We understand that offering your potential members a system where they can subscribe and feel instantly part of something special is of great importance.
HEIapply is empowering organisations worldwide to be better at streamlining application processes. Our intuitive online system is designed to complement and enhance your processes, enabling the ultimate applicant journey.

The Challenge


In a highly competitive environment with high pressure on marketing and recruitment keeping new members acutely engaged throughout the application process is a must. Value for money, speed and effectiveness of processing applications is not always an easy balance to keep.
We know this means collecting detailed information from your members as well as correctly processing subscriptions fees in a timely manner.


As if this wasn’t complex enough, with high levels of manual effort involved, multiple currencies and lower levels of customer engagement,

Membership Organisations are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our Solution

We recognise the need for Membership Organisations to operate efficiently, effectively and competitively. 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 admissions solution at a budget that works for you.

Powerful Admissions 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.

  • Telephone/Skype Support
  • Automated Notifications
  • Multiple Routes
  • Process Evidence Requests
  • Reflects your processes
  • See progress towards submission
  • Customisable Applicant Portal
  • Sign Online
  • Available on any Device
  • Receive updates to keep you informed
  • Integrated Payments
  • Send Bulk Emails

Your application forms online

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

Offer members beautiful device responsive online application forms

  • Allow members 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.

Accept and process payments with ease

We can facilitate payments in the system at any point of your Applicant journey. For instance, Registration fee before submitting, Registration Fee after submitting, Tuition fees ‘deposit then planned instalments,’ Tuition Fee ‘pay all’ etc.

We bake your payment gateway into the system as part of set-up, as opposed to be your payment gateway.

Payment Gateways that we are familiar with include Stripe, Paypal, Worldpay, Paygate

HEIapply can be used to:

  • Arrange Payment Plans

  • Raise Invoice

  • Send Invoice

  • Accept Application Fees that you set

  • Accept Deposits

  • Accept Payment in Full

  • Accept Payment in Instalments

  • Accept Registration Fees

  • Accept Assessment Fees

  • Confirm Receipt of Payment

  • Issue Credit Notes

  • Provide Balance Outstanding / Statements

Members receive customised Automatic Notifications via email, SMS, letter or private message in line with your process, and using your templates.

  • Set up and manage your own templates, and have them sent automatically as the member progresses through your process

  • Merge applicant data into customisable letters from within system

  • include setting "send from" and "reply to" email addresses, email header and footer

  • Applicants receive standard Applicant Notifications via email including

    • “thank you for starting…”

    • “thank you for submitting …”,

    • “you have received a private message, please login to reply …” and

    • “follow these instructions to reset your password …” upon request to rest password

Create bulk email lists from the member data already inside the system

  • Allow members to be added automatically to defined email lists – avoid the need to download, clean up and upload email lists

  • include setting "send from" and "reply to" email addresses, email header and footer

  • Monitor the success of bulk email campaigns, track receipt, opens and click-through statistic to monitor engagement

Re-imagining Your Applications Process

You can now provide all members 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 Members




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 International School 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 Membership Organisations

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"HEIapply has given us the ability to completely customise and mould the applicant journey and provide those applying with the best experience possible"

- - PDO School Oman

Ready to transform your applicant journey?