Vtiger 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.

R

Ruba

6 May, 2024 - Updated 6 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 comparing 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 reporters. A user’s ‘Reports To’ is available and can be set up in My Preferences.

Let us look at some use cases for 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.

Folders in Sales Insights

Before diving into the details, let us first see how to navigate to Sales Insights.
Follow these steps to access Sales Insights:

Log in to your CRM account.
Click the Main Menu.
Go to Sales.
Click Sales Insights.

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

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 about 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 with closure?

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

You can track your sales team’s customer-related activities using activity reports - 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 sealing 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 sales reps 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 over 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

Handy notes:

The bubble size represents the activity count. Bigger the bubble, the 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 progress 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 progressing from one stage to another, along with the win percentage.

Product Pipeline

Product Pipeline chart details all open deals, the associated products, and 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 the 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 breakdown 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 the 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. Hovering on the chart displays the total number of days deals remained in the 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

Do you wonder 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 give 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 with 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 was 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 shows deals that have passed their Expected Close Date and have not been closed. This information comes in handy when you gauge your sales team's performance. Hovering on the chart gives the count of overdue deals.

The list of overdue deals is displayed right 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
- 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