Graduate Recruitment Software For Application Management

End-to-end paperless online graduate recruitment software designed to streamline application processing and selection for Graduate Recruiters

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application management software graduate recruitment Designed Just For You

We understand that your Graduate Recruitment 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 graduate recruitment programmes worldwide to do exactly this. We are helping Graduate Recruitment providers 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 candidate experience.

The Challenge

We understand that one of the many challenges of running the best Graduate Recruitment Programme is dealing with multiple languages. Skilled graduates coming from a highly competitive global market are willing to relocate to participate. Engaging with graduates from other countries means having separate application forms in each language.

Adding to the pressure, graduates are applying to other programmes at the same time. To respond to this you need to keep applicants engaged and informed at every stage of the process. We know that you will deal with large volumes of graduate applicants at peak periods of the university year, before returning to general recruitment when the graduate programme has begun.

Our solution for your recruitment programme

We recognise the need for Graduate Recruitment Programmes 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.

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Powerful Recruitment 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.

  • Scoring, Filtering and Ranking
  • Inbuilt Messaging Feature
  • Available on any Device
  • Unlimited User Accounts
  • Send Bulk Emails
  • Telephone/Skype Support
  • Manage Admissions Events
  • Automated Notifications
  • Fully managed application form
  • Powerful Document Management
  • Full Reporting Dashboard
  • Customisable Applicant Portal

Your application forms online

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

form builder

  • Allow graduates 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.

HEIapply can be configured with bespoke algorithms to help you sift, filter, search and refine your selection process with ease. As we are part of the planning and set-up of your Application Form, we can also help you identify appropriate questions, and method of asking those questions, to draw out the right information to enable your scoring matrix and selection process to be as smooth as possible.

Help find the right applicants faster.

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

  • 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

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

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

  • Provide graduates 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


  • A fully customised applicant view using your logo offering an easily recognisable interface

  • Stand out from the crowd with a streamlined applicant journey using your branding

At each stage of the application process, fully customised automated notifications can be sent to and from graduates and the recruitment team; keeping everyone up to date with the progress of the application. Notifications can be in the form of emails, letters, SMS text messages and private messages.

We will help you to seamlessly integrate with your organisation's s chosen HR, accounting and financing systems, enabling you to migrate data between the HEIapply platform and your third party software.

  • Manage your in person, telephone, group interviews and assessment days all from within the HEIapply platform to centralise all your recruitment activities and events

Introduce World Class Efficiency Into Your Back Office Activities

Capture, manage and process everything to do with applications in one place for your Graduate Recruitment programme

all applications

Re-imagining Your Graduate Recruitment 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 Graduate Programme

How We Get You Up And Running In Months Weeks

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 Graduate Recruitment 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 Graduate Recruitment Providers

Simply go to the login page and click on forgot password, enter the email address that was used when setting up the account and click send. An email will be sent to that email address with a web link that can be followed to reset the password.

Yes! The HEIapply Applicant Portal is designed to create an easy and seamless applicant journey. The graduate can register, begin filling out an application and return to it later. Applications are always saved so that the graduate applying can resume later and continue on from where they stopped.

Yes they can! The Applicant Portal comes with an inbuilt Communication Inbox for every graduate. Here the graduate applicant can see a log of all communication (including emails, letters or instant messages) with your recruitment officers and also send new instant messages, should they have any questions or concerns.

This is where the communications inbox comes into play. When logged into the system, the graduate is able to send a message to your recruitment officers informing them of the mistake they have made. Any replies from the recruitment team will be listed here as well.

It is possible to withdraw the application at anytime. The graduate can simply use the communication inbox to convey this information to the recruitment officers who will then be able to make all the necessary arrangements.

Yes it is! The Bulk Email functionality includes creating an Email List using filters that you apply to the data already within the system. You can apply one or as many filters as required to refine or widen the selection of applicants. There is no need to import CSV's, as all applicant email information already exists inside HEIapply.

Yes! You can embed the forms generated by HEIapply on your website and link to the HEIapply graduate applicant portal on any relevant page of the website

Yes! Your recruitment team is able to apply searches and filters to run reports on the data inside HEIapply and export the results to csv or pdf format

Both the graduate applicant and recruitment officer admin portals come with an in-built communications inbox meaning both parties are able to keep up to date with the progress of the application process. Here recruitment staff, once logged in to the dashboard, can simply select the graduate they wish to make contact with a reply to them directly and privately.

Yes! With HEIapply you can pre-define a standard process for each graduate programme route which translates to the Application Progress Meter inside each application received by your recruitment team. When a recruitment officer progresses the application through the stages, automated email notifications are sent out to the graduate applicants to update them.

Functionlity Designed To Give You Total Control And Visibility


In-Built Communication

HEIapply accelerates how your recruitment manages their response time to messages received on the platform by applicants. All users have access to the in-built chat feature for smooth communication between recruitment officers and graduates.


Timeline View

HEIapply empowers your recruitment team to offer the graduate applicants with an awesome streamlined journey by providing them with a clear timeline view of the entire applicant journey. Improve the applicant Journey and secure the best graduate candidates by clearly showing all communication sent to the applicant, files upload, internal comments added, stage tracking movements and more.


Progress Tracker

With HEIapply, applicants can stay in the know regarding their application, even before it is submitted. Prospective graduate trainees can save and return to complete their application form later. They can track its progress inside their designated applicant portal without needing to resort to follow up emails and calls.


Live Reports

With HEIapply, recruitment officers can view a series of dynamic graphs and charts on all data captured without the need for external data processing tools and present these as of reporting to top level staff including Directors


File Upload

HEIapply prevents the need for graduates to copy, post or email across important documents in support of their application. Instead, applicants can upload and manage their supporting evidence for the recruitment team to review right inside their admin portal.


Applicant Portal

HEIapply reduces the time taken to complete an application and takes the burden off the recruitment team by giving applicants an environment to register onto, login, complete an application, upload supporting documentation and submit for processing.

Book A Demo To See HEIapply In Action