The verdict in three sentences
A firm supporting 650 employees a year for 30 client companies spends considerable time consolidating spreadsheets for HR directors and works councils. Custom software at EUR 30,000 to 60,000 excl. VAT, delivered in 3 to 5 months, centralises journeys, appointments, actions and returns to work, with a participant portal and placement indicators per company. The most visible gain is 2 days of reporting saved per assignment, and above all reliable figures to present in tenders.
Recruitment ATS, CRM or dedicated tool
Outplacement firms often repurpose a recruitment ATS or a CRM. These tools track applications, not 6 to 12 month redeployment journeys with reporting obligations.
| Option (2026 ballpark) | Initial cost | Annual cost | Limitation |
|---|---|---|---|
| Spreadsheets and shared calendars | EUR 0 | 2 days of consolidation per assignment | Scattered data, disputable figures |
| Licensed recruitment ATS | EUR 2,000 to 5,000 | EUR 60 to 120 per consultant per month | No concept of journey or confirmed outcome |
| Configured generic CRM | EUR 5,000 to 15,000 | EUR 50 to 100 per user per month | HR reports rebuilt by hand |
| Custom software, essential version | EUR 30,000 to 42,000 | EUR 5,000 to 7,000 | Basic web participant portal |
| Custom software, full version | EUR 42,000 to 60,000 | EUR 7,000 to 10,000 | 5-month timeline |
The full version adds the participant portal with workshops and documents, e-signatures, exports for monitoring committees and per-company dashboards.
The indicators HR directors expect
In a redeployment programme linked to a restructuring and social plan, the employer and often the works council follow specific indicators. The software must produce them without rework.
| Indicator | Definition | Reporting frequency |
|---|---|---|
| Confirmed outcome rate | Permanent job, contract over 6 months, business creation, qualifying training | Monthly |
| Average time to placement | Days between entry and outcome | Monthly |
| Appointments per participant | One-to-one meetings and workshops | Weekly |
| Job offers presented | Targeted vacancies sent by the consultant | Monthly |
| Business creation projects supported | Business plans, funding obtained | Quarterly |
| Participant satisfaction | Score out of 10 at the end of the journey | End of assignment |
With a dedicated tool, each appointment logged by a consultant feeds these indicators directly. The monthly report comes out in one click in the format each HR director expects.
Key features and project flow
The core includes the participant record, consultant calendars, action tracking, vacancy and outcome management, per-client report templates and the participant portal. The data is sensitive: EU hosting, per-assignment access rights and an access log are essential for GDPR. The project runs over 3 to 5 months: scoping with senior consultants (3 weeks), core build (8 weeks), reporting and participant portal (4 to 6 weeks), migration of ongoing assignments and training.
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Emma, managing director of an outplacement firm in Amsterdam, runs 45 assignments a year for 30 companies. Each assignment currently takes 2 days of report consolidation, or 90 days a year, valued at EUR 600 per consultant day: EUR 54,000. Her 12 consultants also save 15 minutes per participant per month on data entry and follow-ups, about 975 hours a year for 650 participants followed for 6 months, valued at EUR 40: EUR 39,000. The total gain approaches EUR 93,000 a year for software at EUR 48,000 and EUR 8,000 a year to run. Payback comes in about 7 months.
FAQ
How much does custom software for an outplacement firm cost?
Budget EUR 30,000 to 60,000 excl. VAT depending on the participant portal and the number of report templates. Annual running costs range from EUR 5,000 to 10,000.
Does the software handle restructuring-linked programmes?
Yes, each assignment carries its own rules: duration, definition of a confirmed outcome, indicators and report frequency. A participant can be attached to a programme lasting 4 to 12 months.
Is participant data protected?
Hosting is in the EU, access is limited per assignment and every view is logged. Data is archived then deleted after a defined period, for example 3 years after the assignment ends.
Can ongoing assignments be migrated?
Yes, importing existing spreadsheets is part of the project, usually 2 to 3 weeks of work. Assignments started in the last 6 months are migrated with their history.
Do participants use the online portal?
When it gives access to workshops, vacancies and documents, 60 to 75% of participants log in weekly. It also reduces email exchanges with consultants.
Let's scope your project. The number of assignments, consultants and report templates is enough to frame a budget and a 3 to 5 month timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
