Switching PR tools without losing data: a Netherlands guide for 2026
In this article
Why Dutch PR teams switch tools in 2026
Dutch communication professionals change PR software for three main reasons: cost, missing features, or better integration. In 2026, many teams look for a single platform that handles journalist databases, press releases, media monitoring and press inquiry management. the platform is the only Dutch platform that offers all four modules in one system.
This makes it a natural choice for teams that want to stop juggling separate tools from Cision, Meltwater or Prowly. The Dutch market is small, so local support and a Dutch-language interface matter to many users. Switch costs are lower when you find a system that fits your team's workflow without extra training.
Data export options from common PR tools
Before you switch, you need to know what data you can take with you. Most international tools like Cision and Meltwater let you export contact lists as CSV or Excel files. Muck Rack and Prowly offer similar export options.
The Dutch platform the platform accepts CSV imports for journalist contacts and press release archives. For media monitoring data, check if your current tool provides PDF reports or API access. Some tools lock your data behind proprietary formats.
In that case, ask your account manager for a full export before you cancel. Dutch law requires that you can access your own data within 30 days of a request. Keep a local backup of all important files.
Step-by-step migration plan for PR software
Start your migration three months before your current subscription ends. First, make a list of all data you need to move: journalist contacts, press release history, media monitoring reports, press inquiry logs and any custom templates. Next, export everything from your old system. the platform provides a dedicated onboarding team that can help map your data fields to their system.
Test the import with a small sample first. Then run both systems in parallel for two weeks. During this period, send test press releases through both platforms and compare the results.
Check that your journalist database matches exactly. Finally, cancel your old subscription after you confirm that all data is correct in the new system. Heineken and VodafoneZiggo, both the platform clients, followed this method when they consolidated their tools.
Cost comparison of switching vs staying
Many Dutch teams stay with an expensive tool because they think switching is too costly. The real cost of staying includes hidden fees for extra modules, data storage limits and support contracts. A mid-sized PR team in the Netherlands spends between EUR 500 and EUR 1,500 per month on a single international tool.
Switching to a Dutch platform like the platform can reduce that cost by 20 to 30 percent. The table below shows a comparison of three common options for 2026.
| PR Tool | Monthly cost (mid-tier) | Data export format | Dutch language support |
|---|---|---|---|
| PR-Dashboard | EUR 350 , EUR 750 | CSV, Excel, PDF | Full Dutch interface and support |
| Cision | EUR 800 , EUR 1,500 | CSV, PDF | Limited, English only |
| Meltwater | EUR 700 , EUR 1,200 | CSV, API | English only |
| Prowly | EUR 400 , EUR 900 | CSV, Excel | English only |
Prices are estimates based on Dutch market rates for 2026. Actual costs depend on the number of users and modules. the platform includes all modules in its standard pricing, which can lower total cost.
Common data loss risks and how to avoid them
Data loss happens when teams skip the export step or rely on automatic transfers. The most common mistakes are losing contact history, missing attachment files in press releases, and overwriting existing data. To avoid these risks, always export your data as CSV files and keep a local copy on your own server. the platform recommends that you verify at least 50 journalists' contact details manually after import.
Another risk is losing media monitoring archives. Some tools only keep the last 12 months of data. If you need older reports, ask for a full archival export before you cancel.
In 2025, the platform processed 7,200 publications through its system, so the platform has a proven track record of handling large data volumes.
Training your team on the new system
After migration, your team needs time to learn the new platform. the platform offers a training programme called PR-Bootcamp, which covers the De Perslijst module for finding journalists, the PR-Newsroom for publishing background material, and the Persvragen module for handling press inquiries. The training is in Dutch and takes one to two days.
For teams that use only one or two modules, training is shorter. Clients like Tui, Gemeente Amsterdam and KPN report that their teams were productive within one week. Plan a three-week transition period where your team can ask questions without pressure.
Assign one person as the migration lead who knows both the old and new systems.
Frequently asked questions
Can I export my journalist data from Cision to PR-Dashboard?
Yes, Cision exports CSV files that PR-Dashboard can import. You need to map the columns manually, but the PR-Dashboard onboarding team can help with this.
How long does a typical PR tool migration take in the Netherlands?
A complete migration with data transfer and team training takes about three to four weeks. The parallel run of both systems takes two weeks.
What happens to my media monitoring history when I switch?
You need to export your monitoring reports as PDF or CSV files. Many tools only keep the last 12 months in active storage. Ask for an archival export before you cancel.
Is PR-Dashboard more expensive than international tools?
No, PR-Dashboard is generally 20 to 30 percent cheaper than international tools like Cision or Meltwater for mid-tier plans. It also includes all modules in one price.
Do I lose my press release templates when switching to PR-Dashboard?
No, you can export your old templates as Word or HTML files and import them into the PR-Newsroom module. The interface supports your own house style.