Users and Permissions

Managing users in Rizer controls who has access to your recycling data and what they can do with it. As your team grows or changes, you’ll invite new members, adjust permissions, and occasionally deactivate accounts.

This article covers user management — inviting team members, understanding roles, managing access, and handling common user administration tasks.

Accessing User Management

1. Go to Settings in the main navigation
2. Click Users

[Screenshot: Users list showing team members with roles and status]

The users page displays everyone in your Rizer account with their role, status, and last activity.

What You’ll See

The users list shows:

• Name — User’s first and last name
• Email — Their login email address
• Role — Admin or User
• Status — Active or Deactivated
• Last seen — When they last accessed Rizer
• Timezone — Their personal timezone setting

You can filter by status (Active, Deactivated) and search by name or email.

User Roles

Rizer has two permission levels that determine what users can see and do.

Admin

Admins have full access to everything in Rizer:

Can do:

• View and manage all deals and leads (regardless of owner)
• Recycle and re-engage any opportunity
• Access all reports with complete data
• Modify organization settings
• Invite and manage other users
• Configure HubSpot integration
• Set up email nurturing (domains, senders, flows)
• Modify recycling configuration
• Change callback defaults

Best for:

• Sales managers and leaders
• Revenue operations
• Account owners
• Anyone who needs complete visibility

User (Standard)

Standard users have limited access focused on their own work:

Can do:

• View deals and leads assigned to them
• Recycle opportunities they own
• Re-engage their ready callbacks
• Access reports filtered to their data
• Update their personal settings

Cannot do:

• View other users’ deals or leads
• Modify organization settings
• Invite or manage other users
• Change integration settings
• Configure nurturing domains or senders
• Modify recycling configuration

Best for:

• Individual sales reps
• Team members who only need to work their own opportunities
• Users who shouldn’t see the full pipeline

Choosing the Right Role

Make someone Admin when:

• They need to see all deals across the team
• They manage other people
• They configure settings and integrations
• They’re responsible for reporting and analytics
• They administer the Rizer account

Make someone User when:

• They only work their own opportunities
• They don’t need visibility into others’ deals
• They shouldn’t change settings
• You want to limit access for security or focus

Most organizations have a few Admins (managers, ops) and more standard Users (individual reps).

Inviting Team Members

To add a new user to your Rizer account:

1. Go to Settings > Users
2. Click + User
3. Fill in the user details
4. Click Add

[Screenshot: Add user modal with form fields]

User Fields

First name and Last name — Their name as it will appear in Rizer.

Email address — Their login email. This is where the invitation goes.

Role — Admin or User. Choose based on what access they need.

Timezone — Their local timezone. Defaults to the organization timezone but can be personalized.

Language — Their preferred interface language.

Managed by — Optional. Their manager, for reporting structure. Useful for organizations that want to track team hierarchies.

The Invitation Process

When you add a user:

1. Rizer sends an email invitation to their address
2. The email contains a unique setup link
3. They click the link and create their password
4. After setting their password, they can log in immediately

Invitation expiration: Links expire after 7 days. If someone doesn’t accept in time, you’ll need to resend the invitation.

Resending Invitations

If an invitation expires or wasn’t received:

1. Find the user in the users list
2. Click the menu icon next to their name
3. Click Resend invitation

A new invitation email goes out with a fresh link.

What New Users See

When a new user first logs in:

• They see the main dashboard
• If they’re a standard User, they only see deals assigned to them
• If they’re an Admin, they see everything
• The Getting Started checklist helps orient them

Consider providing brief training or documentation links when inviting new team members.

Editing User Details

To update a user’s information:

1. Go to Settings > Users
2. Click the menu icon next to the user
3. Click Edit
4. Update the fields you want to change
5. Click Save

[Screenshot: Edit user modal with fields]

What You Can Change

Name — If their name was entered incorrectly or they’ve changed it.

Email address — Their login email. Changing this affects how they log in.

Role — Promote to Admin or demote to User.

Timezone — Their personal timezone preference.

Language — Their interface language.

Managed by — Their reporting structure.

What You Cannot Change

Password — Users manage their own passwords. If they need a reset, they use the “Forgot password” flow at login.

User ID — Internal identifier, set automatically.

Created date — When they were added, set automatically.

Changing User Roles

To promote a User to Admin or demote an Admin to User:

1. Go to Settings > Users
2. Click the menu icon next to the user
3. Click Edit
4. Change Role to the new level
5. Click Save

The change takes effect immediately. The user doesn’t need to log out and back in.

