We understand that your department offers a range of courses that inspire your students to develop their deep understanding and push boundaries in their specialist subject areas. Your job is to attract applications from a wide demographic and find the best applicants by running seamless recruitment and admissions processes across your department, and maybe within your University, if you have centralised systems.
Undergraduate, post-graduate and non-standard application processes are increasingly important as higher education adapts to the changing skills requirements. HEIapply is empowering university departments worldwide to do exactly this. We are helping departments perform better at streamlining admissions 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


Your University Department is home to students from different regions and across the globe. We know that means applications need to be processed from multiple countries all over the world. Processing the volume of applications that you receive can be challenging for a small team, or a team that is dispersed across marketing, admissions and other centralised services. We know that means sharing relevant information quickly and easily so that a collaborative approach to admissions is achieved.

As if this wasn’t complex enough, the choice available to the applicant is so great now, that even the most selective institution needs to ensure that the applicant journey is seamless, supporting the applicant to engage in the process at every stage, to attract the best applicants. With high levels of manual effort involved, University Departments are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our solution for your University Department

We recognise the need for University Department Admissions to operate efficiently, effectively and competitively, recruit from all over the globe, and place the right graduate 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 Admissions Focused Features and Tools

Gain instant access to out of the box features and tools with HEIappy:

  • Manage Admissions Events
  • Unlimited User Accounts
  • Advanced Application Form
  • Stay Informed
  • Send Bulk Emails
  • Inbuilt Messaging Feature
  • Telephone/Skype Support
  • Inbuilt Messaging Feature
  • Available On Any Device
  • Integrated Payments
  • Dedicated Server
  • Full Reporting Dashboard

Your application forms online

Provide applicants with a way to easily complete their 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

Set a lasting first impression with prospective applicants

  • Admissions Events such as interviews (one-to-one or group interviews) and pupil assessment days are possibly the first impression you set with applicants.

  • Avoid overbooking by preloading the start and end dates and times available for the applicants to select and book themselves on, and set maximum capacity

  • Provide applicants with a simple and easy way to amend and communicate changes in a previously agreed schedule, even outside your regular opening hours.

  • Send automated yet personal messages to applicants before and after the admission event

  • See Admission Events in calendar view to help resource planning

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

Restricted Reviewers Portal

  • Assign Applications to Reviewers for review.

  • The Reviewers Portal has similar look and feel to the Admin Portal, but has a restricted view

  • This helps the Reviewer complete only the tasks that they need to complete … reviewing the application form and submitting their view, feedback and/or rating, based upon any rating system that you want to implement.

  • Complete a custom review form and submit back to the Admin Portal

  • “Reviews” submitted by the “Reviewers” can be seen in the applicant timeline

Re-imagining Your University Department Admissions Process

You can now provide all parents 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, school or country 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 University Department




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 University Department admissions 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 Universities

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Some of our happy clients:

Ready to transform your applicant journey?