Finalize setup

This guide explains how to finalize your setup, ensuring your Rizer system is fully configured. Completing these steps before daily use ensures more accurate tracking, effective nurturing, refined competition monitoring, and improved overall results.

Add Missing Features

Adding missing feature requests helps you clearly and consistently track product improvements needed by your customers or prospects. By managing these you’ll manage workflow strategies more effectively.

During onboarding, Rizer AI automatically scans your HubSpot data and suggests common missing features based on lost leads and deals. At any time, you can edit this list, remove irrelevant items, or add new feature requests manually to keep your tracking accurate.

Add a New Missing Feature

1. In the main menu, in the Feature requests section click “+ Feature” button (top-right).
2. Select the relevant product from the dropdown menu.
3. Enter a clear, concise Feature Name.
4. Select an initial Status (Unplanned, Planned, or Rejected).
5. (Optional) Enter an estimated Build Cost.
6. Click “Save”.

Edit an Existing Missing Feature

1. Select the feature request from the list.
2. Update details clearly:
   • Feature Name: Change, if necessary.
   • Status: Update to Unplanned, Planned, Implemented, or Rejected. (Selecting Implemented will mark all associated leads as Ready to callback.)
   • Build Cost: Adjust if necessary.
3. Click “Save” to apply changes.

View and Organize Feature Requests

In general you can use the Feature Requests screen to:

• View statuses (Unplanned, Planned, Completed, Rejected).
• Review initial request date, average importance ratings.
• Filter requests by Status, Product, and Importance for better prioritization.

Add Competitors

Adding competitors allows your team to accurately monitor market activities, strategically position your products, and improve sales outcomes. Doing this early ensures database accuracy and better competitive insights.

Rizer AI also detects your most frequent competitors during onboarding by analyzing your lead and deal activity history. You can edit this list at any time, add new competitors, or update existing profiles to keep your database accurate and insights reliable.

Add a Competitor

1. Inside settings in the Competitors section click “+ Competitor”.
2. Enter the competitor’s name.
3. Add products individually, matching them to equivalent or related products you offer.
4. Click “Add” to save the competitor profile.

Edit a Competitor

1. Select the competitor profile from the list.
2. Update the competitor’s name, products, or your equivalent product mappings as needed. Note: If any competitor products are linked to existing leads or customers, remove these associations first.

Nurturing Workflows in Rizer

In this section, you’ll learn how to set up workflows, choose the right audience, use email templates with AI, and monitor performance—all tailored to help you succeed in Rizer.

Nurturing workflows are automated email sequences sent to a specific group of leads (your audience) at set intervals. They’re designed to re-engage recycled leads and deals, keeping your brand top-of-mind and paving the way for new opportunities.

Core Elements

• Templates: Pre-written emails you can customize and send to your leads.
• Workflows: Automated sequences that control when and how emails are delivered.
• Audience: The group of leads targeted by your workflow, defined by criteria like segments or recycle reasons.

Rizer provides pre-written email templates and pre-set workflows to kickstart your nurturing. These are crafted to engage recycled leads and deals effectively, depending on recycle reason, saving you time.

Before starting any of the workflows the first thing you have to do is set-up your DNS details and determine who you are sending as.

In the list of nurturing workflows you will see all workflows currently set-up in Rizer. For each workflow you have:

• Name – the name of the workflows
• Status – this can be se as draft, active or stopped depending user choice
• Steps – how many steps the workflow has. usually each steps correlates to a different email template
• Language – what language the workflow and email templates inside are in
• Audience type – static or dynamic, you can read more about this and about setting up workflows
• Audience criteria – a summary about the audience criteria
• All time audience – how many contact people have passed trough the workflow since it was originally started
• Open rate – how many people opened the emails
• Click rate – how many people clicked on a link inside the email

Add / Edit Workflows

Workflows allow you to automate targeted email communication sequences. Having workflows correctly defined and activated at this stage helps efficiently nurture leads immediately after setup completion.

