The Version2.ai Onboarding Process: Overview

This article explains how the Version2 onboarding process works, what to expect, and what you'll need to provide to get your VEO up and running.

How long does onboarding take?

Onboarding typically takes 3-4 weeks from kickoff to launch. During onboarding kickoff, we will align on a target launch date that aims to begin delivering ROI to your team as quickly as possible, while also balancing competing priorities. Once a date is selected, we will assign due dates to each deliverable.

Who will I work with during onboarding?

You'll work with two experienced fundraising and technology experts from our team throughout onboarding:

Onboarding Manager – guides you through technical setup and all deliverables
Customer Success Manager – partners with you on portfolio strategy and will be your main point of contact and VEO strategist post-launch

How is onboarding tracked and organized?

All onboarding tasks are tracked in a shared Trello board. This board shows:

All deliverables with clear descriptions
Assigned priorities and due dates
Progress status for each task
Resources and documentation
Comment history for quick and easy asynchronous communications as needed for each

You'll receive access to this board during your kickoff meeting.

What meetings should we expect during onboarding?

Kickoff (1 hour)

We review how the VEO works, provide a demo if needed for anyone who was not involved in the procurement process, walk through each deliverable in detail, and align on your timeline.

Data Exchange Session (30 minutes)

We cover the technical requirements for CRM integration and data flow, and work hands-on as needed to help you set up your exports.

Portfolio Strategy Session (30 minutes)

We help you define goals and identify the right donors for your VEO portfolio.

Check-ins (30 minutes as needed)

Additional meetings to keep the project on track, including a pre-launch review.

Post-Launch Meeting (45 minutes)

Your Onboarding Manager wraps up any onboarding related tasks, including confirmation of regular flow of data in both direction. At this meeting, your Customer Success Manager then takes over as your primary point of contact and reviews goals, metrics, and answers common questions about managing your VEO.

What are the components of onboarding?

Onboarding is divided into three sections. All three can be worked on simultaneously.

1. VEO Identity

Name and avatar: Choose a name and visual representation for your VEO.
Domain setup: Select a domain for Version2 to configure for your VEO's landing page and video delivery.
Brand kit and logo: Provide your organization's logos and brand assets for use on the landing page.
VEO Landing page: Version2 will create a landing page where donors can learn about your VEO. This begins with a template we put together for you with the brand assets you provide. From there, you review and share feedback as it can be completely customized to your preferences by our team.
Email and area code: Select the email address and phone area code your VEO will use.

2. Knowledge Base Development

Website(s): Provide URLs for your main site and any relevant microsites.
Social media handles: Share your organization's social media accounts.
Marketing communications: Seed the Version2 on your existing marketing communication, such as newsletters, solicitations, event invitations, and other donor communications so your VEO learns your organization's voice and prioritizes current initiatives.
Human contacts and escalation topics: Identify staff members your VEO will work with to connect donors to as needed, or verify responses to sensitive topics, or provide updated donor data. (for example: tax receipt requests, major gift discussions, sensitive donor issues, or planned giving inquiries)

3. Portfolio Strategy and Assignment

Define goals: Establish clear objectives for your VEO (for example: reactivate 1-2 year lapsed donors, increase retention, or increase revenue through upgrades and major gift pipeline development).
Identify portfolio: Select 1,000 donors per portfolio who align with your goals. Your Customer Success Manager will provide guidance on this topic and supporting resources.
Assign portfolio in CRM: Typically done by adding the VEO as a solicitor in your CRM and assigning similarly to how donors are assigned to human gift officer portfolios. This may allow you to leverage existing reports and dashboards within your CRM.
Data exchange: Data is exchanged through a flat file CSV delivered through SFTP. The template and corresponding instructions can be found here. Data exchange includes regular delivery of a portfolio file and gift file from your CRM to Version2, and delivery of a communications report from Version2 to you for import into your CRM. There is also a Portfolio Management file to be used as needed for inactivating or graduating donors out of the VEO portfolio. See complete details here.

What happens after launch?

After the post-launch meeting, your Customer Success Manager becomes your main point of contact. They will help you:

Monitor VEO performance against your goals
Optimize your portfolio strategy
Scale your VEO deployment
Access ongoing training and best practices

Your Onboarding Manager remains available for any technical issues that need to be resolved.

What if I have questions during onboarding?

You can post questions directly in your Trello board or reach out to your Onboarding Manager or Customer Success Manager at any time.

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