Onboarding Wizard

After connecting your HubSpot account, the onboarding wizard guides you through configuring Rizer Recycling. This is where you tell Rizer which deals to import, where to create new opportunities when you re-engage, and set up competitor and missing feature tracking.

The wizard takes about 20-40 minutes to complete. You can skip steps and come back later, but it’s worth taking the time to get things right upfront — these settings affect how the whole system works.

How the Wizard Works

The onboarding wizard walks you through six steps in order:

1. Organization settings
2. Merging products
3. Lead import and export setup
4. Deal import and export setup
5. Competitors setup
6. Missing features setup

Each step builds on the previous one. You can go back to previous steps if you need to change something, and your progress is saved automatically.

Let’s walk through each step.

Step 1: Organization Settings

The first step captures basic information about your organization. This information is used throughout Rizer for display, AI suggestions, and email nurturing.

[Screenshot: Organization settings step showing the form fields]

Account Owner

This shows your name and email address — the person who created the Rizer account. It’s read-only and just confirms who set things up.

Organization Name

Enter your company name as you want it to appear in Rizer. This shows up in navigation, reports, and email footers if you use nurturing.

Keep it simple and recognizable. If your company is “Acme Corporation Inc.” but everyone calls it “Acme,” just use “Acme.”

Default Email Template Language

Select the language for email templates used in nurturing workflows. This sets the default when creating new flows and determines the language for system-generated content like unsubscribe footers.

If you nurture contacts in multiple languages, you’ll create separate flows for each language later. This setting just establishes the default.

Website

Enter your company website URL (including https://). Rizer’s AI uses this to understand your products and services, which helps it generate more accurate recycling suggestions.

The AI reads your public website to learn about what you sell, your positioning, and your industry. Better AI suggestions mean less manual work when recycling deals.

Terms and Conditions

Review and accept Rizer’s terms and conditions to proceed. You can’t continue to the next step without accepting.

Moving Forward

Once you’ve filled in the organization details, click Next to move to product setup.

Step 2: Merging Products

This step shows the products imported from your HubSpot product catalog. If you don’t have products set up in HubSpot, this step will be mostly empty and you can move on quickly.

[Screenshot: Products step showing the product list with merge option]

Why Product Merging Matters

In HubSpot, you might have multiple products that represent the same offering. For example:

• “Pro Plan – Monthly” and “Pro Plan – Annual”
• “Enterprise” and “Enterprise (Legacy Pricing)”
• “Starter Bundle” and “Starter Bundle 2024”

In Rizer, you probably want to analyze these as a single product. If you’re tracking why you lose “Pro Plan” deals, it doesn’t matter whether it was the monthly or annual version.

Merging products in Rizer combines them for reporting purposes while keeping the original product data intact in HubSpot.

How to Merge Products

1. Look through the list of products imported from HubSpot.
2. Find products that represent the same offering.
3. Select them by clicking the checkbox next to each one.
4. Click Merge selected.
5. Enter a name for the merged product (something clear like “Pro Plan”).
6. Click Save.

The merged product appears as a single entry in Rizer reports. When a deal includes any of the original products, it rolls up to the merged product for analysis.

What If You Don’t Need to Merge?

If your HubSpot products are already clean — one product per offering — you don’t need to do anything here. Just review the list to make sure everything imported correctly and click Next.

Can You Merge Later?

Product merging is primarily done during onboarding. If you need to merge or change products later, contact Rizer support. It’s not something you can easily undo, so take a moment to think through your product structure now.

Step 3: Lead Import and Export Setup

This step configures how Rizer handles HubSpot leads. If your HubSpot account doesn’t use the leads object, you’ll see a message saying lead recycling isn’t available and you can skip ahead.

If you do use leads, this step has two sections: import settings (where leads come from) and export settings (where new leads go during re-engagement).

[Screenshot: Lead import/export configuration step]

Import Settings

Import from pipeline

Select which lead pipeline or pipelines contain lost leads you want to recycle. Rizer only imports leads from pipelines you select here.

If you have multiple lead pipelines for different regions or products, you can select all of them or just the ones you want to track.

