Recycling Configuration

Recycling configuration controls the mechanics of how deals and leads flow between HubSpot and Rizer. Which pipelines do you import from? Where do re-engaged deals go? Should Rizer automatically create records, or wait for manual action? These settings shape how recycling works for your team.

This article covers import settings, export settings, auto-creation strategies, and callback defaults.

Accessing Recycling Configuration

Recycling configuration lives in two places:

HubSpot integration settings — For import and export pipeline configuration:

1. Go to Settings > Integrations > HubSpot
2. Click Settings
3. Use tabs: Deal Import, Deal Export, Lead Import, Lead Export

Recycling settings — For callback defaults:

1. Go to Settings > Recycling
2. Select Callback defaults

[Screenshot: HubSpot settings modal showing Deal Import tab]

Deal Import Configuration

Deal import settings control which HubSpot deals come into Rizer for recycling.

Import from Pipeline

Select which HubSpot deal pipelines contain lost deals you want to recycle.

How it works:

• Rizer only imports deals from pipelines you select
• Deals must be in a closed-lost stage within those pipelines
• You can select multiple pipelines if you have several

To configure:

1. Go to Settings > Integrations > HubSpot > Settings
2. Click the Deal Import tab
3. In the Import from pipeline dropdown, select one or more pipelines
4. Click Save

Tips:

• Select all pipelines that contain deals you might want to recycle
• If you have separate pipelines for different products or regions, include the relevant ones
• Leaving a pipeline unselected means those lost deals won’t appear in Rizer

Auto-recycle on Lost

This setting determines what happens when a deal is marked closed-lost in HubSpot.

Enabled: Deals automatically import into Rizer with In recycling status. They’re immediately tracked and assigned a default callback date based on the recycle reason (which AI suggests or you set later).

Disabled: Deals import with Not in recycling status. They appear in your “Not in recycling” list, waiting for you to manually decide which ones to recycle.

To configure:

1. Go to Settings > Integrations > HubSpot > Settings > Deal Import
2. Check or uncheck Auto-recycle on lost
3. Click Save

When to enable:

• You want every lost deal tracked automatically
• You don’t want deals falling through the cracks
• Your team will review and adjust recycling details later

When to disable:

• You want to manually review which deals are worth recycling
• Not all lost deals are re-engagement candidates
• You prefer explicit control over what enters recycling

Most teams enable auto-recycle. It ensures nothing is missed, and you can always mark deals as “Recycling completed” if they shouldn’t be pursued.

Deal Export Configuration

Export settings control where and how Rizer creates new records in HubSpot during re-engagement.

Re-engage As

Choose what type of record Rizer creates when you re-engage a recycled deal.

Options:

• Lead — Creates a new lead record in HubSpot
• Deal — Creates a new deal record in HubSpot
• Manual selection — Let users choose lead or deal each time they re-engage

To configure:

1. Go to Settings > Integrations > HubSpot > Settings > Deal Export
2. Select your preference under Re-engage as
3. Click Save

When to use Lead:

• Opportunities need re-qualification before entering the sales pipeline
• You want recycled contacts to go through your standard lead process
• You’re not sure the opportunity is still viable

When to use Deal:

• You have high confidence opportunities are ready for sales
• Contacts have indicated renewed interest
• You want to skip lead qualification for recycled prospects

When to use Manual selection:

• Different situations call for different approaches
• You want flexibility based on the specific deal
• Reps should decide based on their knowledge of the prospect

New Deals Pipeline and Stage

If re-engaging as deals (or when manual selection chooses deal), specify where new deals go.

Pipeline: Which HubSpot deal pipeline receives the new deal.

Stage: Which stage within that pipeline the deal starts in.

To configure:

1. In the Deal Export tab, select the Pipeline from the dropdown
2. Select the Stage from the dropdown
3. Click Save

Tips:

• Choose an early stage that makes sense for re-engaged opportunities
• Common choices: “Qualification,” “Discovery,” or a custom “Re-engagement” stage
• The stage should reflect that this is a warm lead returning, not a cold prospect

New Leads Pipeline and Stage

If re-engaging as leads, specify where new leads go.

Pipeline: Which HubSpot lead pipeline receives the new lead.