Create a Workflow

Workflows let you automate targeted email sequences for your recycled leads and deals. Here’s how to create one in Rizer:

• Open the Nurturing section from the main menu and click + Workflow.
• Name your workflow – Give it a clear title (e.g., Historical recycling).
• Set the basics:
  • Language – Choose the language for all emails in this workflow.
  • Default sender – Select who the emails will come from (must be a verified sender).
• Choose your audience type:
  • Dynamic (recommended) – Companies are added automatically when they match your filters and removed when they don’t.
  • Static – Companies stay fixed unless you update them manually.
• Define your audience filters – Narrow down who enters the workflow by selecting:
  • Segments
  • Products
  • Recycle reasons
  • Recycle source
  • Recycle dates or lost dates (optional)
• Set the trigger – Choose when the workflow should start. For example, Product is recycled.
• Click Save to create your workflow.

Activate and Manage Workflows

• Toggle the workflow to “Active” to start automated nurturing.
• Review detailed workflow metrics (open rates, send rates, CTR, etc.) through the “Workflow Performance” tab.
• Manage specific audiences and contacts as needed under Dynamic Audience.

Add / Edit Email Templates

Email templates form the core content for your nurturing emails. Creating or editing templates now ensures consistency, saves time, and provides clear communication aligned with your nurturing objectives.

Create or Edit Templates

1. Access templates inside any workflow → “Email Templates”, or directly from within workflows.
2. Select “+ Template” to create or choose from existing templates to edit.
3. Clearly name, write, and format email content according to your audience and nurturing goals.
4. Save templates with descriptive names for easy identification within workflows.

Add / Edit Steps

Email steps represent individual actions within workflows (i.e., sending emails). Defining steps clearly allows workflows to precisely automate communications at relevant intervals.

Add Steps to a Workflow

1. Within an opened workflow, click the “+” symbol and select “Send Email”.
2. Choose a predefined email template.
3. Define the Delay (time interval for sending).
4. Select a specific sender from previously added senders (optional if different from default).
5. While adding steps, you can set their precise position within the workflow sequence.

Edit or Manage Steps

• Adjust delays, templates, senders, or sequence positions directly within your workflow overview.
• Regularly review and manage these steps in the Workflow Management tab.

Set default callback times

Setting default callback times enables your team to establish structured follow-up schedules based on specific recycling reasons.

Configure Default Callback Times

1. Navigate to “Settings” → “Default callbacks”.
2. Review the table displaying all recycling reasons and their corresponding callback timeframes.
3. For each recycling reason, set an appropriate callback time:
   • Click the edit icon (pencil) next to the current callback time.
   • Select the desired timeframe from the dropdown (e.g., 1 week, 1 month, 3 months, 6 months).
   • Click “Save” to apply the change.

Customize Callback Strategy

When setting callback times, consider:

• Business urgency (shorter times for high-potential leads)
• Sales cycle length for your products
• Reason-specific follow-up strategies (e.g., shorter for “No time” vs. longer for “Happy with current solution”)

Default callback times automatically apply when leads or deals are recycled with specific reasons, ensuring timely follow-ups and improving recovery rates.

Update Historical Recycling Reasons

During onboarding, Rizer AI does its best to guess the most likely recycle reason for each lost lead or deal. These guesses are a strong starting point, but they’re not always perfect. By reviewing and updating historical reasons, you’ll ensure your reporting is accurate, your nurturing workflows are more relevant, and your callbacks are better timed.

Recommended actions:

• Open the company’s page from the In recycling list.
• Click the options menu (three dots) and choose Edit recycling.
• Update the Recycle reason to something specific (e.g., Missing feature – Housekeeper plugin instead of Unknown).
• Save your changes.

Doing this provides clarity and significantly improves data-driven decision-making.

Segmentations

Segmentations allow precise targeting of email nurturing workflows. Defining segments at the start ensures leads receive highly relevant, personalized messages, thus improving opens, clicks, and responses.

Segmentations let you group leads and deals into meaningful categories so that nurturing workflows and reporting stay highly targeted.

By default, Rizer gives you four segmentation dimensions:

• Countries – Break down accounts by region (e.g., North America, EMEA). Useful for tailoring messaging and regional campaigns.
• Number of employees – Classify companies as Small, Medium, or Big. Helps align messaging to company size and resources.
• ICP tier – Mark accounts as Great fit, OK fit, or Poor fit, to prioritize time and budget.
• Target account – Flag key accounts as Target or Not target for easy filtering and prioritization.

