways using the drop-down:

  • Win Rate by Time
  • Closed Deals by Time
  • Win Rate by Owner
 

Product Revenue

Get a break-down of your sales by the number of products sold and their value. The chart helps you identify the most sold products and makes the process of sales forecasting easy. Hovering on the chart gives the count and value of products sold. 

 

You can view the data in a tabular format displayed below the chart. You can group the table data in the following ways using the drop-down:

  • Win Rate by Time
  • Closed Deals by Time
  • Win Rate by Owner
 

Sales Cycle by Duration

How much time does a sales rep take to move a deal from one sales stage to another? What is the average age of deals a sales rep is handling? Sales Cycle by Duration answers these questions for you. The data is sorted by sales stage.

You can view the average sales cycle in a tabular format below the chart. Group data in the table by Sales Stage or Deal Owner using the drop-down displayed above the table.

 

Lost Deals

Track the reasons for deals lost by looking at this chart. It gives you the percentage of deals lost and the reasons for losing the deals. 

 

The tabular format shows data along with the name of the deals and the owners of the deals.  You can group the table data in the following ways using the drop-down:

  • Win Rate by Time
  • Closed Deals by Time
  • Win Rate by Owner


Sales Process Reports

 

If you are wondering how things are going for your sales team – 

Are sales reps closing deals on time?

Are there any idle deals in your pipeline?

Are sales tasks being carried out promptly?

 

Worry not; these reports will help you!

Sales Process Reports gives you the following information:

  • Idle Deals
  • Idle Organizations
  • Slipped Deals
  • Overdue Deals
  • Deal Journeys
 

Note: Sales Process Reports are shown when you have other users reporting to you.

 

Below is what each chart displays.

 

Idle Deals

The chart gives the number of idle deals. A deal is said to be idle if there has been no interaction on it for a specified period. Hovering on the chart gives you the count of idle deals.

The list of all idle deals is displayed in a tabular format below the chart.

 

Note: As an Admin user, you can set up idle alerts for Deals and Organizations by going to Main Menu > Essentials > Actions.



 

Idle Orgs

The chart gives the number of idle organizations. An organization is said to be idle if there has been no interaction on it for a specified period. Hovering on the chart gives the count of idle organizations. 

 

The list of all idle organizations is displayed in a tabular format below the chart.

 

Slipped Deals

How many deals missed their Expected Close Date? For how many deals were the close date revised? With this data, you gain insights into the performance of your sales team and the status of your sales pipeline. Hovering on the chart gives the count of slipped deals.

 

The table below the chart gives you details about the deals that missed the Expected Close Date.

 

Overdue Deals

The chart provides a count of deals that have passed their Expected Close Date and not been closed. This information comes in handy when you have to gauge the performance of your sales team. Hovering on the chart gives the count of overdue deals

 

The list of overdue deals is displayed below the chart.

 

Deal Journeys

To get a comparison of the number of journey tasks in your pipeline and the actual number of journey tasks completed, you can view the Deal Journeys chart. The chart depicts the progress of sales teams in task completion.

Hovering on the chart gives the count of deals and the task progression percentage for those deals. You can view the chart data in a tabular format below the chart.

 

Filters

 

You can filter sales insights data by the fields shown above. For example, you can view data for a specific period, pipeline, or sales stage. Global filters

 

You can also use these filters on a chart to sort and view data by month, quarter, or year. When you have users reporting to you, you can also filter data by users.

Actions Possible on Charts

Customizing data views

  • On charts

You can group data shown on a chart by month, quarter, year, or user. To do this, use the drop-down displayed on the top right of the chart.  

 

As a sales rep, you can only group data by month, quarter, or year.

 
  • On tables
    • You can group the table data in the following ways using the drop-down:
      • Win Rate by Time
      • Closed Deals by Time
      • Win Rate by Owner
This filter is not available on all charts.
 
  • You can sort data by Deal or by Deal Owner by choosing the appropriate option from the drop-down displayed below the chart. This filter is not available on all charts.
 

Other actions

Clicking on the ellipsis displayed on a chart gives you three options:

  • Full Screen - To view the chart in full screen
  • Print - To get a print-out of the chart 
  • Save as Image -To save or download the chart as an image in png format on the local system

 

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