We understand that your Incubator Programme is attracting applications from skilled individuals and you need to throw your net far and wide to get the best chance of finding the right candidates. Your job is to continuously attract the right applicants for review so that you can make and process decisions quickly and easily. This means collecting accurate information, so that any scoring matrix you use helps to shortlist the best candidates for interview.
HEIapply is empowering Incubators and Business Hubs worldwide to do exactly this. We are helping Incubator Programmes perform better at streamlining application and selection processes. Our intuitive web-based system is designed to reflect your existing processes entirely online, enabling you to refine and improve them to provide the ultimate applicant journey.

The Challenge


We understand that applicants applying for Incubator Programmes often come from varied professional backgrounds. A system that seamlessly processes multiple entry requirements, accurate scoring whilst collecting detailed information from applicants is key to offering a service that keeps you ahead in this highly competitive market.


Additionally, applications come in from all over the world, at the same time. To respond to this you need to keep applicants engaged and informed at every stage of the process. Engaging with applicants from other countries means having separate application forms in each language.

Our solution for your recruitment programme

We recognise the need for Incubators and Business Hubs to operate efficiently, effectively and competitively, recruit from all over the globe, and place the right applicant in the right role. We know that speed and cost efficiency are hugely important.

That’s why we work with you to ensure that we have all the vital ingredients to create your perfect paperless application management and selection solution at a budget that works for you.

Powerful Application Focused Features and Tools

HEIapply comes with a wide variety of features readily built and out-of-the-box. This allows us to customise the entire solution to meet your business processes & budget.

  • Unlimited User Accounts
  • Send Bulk Emails
  • Telephone/Skype Support
  • Fully managed application form
  • Automated Notifications
  • Multiple Routes
  • Stay Informed
  • Manage Short Course
  • Add supplementary forms
  • Reflects your processes
  • See progress towards submission
  • Manage your waiting lists better
  • Available On Any Device
  • Manage Admissions Events

Your application forms online

Provide applicants with a way to easily complete their application forms online

Offer applicants beautiful device responsive online application forms

  • Allow applicants to complete and submit their application forms online

  • Your online forms will be fully responsive meaning they will work on any internet connected pc, smart phone, tablet or portable device

  • We have designed HEIapply to maintain your brand colours and design regardless of the device used

Transform the way you communicate with applicants

  • The messaging feature allows for smoother communication with applicants during the application process and beyond

  • Reply directly to messages that you receive

  • Gain 100% deliverability on all messages sent via the communications inbox

  • None of your messages get caught in spam boxes

  • Get notified when messages have been delivered, opened and read

  • Keep a solid audit trail of all communication: all messages are captured and stored securely

Allow applicants to upload documents and share with you as part of your streamlined processes

  • Allow the Applicant to upload files as part of the Application Form

  • View any file uploads, with secure encrypted single use URLs to prevent sharing of sensitive documents outside of the system

  • “File Uploads” when the applicant or you upload a file, with quick access to view the file show on the applicants timeline

  • Add important fields to your Application Form to collect file metadata (i.e. file description, file name etc.)

  • File uploads that we have integrated into HEIapply for clients include:

    • Passports

    • Identity photographs

    • Birth Certificates

    • Vaccination card

    • Civil ID

    • Medical card from previous school

    • Most recent academic report

    • Portfolios (including documents, images, videos and links)

Create and manage multiple Landing Pages to track conversion

  • HEIapply also gives you the ability to create a variety of application landing pages that track the entry point of an applicant, and guides them into a specific route/course journey

  • Create custom end-of –journey pages and embed your tracking pixels

  • See the breakdown and report on it, showing exactly which Apply Now button this applicant hit to start their application

  • Track applicants all the way through to enrolment (if they get that far), and completion, as a normal function of HEIapply

Re-imagining Your Short Course Application Process

You can now provide all applicants applying with the ultimate applicant journey. We have just made it simple, and more importantly; we've made it yours.


Your portals

Multiple environments can be created for your applicants, admissions team and reviewers panel.


Your forms

Single or multiple page, as many as you need available on the chosen page of your website.


Your processes

Create as many journeys as you require per level, region or programme through our Routes and Workflows setup.


Your notifications

Automated to keep your team and your applicants informed at every step of the way.

View Entire Workflow Diagram Here

The entire process above is available out-of-the-box and is ready to use!

Extra support is available to customise for high volume and high complexity – we are ready to take on your organisation and show you what is possible!

Set up and Support Guidance for your Short Course Programme




We work with you to understand your current process, your main pain points and retain the critical aspects of your workflow.


We setup your online forms before moving on to onboard and embed your Incubator Programme workflow into our out-of-the-box solution.


We support you post-launch with the Self-help Knowledge Base, 24/7 Support Desk access and a dedicated Account Manager.

Common Questions asked by Incubators and Business Hubs

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"We had a paper-based application process with internal and external team members. It was proving time consuming and difficult. Email trails were hard to follow and find and we were constantly fielding applicant follow up calls. HEIapply has allowed us to have a complete online application process, massively improving the applicant journey. If telling someone else about HEIapply, I would say: Just make the switch, you’ll not regret it!”

- e4f Tesimonial

Ready to transform your apprenticeship journey?