The Workforce Management Solution for External Hiring

Less admin hassle, more strategic insight

External hiring is a crucial part of the workforce strategy for many organisations. HR managers, procurement professionals, IT leads, and executives face a growing challenge: effectively coordinating dozens—or even hundreds—of contingent workers without losing control or visibility. Without the right system, this quickly leads to fragmented Excel sheets, manual checks, duplicated data, and above all: unexpected costs.

Nétive VMS solves this. Our platform centralises and automates the entire external hiring process—from initial request to final invoice—ensuring your organisation maintains control over both cost and quality. Thanks to specially designed features for complex hiring needs, your organisation remains compliant with all relevant laws and regulations, saves time and money, and attracts the right professionals. The result? Less admin hassle, more strategic insight, and a flexible workforce that truly contributes to your business goals.

Our WFM Solution: More Than Just a VMS

Not every Vendor Management System offers the same level of flexibility or practicality. Nétive VMS stands out by focusing on usability, scalability, and compliance—built with and for users across various industries.

Our solution goes beyond traditional VMS functionality by supporting core Workforce Management (WFM) tasks such as resource planning, time tracking, supplier management, and reporting. This strategic approach allows organisations to manage the full hiring process holistically. Here are the key components:

Workforce Planning

With Nétive VMS, you ensure the right people are in the right place at the right time—even when it comes to contingent workers. Avoid shortages and overstaffing by planning proactively using real-time and historical data. Our software helps forecast staffing needs and easily links requisitions to internal talent pools or approved suppliers. Automated distribution to preferred vendors or via a Dynamic Purchasing System (DPS) gets you the right candidate at the best price-quality ratio.

Time & Attendance Tracking

Manual timesheets are error-prone and inefficient. Nétive VMS fully digitises this process. Contractors submit hours via the portal, which managers approve online. Automated reminders prevent delays, and approved hours are instantly converted into draft invoices. This gives you full transparency on hours and costs, avoids overpayments, and ensures compliance with labour laws and collective agreements.

Compliance: Always Audit-Ready

Compliance is constantly evolving—think GDPR, the Dutch DBA law, or collective agreement hiring caps. With Nétive VMS, you’re always up to date. The system automatically monitors document validity, flags expiring contracts, and prevents collaboration with unauthorised suppliers. The built-in Compliance Management System handles document archiving, contract management, and legal retention—all fully automated.

Professional & Intuitive Worker Portal

External workers expect smooth onboarding and transparency. Through our portal, they can sign contracts, submit timesheets, and access important documents. This saves your organisation time and boosts contractor satisfaction. New hires are productive faster, contributing immediately to your business goals.

Reporting & Analytics

To truly take control of your external workforce, you need real-time data. Nétive VMS gives you access to powerful reports and dashboards. Instantly see how many contractors are active, hiring costs by department, time-to-fill metrics, and supplier performance. These insights help you steer operations, benchmark vendors, and make strategic budget decisions. Reporting tools are intuitive and accessible, even without technical expertise.

Automation: Less Work, More Control

Efficiency is at the core of our solution. Repetitive tasks—like distributing requests, generating contracts, and sending notifications—are fully automated. Nétive VMS converts approved hours into draft invoices and alerts you when budgets are nearly spent or contracts are ending. This tightens process control, reduces errors, and speeds up execution.

Advanced AI Matching

What sets Nétive VMS apart is our integration with Textkernel. This AI and semantic analysis technology enables automatic matching of the best-fit candidates. The system understands the language of CVs and job descriptions—even across multiple languages—and presents the most relevant matches. This speeds up placements and boosts quality.

Seamless Software Integration

Nétive VMS connects effortlessly with your existing IT ecosystem. Modern REST and SOAP APIs allow easy integration with your HR, ERP, or finance systems. This eliminates duplication and keeps data in sync. Organisations integrating their VMS with procurement or expense tools benefit from real-time insight into spend and status.

Built-in Security & Privacy

Security and compliance are core to Nétive VMS. The platform runs on Salesforce, is ISO27001-certified, and fully GDPR-compliant. Data is encrypted, access rights are finely configurable, and users always know how their data is used. Features like automated anonymisation, audit trails, and metadata archiving help you meet the highest standards in information security.

Technology: Scalable, Self-Service, and Future-Proof

For organisations with complex structures or large-scale needs, Nétive VMS delivers unique advantages. The multi-tenant architecture allows each organisation to maintain its own configuration within a single platform. Our low-code/no-code design enables workflows, forms, roles, and permissions to be adapted via our Self Service App (SSA)—no developers needed. This keeps your VMS solution flexible, even as your business evolves.