Promoting to Admin

When you promote someone to Admin:

• They immediately gain access to all deals and leads
• They can see all reports with full data
• They can access settings and configuration
• No notification is sent — tell them about their new access

Demoting to User

When you demote someone to User:

• They immediately lose access to other users’ deals
• They can only see their own opportunities
• They lose access to settings and configuration
• Deals they viewed before are no longer visible

Important: At least one Admin must remain active. Rizer prevents you from demoting the last Admin.

Deactivating Users

When someone leaves the company or no longer needs access, deactivate their account rather than deleting it.

How to Deactivate

1. Go to Settings > Users
2. Click the menu icon next to the user
3. Click Deactivate
4. Confirm the deactivation

What Happens When Deactivated

Immediately:

• They can no longer log in
• Their session ends if they’re currently logged in
• They disappear from active user lists

Preserved:

• Their deals and leads remain assigned to them
• Historical data and activity records stay intact
• They still appear in reports for historical context
• Audit trails remain complete

License impact:

• Deactivated users don’t count toward your user license limit
• Deactivating frees up a seat for a new user

Why Deactivate Instead of Delete

Deactivation preserves history. If someone recycled deals, re-engaged prospects, or appears in reports, deleting them would break that record. Deactivation keeps data integrity while removing access.

You can also reactivate if needed — maybe they return to the company or their access was removed by mistake.

Reactivating Users

To restore access for a deactivated user:

1. Go to Settings > Users
2. Filter by Deactivated to find them
3. Click the menu icon next to their name
4. Click Reactivate

What happens:

• They can log in again immediately
• No new invitation needed — their existing password works
• Their deals and leads are still assigned to them
• Everything picks up where it left off

Handling Departing Team Members

When someone leaves, handle their Rizer access thoughtfully.

Before They Leave

Decide about their deals:

• Should recycled deals stay assigned to them? (Visible in reports under their name)
• Should deals be reassigned to an active user?
• Who takes over their ready-for-callback queue?

Reassign if needed:

1. Go to their deals in Deals > In recycling or Ready for callback
2. Filter by their name as owner
3. Select deals to reassign
4. Use bulk actions to change ownership

When They Leave

1. Deactivate their account promptly
2. This immediately revokes access
3. Historical data remains for reporting

What About Their Deals?

Rizer doesn’t automatically reassign deals when someone is deactivated. You have options:

Leave as-is: Deals stay assigned to the deactivated user. They appear in reports under that person’s name. Useful for historical accuracy.

Reassign before deactivating: Manually change ownership to active users before deactivating. Useful if deals need immediate attention.

Reassign after deactivating: You can still reassign deals owned by deactivated users. Admins can filter to find them and change ownership.

User Activity Tracking

Last Seen

The Last seen column shows when each user most recently accessed Rizer.

Use this to:

• Identify inactive users who might not need licenses
• See who’s actively using the platform
• Spot users who might need help or training

Activity Considerations

Rizer doesn’t provide detailed activity logs visible in the user management interface. For specific questions about what a user did (like which deals they recycled), you’d look at deal history and reports.

User License Management

Your Rizer subscription includes a certain number of user seats.

Checking Usage

The users page shows your current usage: “X of Y users” (for example, “5 of 10 users”).

This counts active users only. Deactivated users don’t count toward the limit.

When You Hit the Limit

If you try to add a user when at capacity:

• The invitation won’t be sent
• You’ll see a message about the user limit
• You’ll need to either deactivate an existing user or upgrade your plan

Managing Seats

To free up a seat:

• Deactivate users who no longer need access
• Review inactive users (check “Last seen” dates)

To add more seats:

• Contact Rizer to upgrade your plan
• Discuss expected user count growth

User Settings vs. Admin-Controlled Settings

Users can manage some of their own settings, while Admins control others.

Users Control (Personal Preferences)

Each user can update their own:

• Password — Via “Forgot password” or profile settings
• Timezone — Override organization default
• Language — Interface language preference
• Notification preferences — What emails they receive

Users access these through their profile menu, not the Users settings page.

Admins Control

Only Admins can change:

• User role (Admin vs. User)
• Account status (Active vs. Deactivated)
• User’s email address (affects login)
• Who can access the account at all

Notification Preferences

Users can configure what notifications they receive from Rizer.

