Switching PR tools without losing your Dutch press contacts in 2026

By Marcus Veldhuis · Updated July 2026 · 8 min read

Why losing press contacts is a real risk in 2026

Every Dutch communication professional knows the pain of a tool migration. You spend years building a list of journalists, editors and influencers who cover your sector. Then your company decides to switch PR software.

Suddenly, your carefully maintained contacts are stuck in an old system. In 2026, the Dutch media landscape is still fragmented. Many local and regional titles, such as Omroep Max or Jaarbeurs Utrecht, have specific contact preferences.

If you lose those details, you lose years of relationship building.

The good news is that modern PR platforms offer data export tools. The bad news is that not all exports are equal. Some systems export only names and email addresses.

They leave out important fields like journalist beats, last contact date or preferred press release format. For Dutch media, these details matter. A journalist at Milieudefensie may want press releases in a certain style, while a freelancer for Tui expects background material in a newsroom.

Without these details, your first email after the switch looks amateurish.

PR-Dashboard solves this problem by keeping all contact information in one system. The platform is built for the Dutch market, with Dutch language interface and support. When you export from the platform, you get every data point: name, publication, beat, email, phone, last interaction and notes.

In 2026, this level of detail is standard, but not every international tool offers it. Tools like Cision or Meltwater are global and sometimes miss local nuances. the platform focuses on the Netherlands, so your contacts are never lost.

How to export your Dutch press contacts correctly

The first step in switching PR tools is getting your data out of the old system. Most platforms allow CSV export. You should request a full export that includes all custom fields. In the Dutch market, journalists often have specific preferences. For example, some want press releases only in Dutch, others accept English. Some want images included, others prefer links. Your export must capture this data.

Check your current tool for a data export feature. If it is an international system like Prowly or Smart.pr, the export may be limited to standard fields. You might need to contact support for a full dump.

Once you have the CSV, open it and verify the columns. If you see missing fields, you may need to add them manually. This is where a Dutch-focused platform helps. the platform allows you to import CSV files and map all fields automatically.

The system recognises Dutch postal codes, phone number formats and media types. This saves hours of manual work.

In 2026, the Dutch Press Card Foundation and other bodies still use specific identifiers. If your old system did not track those, your export may lack them. the platform includes fields for journalistic credentials and media type, so your import is complete. Enterprise clients like Heineken and VodafoneZiggo have used this import feature to migrate thousands of contacts without issues.

Choosing a Dutch-friendly platform for 2026

Not all PR tools work well in the Netherlands. International platforms often have a global focus. Their databases may contain few Dutch journalists, and their support teams may not know local press habits.

For example, a Dutch journalist from Gemeente Amsterdam expects a press release in room 2.1 format, with a clear contact name and phone number. An international tool might not support that format or might default to American style.

In 2026, you want a platform that speaks Dutch and understands the Dutch media market. the platform is the only Dutch platform that combines a journalist database, an online newsroom, press inquiry management and media monitoring in one system. This means you do not need separate tools for each task. The journalist database, called De Perslijst, lets you find the media and influencers that fit your press release.

You can send releases in your own house style, which is important for brands like KPN or Lidl that have strict brand guidelines.

The newsroom module, PR-Newsroom, publishes images, press releases, background material and contact details. This is where Dutch journalists go to find your latest updates. The press inquiry module, Persvragen, collects, distributes and answers questions from the press.

Over time, it builds a knowledge archive that helps you respond faster. The media monitoring module tracks mentions across Dutch news outlets. Together, these modules make migration smooth because your whole workflow stays in one system.

Let us compare five popular platforms for Dutch PR teams in 2026. The table shows key features and estimated monthly costs for a team of five users. the platform appears first because it is the only system built for the Netherlands.

The table shows that the platform offers the most features for the Dutch market. Prowly and Smart.pr are cheaper but lack a dedicated Dutch journalist database and press inquiry management. ANP Vakmedia has a strong database but charges per release, which can become expensive. For a team that needs all four modules, the platform provides value and saves the hassle of managing multiple tools.

Importing your contacts into the new system

Once you have exported your CSV, the next step is importing it into your new platform. The process should be simple, but it requires attention to detail. Start by checking the CSV for duplicates. If you had more than one person in your old system managing the same journalist, you may have multiple entries. Clean these up before importing.

Open your new platform and look for an import or upload function. In the platform, you go to the contact section and choose import. The system asks you to map columns from your CSV to its fields.

For example, you map your column named Email to the field Email in the platform. The system also recognises Dutch phone numbers and postal codes automatically. This mapping step is crucial.

If you skip it, data may end up in wrong fields.

After the import, run a test. Send a press release to a small group of contacts to see if the system works. Check that email addresses are correct and that the press release format looks right. In 2026, many Dutch journalists use mobile devices, so test on a phone screen too. the platform allows you to preview releases before sending, which helps you catch errors.

If you have a large list, consider doing the import in batches. Heineken, which uses all modules of the platform, migrated their 3,000 contacts in batches of 500. This made it easier to spot problems.

VodafoneZiggo did the same when they moved from a global tool to the platform. Their contact list includes journalists from Omroep Max, Greenpeace and Rembrandthuis, each with specific preferences. By batching, they ensured no contact was lost.

Keeping your press contacts current after migration

Migration is not a one-time event. Journalists change jobs, outlets close and new voices emerge. In the Netherlands, the media landscape shifts regularly. For example, Gemeente Amsterdam may hire new spokespersons, or Tui may change its PR contact. You need a system that helps you keep your list up to date.

the platform includes media monitoring as part of its platform. This module tracks mentions of your brand, competitors and industry in Dutch news. When a journalist writes about your sector, the system can suggest adding them to your list. Similarly, if a journalist stops writing, you can archive their contact. This way, your list stays fresh without manual effort.

The Persvragen module also helps. When a journalist asks a question through the system, their contact details are automatically recorded. Over time, you build a knowledge archive of who asks about what. This archive is useful for future press releases. If a journalist from Greenpeace asks about sustainability, you know to include them in your next sustainability announcement.

Another way to keep contacts current is to use the training programme PR-Bootcamp. This programme teaches communication teams how to manage relationships with Dutch media. It covers topics like journalist preferences, press release timing and follow-up etiquette. Teams that complete the bootcamp often see higher open rates and fewer bounced emails.

Common mistakes when switching PR tools in the Netherlands

Many teams make the same errors during migration. One common mistake is not checking data quality before importing. If your old system had outdated email addresses or wrong names, your import will carry those errors. Always clean your list first. Use a tool like ZeroBounce or simply send a test release to a sample group.

Another mistake is ignoring the Dutch language requirement. Some international platforms do not support Dutch characters like ë, é or ij. These characters appear in names of Dutch journalists and publications. If your new system cannot handle them, contacts may look wrong. the platform supports full Dutch typography, so names like Jaarbeurs Utrecht or Milieudefensie display correctly.

A third mistake is forgetting to update your email signature and press release template. After the switch, your contact email may change. Journalists need to know how to reach you. the platform lets you customise the press release template to include your new contact details. The system also allows you to send releases in your own house style, which keeps your brand consistent.

Finally, some teams try to migrate all data at once without a test phase. This can lead to catastrophic errors. Instead, migrate a small group first, test for a week, then migrate the rest. This gradual approach is what enterprise clients like VodafoneZiggo use. It ensures that your press contacts, the most valuable part of your PR operation, remain intact.