What to Expect: VEO Launch

Launching your Virtual Engagement Officer (VEO) is an exciting milestone. This article outlines what you can expect in the first few weeks after launch, including outreach timing, messaging behavior, and reporting.

Initial outreach timing

In the first few days after launch, the VEO performs limited outreach. This is intentional and allows the system to confirm that messaging, delivery, and data are functioning as expected. Initial outreach usually focuses on birthdays and stewardship.

Full outreach begins in earnest the Monday following launch, when the VEO starts engaging more broadly across the portfolio.

In most cases:

• All donors in the portfolio will receive at least one outreach within two weeks of launch

  Timing may vary slightly depending on:

  • Upcoming all-call campaigns (such as Giving Days or year-end)
  • Portfolio composition
  • Channel mix (SMS vs email)

Email-only portfolio considerations

If your portfolio is email-only, outreach will ramp more gradually.

This is due to the need to build domain reputation and maintain deliverability.

You can expect:

• Approximately 50 emails per day in the first few days
• A gradual increase in volume over time
• Full portfolio coverage takes around 4 weeks

This ramp-up is critical to ensure emails are delivered successfully and not flagged as spam.

Please note that within the first few months after launch, outreach will need to be more gradually distributed for an email only portfolio—even during Giving Days or similar “all call” events. Instead of sending to your full portfolio in a single day, larger outreach efforts are typically spread out over a rolling schedule.

Your CSM will partner with you to align on the best approach for managing these types of events, especially if they occur close to your launch date.

Messaging behavior at launch

During the initial outreach period, the VEO focuses on relationship-building rather than solicitation.

• The VEO will typically not solicit in the first few messages
• At least one outreach touchpoint occurs before any all-call solicitation (such as Giving Day or year-end campaigns)

This approach ensures outreach feels natural and aligned with how a human fundraiser would begin engagement.

Data Return File expectations

The Data Return File reflects only donors who have received outreach. It will be scheduled to be delivered to your SFTP (daily, weekly or monthly) during the onboarding process.

• Only those donors who received outreach that week will appear in the file
• As outreach expands, additional donors will be included in future files

This means early Data Return Files may appear smaller than expected at first and will grow over time.

Summary of the first two weeks

During the first two weeks after launch, you can expect:

• Limited outreach in the first few days
• Full outreach beginning the Monday after launch
• Most donors receiving at least one message within two weeks (unless email only or other considerations).
• No immediate solicitations
• Gradual ramp-up for email-heavy portfolios
• Data Return Files reflecting only contacted donors

Need support?

For questions or help, please email version2support@givzey.com