Vluchtelingen Volgsysteem (VVS)
One overview of reception locations, residents and occupancy, for the whole municipality and region. Built together with municipalities, and in use at municipalities across the Netherlands.
Organising reception without separate Excel lists
Which location still has room? Who lives where, and who left today? In many municipalities that is spread across spreadsheets, mailboxes and separate systems. With every handover, every question from the council and every report, the search starts again.
VVS brings reception locations, residents, occupancy and reports together in one secure application, so everyone in the municipality works with the same up-to-date information.
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Reception registration · Location and room management · Real-time occupancy · SPUK reporting · GDPR and ISO 27001
VVS was created in 2022, together with the Rotterdam-Rijnmond Safety Region, when municipalities had to organise reception overnight. Municipalities across the Netherlands now work with it, from Rotterdam and Amsterdam to Almere and Westerkwartier, and the system grows along with legislation, policy and practice.
One system for everyone involved in reception
- Policy and coordination
An overview of all locations
See per municipality and region where there is room, where pressure builds and how residents are distributed.
- Location managers
Control over your own location
Manage rooms, occupancy, absence and incidents, and hand over the shift with an up-to-date daily overview.
- Staff on the move
Works on any device
VVS adapts to laptop, tablet and smartphone, so you have the information at hand on location too.
- Accountability
Reports in one click
Occupancy, inflow and outflow and SPUK reporting come straight from up-to-date data.
See at a glance where there is still room
Whether your location is a hotel and a bungalow park, or you have ten locations across the region. Available rooms shows the rooms of all your locations in one list, with the most free beds at the top, and per room who is staying and how many beds are free for adults and children.
VVS calculates the occupancy itself, per room, per building and per location. You keep families and groups together when assigning a place, and with an internal move the family moves along, so reception stays not only efficient but humane too.
Everything about reception in one place
From the first intake to a resident's departure. What is now spread across different files sits together in VVS and is quick to find.
Resident registration and intake
From intake to outflow, including family composition and groups, with a progress overview of the intake per resident.
Location, room and locker management
Locations with capacity and automatic occupancy calculation, a planning board for the rooms and lockers you assign to residents.
Daily overview and handover
Per location an automatic overview of inflow, outflow, absence and incidents, to be supplemented with a digital handover.
Conversations, tasks and incidents
Conversation reports, contact moments, log notes and incidents per resident, and tasks you assign to colleagues.
Passes and access control
Residents and visitors check in and out with a QR pass, so you always know who is present at a location.
Search, export and archive
Extensive searching and filtering, export to Excel, and an archive for departed residents with their full history.
Back up to speed after a day off
The daily overview automatically summarises per location what has happened, per day or per week. Inflow, absence, placements and updated files are listed together, with who did it.
Add a handover for the next shift, and print it for the change of shift. That way whoever starts knows straight away how things stand, without having to ask around first.
A resident's whole file in one place
Personal details, identification, contact, stay and work, care needs, documents and log are in one file, with the resident's group and room above it.
From the file you complete the intake, print a QR pass and export the data. So nobody has to keep the same information in two places.
Your own forms, without a programmer
Do you have your own intake checklist, warning form or questionnaire? Put it together by dragging fields, from text fields and dates to drop-down lists, checkboxes and attachments, with required fields and an explanation per question.
Use a form per person or per location. Whatever is filled in stays with the resident's file.
Accountability with up-to-date figures
The Intelligence Dashboard shows occupancy, inflow and outflow, composition, work and living allowance and education level, across all your locations or per location, and produces the SPUK report at the push of a button.
The figures come straight from the files and the rooms. No more Excel rounds when the council or central government asks for an overview.
Why municipalities choose VVS
VVS is not a generic package adapted to municipal reception. It was built for exactly this work from day one, together with the people who do it.
Built from practice
Developed with the Rotterdam-Rijnmond Safety Region, and developed further with feedback from users.
Less manual work for accountability
SPUK reports come out of the system at the push of a button, and align with the Brede SPUK regulation.
Working together in the region
Share capacity with neighbouring municipalities and coordinate the distribution, without weekly Excel rounds. VVS is in use at several safety regions.
One point of contact
JAM-IT is the owner and developer of VVS. Implementation, updates, maintenance and support are included in the subscription.
Working safely with sensitive personal data
In reception you work with privacy-sensitive data of people in a vulnerable situation. That is why security in VVS is not an extra, but the starting point. Staff log in with their own municipal account via Microsoft Entra ID, with two-factor authentication, and only see the locations and data that belong to their role.
VVS is ISO 27001 certified, GDPR compliant, works with the VNG data processing agreement and meets the GIBIT conditions. Every change is logged, there is an independent penetration test every year, and VVS is affiliated with the municipalities' Information Security Service (IBD).
How it works
From first conversation to go-live in a few weeks
Demo
We show how VVS fits your situation, and discuss locations, users and integrations.
Set-up
We set up your environment, connect Microsoft Entra ID and prepare locations and roles.
Training
Practical sessions for coordinators, location managers and policy officers.
Live
After that we keep supporting you, with updates and monitoring, included in the subscription.
Frequently asked questions from municipalities
Who is VVS for?
For municipalities and reception locations in the Netherlands. Policy officers, coordinators, location managers and staff on location all work in it, each with their own role and permissions. There is also a separate role with limited access for staff of a security company.
Can we use VVS together with other municipalities in the region?
Yes. You see the available places at neighbouring municipalities in real time and coordinate the distribution across the region in one working environment. Access is arranged per municipality and per role, and everything is recorded in an audit log. VVS is in use at several safety regions, including Rotterdam-Rijnmond.
Does VVS help with SPUK reporting?
Yes. VVS produces the SPUK reports automatically from up-to-date resident and room data, at the push of a button, and aligns with the Brede SPUK regulation. There are also reports on occupancy, inflow and outflow, composition per location and work and living allowance.
How is the security of personal data arranged?
VVS is ISO 27001 certified and GDPR compliant, works with the VNG data processing agreement and meets the GIBIT conditions. Staff log in via Microsoft Entra ID with two-factor authentication, every change is logged, there is an independent penetration test every year and VVS is affiliated with the IBD. The data stays within the EU.
What does VVS cost, and what is included?
The price is based on the number of reception locations and users in your municipality, and any integrations. Implementation, set-up, training, updates, maintenance, monitoring and support during office hours are included, with no hidden costs. You receive a transparent, tailored quote.
How quickly can we start?
From the first conversation to go-live usually takes a few weeks. After a demo we set up your environment, connect Microsoft Entra ID, prepare locations and roles and train your team.
Want to know more about how VVS came about? Read the case about the Vluchtelingen Volgsysteem, or visit VVS's own website.
For municipalities
See how VVS works for your municipality?
In a demo we show how VVS makes reception in your municipality clearer, from occupancy to accountability. Without obligation, and tailored to your situation.
Schedule a demoCurious what we could do for you?
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