Stage: Which stage within that pipeline the lead starts in.

Configure the same way as deal pipeline/stage.

Auto-creation Strategy

This is one of the most important export settings. It controls whether Rizer automatically creates records in HubSpot when deals become ready for callback.

Options:

Unlimited — Rizer creates records in HubSpot immediately when deals reach “Ready for callback” status. No limits, no delays. As soon as a callback date arrives or a feature ships, the new record appears in HubSpot.

Limited — Rizer creates records up to a maximum number per owner per time period. Deals beyond the limit wait in the queue until the next allowed period.

None — Rizer never automatically creates records. All re-engagement is manual. Deals stay in “Ready for callback” until someone explicitly clicks to re-engage them.

[Screenshot: Auto-creation strategy options showing Unlimited, Limited, and None]

Configuring Limited Strategy

When using Limited auto-creation, you set the constraints:

Maximum per period: How many records can be created per owner (for example, 5).

Period: Daily or weekly.

Days of week: Which days auto-creation can occur (for example, only Monday through Thursday).

Example configuration:

• Maximum: 5 deals
• Period: Per week
• Days: Monday, Wednesday, Friday

This means each rep gets up to 5 recycled deals created in HubSpot per week, and they only appear on Monday, Wednesday, or Friday.

Why use limits:

• Prevents overwhelming reps with too many recycled opportunities at once
• Spreads re-engagement work across the week
• Balances recycled deals with new pipeline work
• Gives time to properly work each opportunity

How the queue works:

When limits are reached, additional ready deals wait in a queue. They’re created in HubSpot when:

• A new period begins (next day or week)
• An allowed day arrives
• Capacity becomes available

Deals are processed in the order they became ready.

Choosing an Auto-creation Strategy

Use Unlimited when:

• Your team can handle variable deal flow
• You want immediate follow-up on ready deals
• You have dedicated resources for recycled opportunities
• Deal volume is manageable

Use Limited when:

• Reps have capacity constraints
• You need to pace recycled deal flow
• You want to balance recycled and new opportunities
• High volume of deals becoming ready would overwhelm the team

Use None when:

• You want full manual control
• You’re testing or refining your recycling process
• Specific business rules require human review before re-engagement
• You prefer explicit decisions on every deal

You can change strategies anytime. The change applies immediately to deals in “Ready for callback” status.

Lead Import Configuration

Lead import settings work similarly to deal import, with a few differences.

Import from Pipeline

Select which HubSpot lead pipelines contain lost leads for recycling.

Note: This only applies if your HubSpot account uses the leads object. If you don’t use HubSpot leads, you won’t see these settings.

Default Products for Leads

Since leads in HubSpot don’t have line items or products attached, you can assign default products for reporting purposes.

Why this matters:

• Product-based reporting includes leads
• Nurturing flows can target leads by product
• Consistent tracking across deals and leads

To configure:

1. Go to Settings > Integrations > HubSpot > Settings > Lead Import
2. In Default products, select one or more products
3. Click Save

All imported leads will be associated with these products in Rizer.

Lead Export Configuration

Lead export settings mirror deal export, but create lead records in HubSpot.

New Leads Pipeline and Stage

Specify where new leads go when recycled leads are re-engaged.

Select the pipeline and stage just like deal export configuration.

Auto-creation Strategy

Same options as deals: Unlimited, Limited, or None. Configure limits the same way.

You can have different strategies for deals and leads. For example, unlimited for leads (typically lower volume and less complex) but limited for deals.

Day-of-Week Restrictions

When using Limited auto-creation, you can specify which days of the week records can be created.

Why Restrict Days

Align with team schedules. If your team has Monday planning meetings, maybe Tuesday is better for new recycled deals to appear.

Avoid end-of-week dumps. Deals appearing Friday afternoon might not get attention until Monday, when they’re stale.

Match workflow patterns. Some teams prefer concentrated days for recycled outreach rather than scattered throughout the week.

Respect busy periods. Avoid days with recurring heavy workloads.