These segmentations are applied throughout Rizer — from workflows (so the right audience receives the right nurturing) to reports (so you can analyze wins/losses by ICP tier or region).

Create or Edit a Segment

1. Navigate to “Settings” → “Segmentations”.
2. Click “+ Segment”.
3. Clearly define criteria based on country, industry, recycle reasons, or other relevant segmentation factors.
4. Combine multiple variables logically to create accurate, effective segments.
5. Name your segment clearly and click “Save”.

DNS Setup

Correctly configuring your DNS settings ensures reliable email deliverability and stronger sender credibility. Set your domain and sender information clearly and verify DNS records before starting your email nurturing.

Set Up Your Sending Domain

1. Navigate to “Settings” → “Email Nurturing” → “Domains”.
2. Click “+ Domain”, add your sending domain (e.g., yourcompany.com).
3. Once added, Rizer will provide three required DNS records (TXT and CNAME types) to add within your DNS hosting provider (GoDaddy, Cloudflare, etc.).

Add DNS Records (Generic Steps)

1. Sign in to your DNS hosting control panel.
2. Navigate to the DNS records management area (usually labeled as “DNS Management,” “Zone Files,” or similar).
3. Click “Add Record” and select the type required by Rizer (CNAME, TXT, etc.).
4. Enter DNS record information exactly as provided by Rizer.
5. Save changes individually and repeat for all provided DNS records.
6. Allow up to 24-48 hours for DNS propagation.

Verify Domain Setup in Rizer

• Return to Rizer to check DNS verification status. Your domain will automatically reflect a “Verified” status once propagation is complete.
• If verification fails initially, carefully recheck your DNS entries for accuracy and completeness.

Add Email Senders

After verifying your domain:

1. Navigate to “Settings” → “Email Nurturing” → “Senders”.
2. Clearly enter the sender’s display name and email address (e.g., John Doe, john.doe@yourcompany.com).
3. Add multiple senders if needed and verify each accordingly.

Read more about the DNS setup.

Integrations

In the Settings → Integrations section, you can manage the connection between Rizer and HubSpot. Once connected, Rizer shows the Hub ID, last import date, and whether all required permissions are active.

From here, you can:

• Review connection details – Confirm that HubSpot is linked correctly and that imports are running as expected.
• Adjust settings – Open the integration settings to refine how Rizer syncs with HubSpot.
• Disconnect if needed – Remove the connection safely and reconnect to another HubSpot account if your organization changes.

After connecting HubSpot, you can configure how Rizer imports and re-engages both leads and deals. These settings apply to all future records created in Rizer.

Lead import / re-engagement

• Default product(s) – Assign products to disqualified leads, since HubSpot leads don’t always include product details.
• Import from pipeline – Select the HubSpot lead pipeline to sync with Rizer.
• Re-engagement pipeline and stage – Choose where recycled leads should be created in HubSpot (e.g., “Attempting”).
• Daily limit – Set a cap (or leave unlimited) for how many leads are re-engaged per day.

Deal import / re-engagement

• Import from pipeline – Select the HubSpot sales pipeline Rizer should monitor for lost deals.
• Re-engagement pipeline and stage – Choose where recycled deals will be created once they’re ready (e.g., “Qualified To Buy”).
• Daily limit – Define how many deals Rizer should re-engage per day, helping your sales team manage workload.

Organization settings

The Organization tab holds your company-level preferences. Here you can:

• Set account defaults – Define currency, timezone, time format, and default language. These defaults ensure consistent reporting and proper AI-driven recommendations.
• Update company details – Store founding date, website, and legal information. This information is used both for context in reports and for personalization in email templates.
• Contact info – Add your organization’s phone number, email, and address. Keeping these fields updated makes collaboration smoother and helps standardize communication across the team.
• Language preferences – Specify email and spoken languages to fine-tune AI suggestions and improve alignment with your customer base.

Completion of all these setup tasks equips your team with all the necessary tools, settings, and processes for effectively nurturing leads, responding competitively, clearly communicating product enhancements, and continuously optimizing prospect engagement.