Default products

Unlike deals, leads in HubSpot don’t have line items. But for reporting purposes, it’s helpful to associate leads with products.

Select one or more default products to assign to recycled leads. This lets you include leads in product-level reporting and target them with product-specific nurturing flows.

If your leads aren’t product-specific, you can skip this or select a general “All Products” option if you created one.

Export Settings (Re-engagement)

These settings control what happens when you re-engage a recycled lead — where the new lead gets created in HubSpot.

New leads pipeline

Select which pipeline new leads should be created in when you re-engage. This is usually your main lead pipeline.

New leads stage

Select which stage within that pipeline. New leads typically start at the beginning of your pipeline, but you might have a specific stage for recycled opportunities.

Auto-creation strategy

This controls how Rizer automatically creates leads in HubSpot when they reach Ready for callback status.

• Unlimited — Rizer creates leads in HubSpot as soon as they’re ready, with no limits. Good if your team can handle variable volume.
• Limited — Set a maximum number of leads per day or week per owner. For example, “maximum 5 leads per day.” This prevents overwhelming reps with too many recycled opportunities at once. You can also restrict which days of the week leads get created.
• None — Rizer never auto-creates leads. Everything is manual. Leads sit in Ready for callback until someone explicitly re-engages them. Good if you want full control over when leads enter the pipeline.

Most teams start with Limited to pace the flow of recycled opportunities, then adjust based on experience.

Step 4: Deal Import and Export Setup

This is the most important step in the wizard. It configures how Rizer handles deals — which is the core of what Rizer does.

Like the lead step, this has import settings (where deals come from) and export settings (where new deals go during re-engagement).

[Screenshot: Deal import/export configuration step]

Import Settings

Import from pipeline

Select which deal pipeline or pipelines contain closed-lost deals you want to recycle.

Rizer only looks at deals in closed-lost stages within these pipelines. If you have pipelines you don’t want to track — maybe a pipeline for partnerships or internal projects — leave them unselected.

You can select multiple pipelines if you run different sales processes through different pipelines.

Auto-recycle on lost

This is a key setting. When enabled, Rizer automatically imports deals into recycling the moment they’re marked as closed-lost in HubSpot.

• Enabled — Lost deals appear in Rizer’s In recycling list automatically with a default callback date. AI suggests a recycle reason based on deal notes. Nothing slips through the cracks.
• Disabled — Lost deals appear in Rizer’s Not in recycling list. You manually review and decide which ones to recycle. More control, but more work.

Most teams enable auto-recycle to ensure every lost deal gets tracked. You can always mark deals as Recycling completed later if they turn out not to be worth pursuing.

Export Settings (Re-engagement)

These settings control what happens when you re-engage a recycled deal.

Re-engage as Lead or Deal

Choose whether re-engaged opportunities become leads or deals in HubSpot:

• Lead — Creates a new lead record. Good if re-engaged opportunities need to go through qualification again.
• Deal — Creates a new deal record. Good if re-engaged opportunities are ready for the sales pipeline immediately.
• Allow manual selection — Let users choose lead or deal each time they re-engage. Good if different situations call for different approaches.

There’s no right answer here — it depends on your sales process. If you’re not sure, allowing manual selection gives you flexibility while you figure out what works best.

New leads pipeline and stage (if re-engaging as lead)

Select where new leads get created when someone re-engages as a lead.

New deals pipeline and stage (if re-engaging as deal)

Select where new deals get created when someone re-engages as a deal. This is typically your main sales pipeline at an early stage, but you might have a specific stage for recycled opportunities.

Auto-creation strategy

Same options as leads:

• Unlimited — Create deals immediately when ready, no limits.
• Limited — Set maximums per owner per day or week. You can also choose which days of the week deals can be created. For example, “maximum 3 deals per week, only Monday through Thursday.”
• None — All re-engagement is manual.

The limited option is popular because it lets you control the pace. If your reps can handle 5 recycled deals per week on top of their regular pipeline, set the limit there. Deals beyond the limit stay in Ready for callback until the next period.

