Features & Benefits

A full list of all the Admissions Software Features within HEIapply

We care about the applicant experience and giving you tools to engage them …

Applicants Can …

  • register and fill in the form as the student applying using the applicant portal
  • register and fill in the form as a parent on behalf of their children using the parent portal
  • complete and submit beautiful online application forms to you from any connected device (inc mobile AND tablet)
  • upload and manage their supporting documents as evidence
  • provide links to their online portfolio (particularly good for creative industry courses)
  • save and return to complete or track progress of their application form
  • receive progress notifications by e-mail or sms
  • receive formal letters through the platform to keep them safe and forward them to student loan, finance, and/or visa authorities
  • use in built chat to communicate with administration officers
  • view your content* that is relevant to their application and their personal statements (to improve conversion) – *news, blogs, images, videos that you create and upload
  • pay deposits and course fees using card or mobile payments (transaction fees apply) (*new)

We enable Admissions Teams to create and own their online Application form and checking processes …

Admissions Teams Can …

  • customise and publish application forms in minutes
  • View all application data and manage it in a single place (and not on paper, excel spreadsheet, etc)
  • use Application Form templates to get you going
  • receive online applications in minutes
  • use the same Application Form for as many courses/subjects as you need (and like!)
  • create checklists and administration processes for each Application Form from receiving and checking for completion through to enrolment
  • upgrade to interative forms – offering them alternative questions depending on their previous selections
  • upgrade to create your own custom Application Forms and corresponding checklists
  • create bulk email lists with contact data already inside the platform
  • manage and send bulk email messages and monitor the success of campaigns

Reviewers Can …

    • login to the Reviewer Portal and only complete restricted workflows on the applications assigned to them by Super Admins
    • receive automatic notifications to notify them that they have had an application assigned to them
    • complete a custom review form and submit back to the Admin Portal.

We empower Admissions Teams with the tools to engage and communicate with applicants quickly and easily with less hassle and less frustration

Admissions, Marketing and Communication Teams Can …

      • integrate your customised Application Forms on as many websites as you like (are allowed!) by providing simple code to web teams
      • receive notifications as soon as Application Forms are submitted
      • see CRM records and history for individual applicants
      • track individual progression of applicants through to enrolment
      • view evidence uploaded by applicants in the browser without having to save a copy
      • send messages instantly to applicants through in-built chat
      • send newsletters and blog marketing material direct to applicant’s account on an individual basis
      • send bulk e-mail campaigns
      • merge applicant data into customisable letters within system

We enable Admissions Team Members to do a great job for their organisation by being accountable

Admission team members can …

      • see all application information and do something with it in a single place (and not on paper or excel spreadsheet)
      • see exactly where applications are up to in the process
      • see exactly what the next step in the process is
      • record internal notes on an application level
      • view uploaded documents quickly and easily without needing to save a local copy
      • archive an application
      • upload and share internal documents against the applicants account
      • view applicants activity logs on the system to provide better support on submitting their application
      • use the system to support UKVI Tier 4 compliance

We care about Admissions Team Leaders and Directors having the right tools around them to embed “transparency” and “accountability” as core values throughout the process

Admission Team Leaders and Directors can …

      • give secure and auitable access admission officers, academic staff and recruitment officers – as many as you need
      • have notifications sent directly to members of your team – to prompt an immediate response
      • archive accounts but not loose auditable data
      • assign individual applications to individual team members to create a case load
      • view individual user activity on the platform – see which team members are progressing the application in a timely manner

We care about giving you access to your data in the form of reports, charts and graphs to use to report to your Directors and other Departments

Admission team members can …

      • view graphic charts and graphs
      • view and export standard system reports
      • create and export your own systems reports
      • export charts and graphs to include in your own KPI performance reports

We care about keeping your data and information secure

System and Data Managers can …

      • create, edit and archive password protected user accounts
      • be confident with encrypted, single use links to uploaded documents so links cannot be shared outside the system
      • be confident that we have UK based secure servers for both application code and your data
      • export and archive your data quickly and easily so that you can use it elsewhere in the organisation
      • dedicated data server if that is what you need to comply with ISO

We care about giving you a real person to communicate with if you need support

      • create, submit and manage support tickets through the platform
      • receive updates and notifications when support tickets are resolved
      • access general e-mail support for Team Leaders and Directors
      • telephone/skype support access a Account Manager – let us help you solve your specific challenges and make you an awesome organisation

Available Add-ons

    • External Reference Portal to submit references linked to specific applications
    • Compliance Portal for data audit purposes
    • Parent/Group Applicant Portal for parents, carers or guardians to manage multiple applications
    • Academic Assessment Portal for internal academics to review and make offers on applications
    • Interviewers Portal for conducting interviews
    • Admission Event Co-ordinators Portal for those managing multiple Admissions Events across faculties/teams etc
    • Agents Portal for Agents to support applicants to apply to your organisation, where you provide the Portal access to all your Agents
    • Feeder School Portal for Careers Advisors from your Feeder Schools to manage multiple applications to your organisation quickly and easily. Could be full applications or just referrals. Up to you
    • UKVI Tier4 – specialist tools (Tier4 reports, Tier4 access, ongoing updates in line with Tier4 changes) SMS Plug-in – for direct and immediate engagement (applicants permission required)
    • Online Payment Gateway – to accept payments for deposits or full fees (functionality only – payment transaction fees still apply)
    • Target module – working in a target driven environment then set, monitor progression towards and report against targets on a course, country and department level all from the platform
    • Bulk e-mail sender and tracker – have e-mails sent from your domain, and track receipt, opens and click-through statistic to monitor engagement (required  for bulk e-mail sending)
    • Bulk sms sender – (messages @ 4p per message )
    • Unlimited chat
    • Allow your applicants to sign documents online, and track when it was signed, what IP address, and which user was logged in