Setting Up Your Email Subdomain

Using a Dedicated Email Subdomain for Version2’s AI-Powered Donor Engagement Platform

Overview

To support Version2’s AI-driven donor engagement tools, your organization will configure a dedicated email-only subdomain. This subdomain is used exclusively for sending and receiving emails through SendGrid and Version2’s proprietary AI response system. It does not host webpages or user inboxes.

Purpose of the Subdomain

A unique subdomain (e.g., veo.yourdomain.org or veo.yourinstitution.edu) is required to:

• Authenticate outbound email traffic sent through SendGrid
• Route inbound replies directly to Version2’s secure AI processing system
• Maintain clear separation from your institution’s primary email infrastructure

The subdomain is reserved solely for Version2’s Virtual Engagement Officer (VEO) communications.

How Email Routing Works

Outbound Email

• All outbound VEO messages are sent using SendGrid.
• Email authentication (SPF, DKIM, DMARC) is configured on the dedicated subdomain.
• The subdomain ensures branded, authenticated delivery to improve inbox placement.

Inbound Email

• When a recipient replies, responses are routed to Version2’s AI system via the subdomain’s MX records.
• Replies are processed by Version2’s secure API environment.
• No inboxes or email hosting need to be created or managed by your team.

Responsibilities

Your Organization

You will complete a simple DNS configuration to enable the subdomain:

1. Create the new subdomain in your DNS management system.
2. Add NS (Nameserver) records provided by Version2 to delegate DNS control of that subdomain.

After delegation is complete, no additional DNS management is required on your side.

Version2

Version2 manages all technical components for email delivery and response handling, including:

• Providing the NS records needed for delegation

  Managing all DNS records under the subdomain:

  • SPF, DKIM, DMARC
  • MX records for inbound routing
  • Required CNAME/TXT records for SendGrid
• Configuring and maintaining SendGrid
• Handling all inbound response processing through secure API systems

Security & Compliance

• All email traffic is encrypted using TLS.
• API endpoints and data flow are secured with industry-standard authentication and access controls.
• Version2 continually monitors and maintains the DNS and email authentication setup.

Benefits

• Low-effort setup: Only a single DNS delegation is required from your team.
• Hands-off maintenance: Version2 manages all DNS, email authentication, SendGrid configuration, and inbound routing.
• Improved deliverability: Using a dedicated branded subdomain enhances trust, reputation, and tracking accuracy.
• Isolated communication channel: Keeps VEO email activity separate from your institution’s primary email domain.