Day-of-Week Restrictions

When using the Limited auto-creation strategy, you can specify which days of the week Rizer creates deals:

• Only weekdays (skip Saturday and Sunday)
• Exclude Fridays to avoid end-of-week pile-ups
• Only Monday and Thursday to align with team meeting schedules
• Any combination that fits your workflow

Deals that become ready on restricted days wait in the queue until the next allowed day.

Step 5: Competitors Setup

This step sets up competitor tracking. Rizer’s AI has already scanned your HubSpot deal history to identify competitors mentioned in deal notes and communications. You’ll review these suggestions and configure how competitors are tracked.

[Screenshot: Competitors setup showing the AI-suggested list]

What the AI Found

The AI pre-populates a list of competitors it identified from your deal data. For each competitor, you’ll see:

• The competitor’s name (as the AI interpreted it)
• How many times they appeared in your deal history

This gives you a starting point. The AI isn’t perfect — it might have found some false positives or missed some competitors — so you’ll want to review the list.

Configuring Each Competitor

For each competitor in the list, you can:

Edit the name — Clean up the competitor name if the AI got it slightly wrong. Maybe it found “Competitor Inc” and “Competitor” as separate entries that should be merged.

Add their product name — If the competitor has a specific product that competes with yours, add it here. This enables more detailed competitive reporting.

Map to your products — Select which of your products this competitor competes with. If Competitor X only competes with your Enterprise product, map it that way. If they compete across your whole lineup, select all products.

Adding Competitors Manually

The AI might have missed some competitors. To add one:

1. Click + Competitor.
2. Enter the competitor’s company name.
3. Optionally add their product name.
4. Select which of your products they compete with.
5. Click Save.

Removing Competitors

If the AI suggested something that isn’t actually a competitor — maybe a partner or a technology that got mentioned in deal notes — just remove it from the list. Click the delete icon next to any competitor you don’t want to track.

Why This Matters

Competitor tracking pays off when you recycle deals:

• You can record which competitor won when recycling a deal
• Reports show win/loss patterns by competitor
• You can time re-engagement around typical competitor contract cycles
• Nurturing flows can target contacts who chose specific competitors

Taking 10 minutes to clean up the competitor list now saves time later and makes your data more useful.

Step 6: Missing Features Setup

The final step sets up missing feature tracking. Like competitors, the AI has scanned your deal history to identify features prospects requested that you don’t currently offer.

[Screenshot: Missing features setup showing the feature list with status options]

What the AI Found

The AI pre-populates a list of missing features mentioned across your lost deals. For each feature, you’ll see:

• The feature name (as the AI interpreted it)
• How many times it came up
• Which of your products it relates to (if the AI could determine this)

Configuring Each Feature

For each missing feature, you can:

Edit the feature name — Clean up the name so it’s clear and consistent. The AI might have found “Salesforce integration,” “SF integration,” and “integrate with SFDC” as separate items that should really be one feature.

Assign to a product — Select which of your products this feature relates to. If it’s a general platform feature, you might assign it to all products.

Set the current status:

• Unplanned — Not on your roadmap. You’re tracking the request but haven’t committed to building it.
• Planned — On your roadmap but work hasn’t started. You can set an expected completion date.
• In Progress — Currently being developed. Set an expected completion date if you have one.
• Completed — Already shipped. Set the release date. Deals recycled for this feature can be immediately moved to ready.

Set dates — For planned or in-progress features, set an expected completion date. For completed features, set the actual release date.

Adding Features Manually

If prospects have requested features the AI missed:

1. Click + Feature.
2. Select which product this feature relates to.
3. Enter the feature name.
4. Set the current status.
5. Add expected or release dates if applicable.
6. Click Save.

Why This Matters

Missing feature tracking creates a direct connection between product development and sales:

• When you recycle a deal because of a missing feature, you link it to the specific feature
• Reports show which missing features have cost you the most revenue
• When you mark a feature as completed, all affected deals automatically move to Ready for callback
• Your team gets notified that it’s time to reach out to everyone who wanted that feature

This is one of Rizer’s most powerful capabilities. A feature ships, and automatically you have a list of warm prospects to contact with the good news.

What If You Don’t Track Product Development?