Configuring Day Restrictions

1. In the export settings, find the day-of-week checkboxes
2. Check the days when auto-creation should occur
3. Uncheck days to exclude

[Screenshot: Day-of-week checkboxes showing Monday, Wednesday, Friday selected]

Example patterns:

• Monday only: All recycled deals for the week appear Monday morning
• Tuesday and Thursday: Spread across mid-week
• Weekdays only: Exclude weekends (relevant if your sync runs continuously)
• Every day: No restrictions

How Days Interact with Limits

Limits and days work together:

• Maximum 5 per week + Monday/Wednesday/Friday = Up to 5 deals spread across those three days
• If 3 deals become ready on Sunday, they appear Monday
• If 10 deals become ready and max is 5, 5 appear this week, 5 queue for next week

Callback Defaults

Callback defaults determine the standard callback period for each recycle reason. When you recycle a deal and select a reason, the callback date is pre-set based on these defaults.

Accessing Callback Defaults

1. Go to Settings > Recycling
2. Select Callback defaults

[Screenshot: Callback defaults page showing reasons and time periods]

What You’ll See

A list of recycle reasons with their default callback periods:

Recycle Reason	Default Callback
Missing feature	When feature ships
Not the right time	3 months
No available budget	6 months
Too expensive	6 months
Better price by competitor	12 months
Buyer stopped responding	3 months
No decision-making authority	6 months
…	…

Editing Defaults

To change a default callback period:

1. Click the menu icon next to the reason
2. Click Edit
3. Set the new time period (days, weeks, or months)
4. Click Save

Special case — Missing feature:

For “Missing feature,” you can set the default to “When feature ships” rather than a fixed period. This means deals wait until the linked feature is marked Completed, then automatically become ready.

Choosing Appropriate Defaults

Consider your business when setting defaults:

Sales cycle length: If your typical sales cycle is 6 months, 3-month callbacks for timing issues might be right. If it’s 2 years, longer periods make sense.

Budget cycles: “No available budget” might align with fiscal year timing — 6 months if you sell to companies with mid-year budget reviews, 12 months for annual-only budgets.

Contract lengths: “Better price by competitor” might match typical competitor contract lengths. If competitors usually sign 1-year contracts, 10-12 months lets you catch the renewal window.

Feature development speed: If your team ships features quarterly, “When feature ships” works well. If features take years, consider a fallback fixed period.

Defaults vs. Individual Choices

Defaults are starting points. When recycling a deal, you can always:

• Accept the default callback date
• Override with a specific date based on your knowledge
• Choose “When feature ships” for feature-related losses

Defaults save time for typical cases. Override when you know something specific about the situation.

Product Merging

If your HubSpot product catalog has multiple entries representing the same offering, you can merge them in Rizer for cleaner reporting.

Why Merge Products

Common scenarios:

• Monthly and annual versions of the same product
• Regional variants of one offering
• Old and new SKUs for the same thing
• Bundle components that should be tracked together

Without merging, reports show these as separate products. Merging consolidates them.

How Merging Works

Merged products appear as a single entry in Rizer reports. The underlying HubSpot data stays unchanged — Rizer just groups them for analysis.

When to Merge

During onboarding: The onboarding wizard includes a product merging step. This is the easiest time to set it up.

After onboarding: Product merging is typically done during initial setup. If you need to merge or unmerge products later, contact Rizer support for assistance.

What Merging Affects

• Reports show merged products as one line item
• Nurturing audiences can target the merged product
• Competitor mapping uses merged products
• Missing feature assignments use merged products

HubSpot data remains unchanged. Line items on deals still reference original products.

Testing Your Configuration

After configuring import and export settings, verify everything works.

Test Import

1. In HubSpot, mark a test deal as closed-lost
2. Wait 15-30 minutes for sync
3. Check Rizer:
   • If auto-recycle is on, the deal should appear in “In recycling”
   • If auto-recycle is off, it should appear in “Not in recycling”

Test Export

1. Find a deal in “Ready for callback” (or manually mark one ready)
2. Click to re-engage it
3. Verify a new record appears in HubSpot in the correct pipeline and stage

Test Auto-creation (if using)

1. Have several deals in “Ready for callback”
2. Wait for the next allowed day/time
3. Verify records are created up to your limit
4. Verify remaining deals stay queued

Test Callback Defaults

1. Recycle a new deal
2. Select a recycle reason
3. Verify the callback date matches your default for that reason
4. Confirm you can override if needed

Changing Settings for Active Workflows

You can modify settings while recycling is actively happening. Here’s how changes affect things:

Import Setting Changes

Affect future imports only. Existing recycled deals are unchanged. New lost deals follow the new settings.

