Overview

COVA: Cold Outreach and Video Application, is a personalized outreach platform developed in-house at LiteBreeze to support our HR and Business Development teams. It simplifies and scales outbound communication through personalized videos, automated email scheduling, and smart follow-ups. COVA highlights pending tasks and tracks campaign activity, reducing manual effort while enhancing outreach effectiveness

Challenge

LiteBreeze was looking to bring consistency, personalization, and efficiency to our outbound communications. Existing outreach methods like LinkedIn messages & connection requests, sending flyers, simple text mails and sales rep cold calling lacked scalability, required high manual effort, and often risked duplicate follow-ups or non-ideal timing.

We realized that cold outreach often felt impersonal and was met with skepticism, especially from recipients unfamiliar with us. To overcome this, we needed a personalized approach that demonstrated genuine intent and relevance helping build trust from the very first interaction. By using personalized videos tailored to reflect individual needs, interests we believed we could significantly boost response rates.

At the same time, different teams HR and BD had overlapping outreach needs but no centralized tool to manage and track activity. We needed a way to:

1. Reduce repetitive manual work

2. Avoid duplicate communication with clients

3. Ensuring recipient control without affecting outreach effectiveness

4. Track results to optimize future follow up efforts

Objectives

1. Unify outreach operations across departments while allowing team-specific customization for content, tone, and follow-up

2. Enable video-led, personalized engagement at scale for seasonal and campaign-specific scenarios

3. Ensure traceability across outreach actions including follow-ups via video (Vaam), email, LinkedIn, and plain-text messaging

Solution

COVA is a web-based outreach platform designed with modularity and customization at its core. It enables:

Personalized video & email creation: Based on country, sales representative, season, or campaign goals.

Smart follow-ups: Responses are tracked and cross-verified to avoid redundancy.

Real-time review system (FRS): Preview and approve content before dispatch.

Bulk operations with minimal manual effort: Schedule and send large volumes of emails with randomized delivery patterns to reduce spam triggers.

Permission-based access: From Superadmin to freelancers, each user can access features and data relevant to their role.

Multi-format flexibility: Videos, audios and custom signatures tailored per user.

Implementation

Developed by our internal product team using a modern stack (PHP, Laravel, MySQL, AWS, and more), COVA was gradually rolled out:

Phases:

Phase 1: Internal pilot with BD

Phase 2: HR and Marketing onboarding

Phase 3: Feature upgrades based on usage (e.g., FRS, Email, LinkedIn, and  flyer follow-ups)

Integrated third-party apps: Apollo, Vaam (for public video sharing), ZeroBounce (email validation), and cloud storage solutions

Multiple service providers integration: Supports Google and Microsoft for email delivery, user login, and file access. Data imports are made seamless through support for Google Sheets/CSV files.

Impact

1. Saved hours of manual effort with bulk scheduling

2. Reduced spam rates by spacing out emails automatically

3. Enabled highly personalized outreach at scale

4. Centralized all outreach history and made planning easier

5. Smart reports highlighted key outreach data like missing audios, email volumes, regional performance and user activity which improved campaign execution

6. Outreach respects client preferences, allowing them to engage on their own terms creating a more client-centric experience.

What Sets It Apart

Highly customizable: Signature, video overlays, email templates, and follow-up actions

Built-in collaboration: Multi-level access ensures clarity and accountability

Scalable to external needs: Other companies with similar outreach pain points can benefit from systems like COVA

Looking Ahead

We’re actively working on intelligent automation features to further enhance productivity:

1. AI-powered email generation via a chatbot API to customize outreach based on role, region, or past interactions.

2. ElevenLabs API integration for automatic personalized audio greetings reducing the need for manual recordings

Opportunities For Similar Organizations

COVA is ideal for B2B companies in SaaS, HR services, and consulting, as well as for growing SMEs seeking to scale their outreach. Whether for sales, hiring, or partnerships, it enables personalized, video-led communication at scale, reducing manual effort and ensuring clear, coordinated outreach across departments and regions.