If you don’t have visibility into your product roadmap, you can still use missing feature tracking. Set everything to “Unplanned” and use it as a way to collect and quantify feature requests. Even without the automatic callbacks, the revenue impact data is valuable for product discussions.

Completing the Wizard

After configuring missing features, you’re done with the setup. Click Finish to complete onboarding.

What Happens Next

When you finish the wizard, Rizer:

1. Imports your existing lost deals — Based on your import settings, deals from your selected pipelines get pulled into Rizer. If auto-recycle is enabled, they go to In recycling. If not, they go to Not in recycling.
2. Creates your competitors and missing features — Everything you configured in steps 5 and 6 gets saved and is ready to use.
3. Redirects you to the dashboard — You land on the main Rizer dashboard where you can see your recycled deals and start taking action.

The initial import might take a few minutes if you have a lot of historical lost deals. You’ll see deals start appearing in your recycling lists as the import progresses.

After the Wizard: What’s Next

You’re now set up and ready to start recycling. Here are the typical next steps:

Verify Your Settings

Take a quick look at Settings > Integrations > HubSpot > Settings to confirm everything looks right. Make sure the correct pipelines are selected and the auto-creation strategy matches what you intended.

Set Up the Rizer Card in HubSpot

If the Rizer card isn’t already showing on your deal records in HubSpot, add it:

1. Open any deal in HubSpot.
2. Click Customize record in the sidebar.
3. Find the Rizer card and drag it to your preferred position.
4. Save the layout.

This lets your team recycle deals directly from HubSpot.

Review Callback Defaults

Rizer sets default callback periods for each recycle reason. Check these in Settings > Recycling > Callback defaults and adjust them to match your sales cycle.

For example, if “No available budget” defaults to 6 months but your customers typically have quarterly budget reviews, you might change it to 3 months.

Start Recycling

Go to Deals > In recycling (if auto-recycle is on) or Deals > Not in recycling (if it’s off) and start working through your deals. For each one:

• Review the AI-suggested recycle reason
• Verify or adjust the callback date
• Add competitor information if relevant
• Link to missing features if that’s why the deal was lost

Consider Email Nurturing

If you want to nurture recycled contacts with automated emails, you’ll need to set up a sending domain. This is a separate process that involves adding DNS records for your domain. See the Setting Up Domains and Senders article when you’re ready.

Changing Settings After Onboarding

Everything you configured in the wizard can be changed later:

• Organization settings — Settings > Organization
• HubSpot import/export settings — Settings > Integrations > HubSpot > Settings
• Competitors — Reports > Competitors (click + Competitor to add new ones)
• Missing features — Reports > Missing Features (click + Feature to add new ones)
• Callback defaults — Settings > Recycling > Callback defaults

You don’t need to go back through the wizard. Each setting has its own location where you can update it anytime.

Settings Take Effect Immediately

When you change import or export settings:

• Import changes affect future imports only. Deals already in recycling aren’t affected.
• Export changes affect future re-engagements only. Deals already in the callback queue use the new settings when you re-engage them.
• Auto-creation strategy changes apply immediately to all deals in Ready for callback.

You don’t need to pause anything or wait for changes to take effect.

Common Questions

Can I restart the onboarding wizard?

The wizard is a one-time setup flow. After completing it, you manage settings in their individual locations. If you want to start completely fresh, contact Rizer support.

What if I configured something wrong?

No worries — everything can be changed. Go to the relevant settings page (organization, HubSpot settings, competitors, or missing features) and make your updates. Nothing is permanent.

Can I skip the onboarding wizard?

You need to complete at least the basic settings (organization details, pipeline selection) to use Rizer. But you can move quickly through the product merging, competitors, and missing features steps if you want to come back to them later.

How long does the initial import take?

It depends on how many lost deals you have. A few hundred deals import in a minute or two. Thousands of deals might take 5-10 minutes. You can start using Rizer while the import continues in the background.

What if the AI suggestions are wrong?

The AI does its best based on your deal notes, but it’s not perfect. Think of its suggestions as a starting point. Review and correct anything that doesn’t look right. The more you correct, the better Rizer learns your patterns over time.