Example: You add a new pipeline to import. Existing deals from that pipeline don’t retroactively appear — only future lost deals from that pipeline import.

Export Setting Changes

Affect future re-engagements only. Deals already created in HubSpot stay where they are. Future re-engagements use new settings.

Example: You change the export pipeline. Deals already exported remain in the old pipeline. New re-engagements go to the new pipeline.

Auto-creation Strategy Changes

Apply immediately. If you switch from None to Unlimited, queued ready deals start exporting right away. If you switch to Limited, the limit applies immediately.

Callback Default Changes

Affect future recycling only. Existing recycled deals keep their current callback dates. New deals recycled after the change get the new defaults.

Common Configuration Patterns

Here are setups that work well for different situations.

High-Touch Sales Team

• Auto-recycle: Enabled
• Auto-creation: None
• Callback defaults: Standard periods

Why: Every lost deal is tracked, but reps manually choose when and which to re-engage. Full control, no automation surprises.

High-Volume Inside Sales

• Auto-recycle: Enabled
• Auto-creation: Limited (10/week, Mon-Thu)
• Export as: Deal
• Callback defaults: Shorter periods (30-90 days)

Why: Lots of deals, need pacing. Automatic creation but controlled flow. Faster callbacks match shorter sales cycles.

Enterprise Sales

• Auto-recycle: Enabled
• Auto-creation: Unlimited
• Export as: Lead (for re-qualification)
• Callback defaults: Longer periods (6-12 months)

Why: Fewer deals, each matters. No need for limits. Re-engage as leads since enterprise deals need fresh qualification. Longer callbacks match longer sales cycles.

Mixed Team

• Auto-recycle: Enabled
• Auto-creation: Limited (different limits by team/segment)
• Export as: Manual selection
• Callback defaults: Varies by reason

Why: Different deal types need different handling. Manual selection lets reps decide based on the specific situation.

Common Questions

Can I have different settings for different pipelines?

Import settings are per-pipeline (you choose which to import). Export settings are organization-wide — all re-engagements go to the same pipeline/stage. If you need different export destinations, you’d need to change settings manually for different scenarios or handle it in HubSpot after creation.

What happens if I delete a pipeline in HubSpot that Rizer uses?

Import settings referencing that pipeline will stop working for new imports. Export settings will fail when trying to create records. Update your Rizer settings to use active pipelines.

Can I pause auto-recycle temporarily?

Yes. Disable auto-recycle in settings, and new lost deals go to “Not in recycling” instead. Re-enable when ready. Deals lost during the pause remain in “Not in recycling” for manual review.

Do callback defaults apply retroactively?

No. Changing a default only affects deals recycled after the change. Existing deals keep their original callback dates.

Can I set callback defaults longer than 12 months?

Yes. Enter any period that makes sense for your business. Some B2B scenarios legitimately have 18-month or 24-month cycles.

What happens to queued deals if I change from Limited to None?

Deals in the queue stay in “Ready for callback” status. They won’t auto-create anymore — you’ll need to manually re-engage them.

Can I exclude certain deal owners from auto-creation limits?

Not directly in settings. Limits apply per owner uniformly. For special cases, those owners could manually re-engage without waiting for auto-creation.

Best Practices

Start Conservative, Adjust Later

Begin with manual or limited auto-creation. See how your team handles the flow. Increase automation once you understand the volume and patterns.

Match Defaults to Your Business

Don’t just use the default defaults. Think about your sales cycle, budget timing, and competitive dynamics. Set callback periods that make sense for how your prospects actually buy.

Review Settings Quarterly

Business changes. Pipelines get reorganized, sales processes evolve, team capacity shifts. Review your configuration periodically to ensure it still fits.

Coordinate with Sales Leadership

Auto-creation settings directly affect rep workload. Get buy-in from sales leadership on limits and timing. They’ll appreciate being consulted rather than surprised.

Document Your Choices

Write down why you configured things the way you did. Future you (or your replacement) will appreciate understanding the reasoning behind specific limits or callback periods.