Accessing Notification Settings

Users access their own notifications through their profile:

1. Click the profile icon in the top right
2. Select Profile
3. Go to the Notifications tab

Available Notifications

Common notification options include:

• Deals ready for callback — When your deals become ready
• Missing features shipped — When a linked feature is completed
• Weekly recycling summary — Periodic digest of recycling activity
• New team members — When someone joins (Admins only)

Admin Limitations

Admins cannot configure notifications for other users. Each person manages their own preferences.

Security Best Practices

Password Requirements

Rizer enforces minimum password requirements:

• Minimum length (typically 8-12 characters)
• Mix of character types recommended

Encourage team members to use strong, unique passwords.

Regular Access Reviews

Periodically review your user list:

Monthly:

• Check for users who should be deactivated (left company, changed roles)
• Verify roles are still appropriate

Quarterly:

• Review Admin list — does everyone need Admin access?
• Check “Last seen” dates for chronically inactive users
• Confirm user count matches your team

Principle of Least Privilege

Give users the minimum access they need:

• Default new users to User role, not Admin
• Only promote to Admin when genuinely needed
• Review Admin promotions periodically

When Someone Leaves

Act quickly when someone departs:

• Deactivate their account on their last day
• Don’t wait — immediate deactivation prevents unauthorized access
• Reassign critical deals if needed

Managing Teams Across Timezones

If your team spans multiple timezones, a few considerations:

Personal Timezone Settings

Each user can set their own timezone, overriding the organization default. This affects how timestamps display to them.

Callback Date Implications

Callback dates trigger based on the organization timezone, not individual user timezones. A deal becomes “Ready for callback” at midnight in the organization’s timezone, regardless of where the assigned user is located.

Communication

If your team is distributed, establish clear conventions:

• Clarify whether times mentioned are in organization timezone or local
• Consider noting timezone when scheduling callback dates for very specific timing
• Be aware that “today” means different things in different timezones

Common Questions

Can I see what a user has done in Rizer?

User activity isn’t displayed in a dedicated log. To see what someone has done, look at deal history, recycling records, and reports filtered to that user.

Can users change their own email address?

No. Email changes must be made by an Admin through user management. This prevents users from locking themselves out.

What if I forget who set up our Rizer account?

The first user who created the account is the original Admin. You can see creation dates in user details. If you’ve lost track, contact Rizer support.

Can I have multiple Admins?

Yes, and it’s recommended. Having only one Admin creates risk — if they’re unavailable, no one can manage settings. Have at least two Admins.

What happens if all Admins are deactivated?

Rizer prevents deactivating the last Admin specifically to avoid this. If you somehow end up without Admin access, contact Rizer support.

Can I temporarily disable someone without fully deactivating?

Not directly. Deactivation is the mechanism for removing access. You could deactivate and reactivate later — their data is preserved either way.

Do deactivated users count for billing?

Typically no. Deactivated users don’t count toward your license limit. Check your specific plan details for confirmation.

Can users see each other’s contact information?

Admins can see all users in the user list. Standard Users generally see limited user information — mainly names when viewing deal ownership or in reports filtered to their data.

Troubleshooting

User Didn’t Receive Invitation

Check email address: Verify you entered it correctly.

Check spam folder: Have them look in spam/junk.

Check corporate filters: IT email filters sometimes block invitations. Have IT whitelist Rizer emails.

Resend invitation: If it’s been a while, the link may have expired. Resend.

User Can’t Log In

Check status: Is their account Active or Deactivated?

Check email: Are they using the correct email address to log in?

Password reset: Have them use “Forgot password” to reset.

Browser issues: Try a different browser or clear cache.

User Can’t See Expected Deals

Check role: Standard Users only see their own deals. They may need Admin access to see others.

Check ownership: Deals are filtered by owner. The deal might be assigned to someone else.

Check filters: They might have filters applied hiding certain deals.

Can’t Deactivate a User

Last Admin check: You can’t deactivate the last Admin. Promote someone else first.

Technical issue: If deactivation fails for other reasons, contact support.

Can’t Change User’s Role

Last Admin check: Can’t demote the last Admin to User.

Permission check: Only Admins can change roles. Verify you have Admin access.

Best Practices Summary

Start with least privilege. Default to User role. Promote to Admin only when needed.

Act quickly on departures. Deactivate accounts promptly when people leave.

Review regularly. Check your user list quarterly. Clean up inactive accounts.

Have multiple Admins. Don’t rely on a single Admin. Ensure backup access.

Document your setup. Know who has access and why. This helps during audits or transitions.

Communicate role expectations. Make sure Admins know their responsibilities. Make sure Users understand their access limitations.