Rijksakademie discovered HEIApply by thinking beyond the practices of their own industry – and the result was an unexpected partnership in problem-solving.
Rijksakademie’s artists development programme, which is open to applications from artists who live across the globe and work in all mediums, has been growing in popularity. At the same time, the media artists create to capture and share their work is higher quality, often including video, and therefore file sizes have also grown considerably. This explosion of types and sizes of file caused Rijksakademie a substantial administrative burden that showed no signs of letting up – and so Zaza Versteeg, as project manager, decided to look for the means to make application processing much more efficient.
HEIApply stood out because, unlike their previous system, it was customisable by the administrators, and so flexible that it could scale. Their former system had been a bespoke development that, by the time it was ready to use, was already behind the curve of a rapidly changing landscape for media. Versteeg recognised that Rijksakademie’s application process, because of the concentrated time period involved and the volume of applications received, had more in common with that of schools and universities than anything like peers in arts and culture.
HEIApply’s method of developing in partnership with a host of different sectors consequently bore fruit for Rijksakademie. Media uploads resulted in applicants no longer needing to send DVDs of work for administrators to comb through and check. In addition, the ability to view media within the system removed the need for transferring files by hard drive from place to place. Although Rijksakademie originally saw little need for the communication inbox in the system, preferring to use email, the inbox became invaluable, saving lots of time and also recording the communication on the applicants timeline, and so making it easy to see all correspondence and activity.
Insights gleaned from one sector can be easily mapped to another because HEIApply folds best practice straight back into future releases of the system in order to benefit all users. What the staff at Rijksakademie came to understand through their adoption of the system is the value in analysing workflow, moving from describing what administrators currently do to thinking about the problems each step is trying to solve. In that way, Rijksakademie were able to outline their major pain points and develop a streamlined process supported by an effective and efficient admission system.
The result for Rijksakademie is significant. In the last application cycle, processing time for applications halved, even though application numbers increased twenty five percent. Extra staff time meant that care and attention could be devoted to creating the perfect environment for the jury to select the right calibre of artists. In addition, the panel of jurors found the ability to see details of the media presented so useful that they now have it visible throughout the review process – and the best thing for Rijksakademie is how much control they have over making these iterative improvements to their processes.
For HEIApply, the value of working with Rijksakademie on their application process for such a highly regarded and selective programme is in having acquired a broader understanding of how sophisticated structuring of data can translate into a simple and effective system: the right data at the right moment in the process enables administrators, reviewers and applicants to concentrate on what matters.
See Rijksakademie’s recipe for success in our case study.
All too often, the admissions process for educational institutions can be a cumbersome and time-consuming affair for both prospective students and staff alike. Our online Admissions Software seeks to streamline the process as much as possible whilst still ensuring that all the necessary information is gathered.
Applicants can complete their application form online at their convenience, upload supporting documentation, save progress, and return later if need be. They can also submit and track processing progress via a secure student log-in area, and make use of an instant messaging system linked directly to your school admissions admin team should they have any questions.
All the information provided can be easily sent into your school management system for enrolment and other post-enrolment activities.
Easily manage staff access, programme listings and shortlisting applicants. Capture reviews from internal employees or external members of your team. Send out automated emails and communicate with your applicants from within the platform private messaging system.
Without HEIapply
With HEIapply
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 on-line 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 Startup Incubator, United Kingdom
We were using another platform that was not fit for purpose until we discovered HEIapply.
We had a short time-frame in which to turnaround the project and we managed to get up and running very quickly.
Our ideas were listened to and taken on board, the HEIapply team also offered advice on industry best practices that helped us mould the solution into something more than what we had ever imagined
"It's one of the most intuitive systems we've ever worked with and it simplified our workflow to a degree where it made the job enjoyable"
- Aston University, Birmingham, United Kingdom
Thanks to our background as a software development company, we thrive on complexity. Our solution is designed to handle even the most intricate setups with ease. Tailoring key features of our base solution to meet your precise requirements is not only possible, but it's what we excel at.
Here is how we do it...
We work with you to capture & understand your current process. You can focus on your main pain points whilst retaining critical aspects of your existing work-flow.
We setup your digital forms, online application portal, supporting documents, configure and embed your work-flow into our ‘out of the box’ Admissions Software and get you up and running in weeks.
We support you post launch with 8 weeks of weekly reviews. During this time, we are an extension of your team, making sure the CRM is well-adapted to your workflow.
Pickup the phone and get all your questions answered
We’ve had a brilliant start to 2017 empowering institutions worldwide to enable the ultimate applicant journey by introducing HEIapply, connecting online via Social media and offline via Bett. Over the years, we’ve transformed the applications processes in Further Education (at Ravensbourne, London), and reached for Higher Education with International Admissions at (Aston University, UK). Not stopping there, we have simplified very complex admission processes for Shell’s International School in Oman: PDO. January ’17 began with the MiSK Foundation (Saudi Arabia) going live with the Harvard Summer School Programme and we closed the month creating new relationships at Bett London at the ExCel following two consecutive successful years at Bett Asia in Malaysia and Singapore. At the Bett Show (our first time exhibiting in London) we showcased how going paperless with our solution HEIapply can transform the entire application process for institutions. We shared how we are taking care to ensure a streamlined applicant journey – the ultimate applicant journey; starting with the registration form that captures initial interest until they reach enrolment. We met with government ministers, administrators, potential partners, teachers, heads of admissions, education ministers, head masters, admissions officers, heads of recruitment and trade advisors coming from all over the UK and abroad to the Bett Show. Our team was motivated to brave the long hours of standing with thirst quenching discussions on HEIapply that turned into pilot runs of the solution at the end. We are delighted that the thousands of friendly smiles and handshakes passed during the 4 day event have resulted in a much enlarged footprint of HEIapply coverage internationally. We’re hoping only to retain and extend this list by the end of the year! If your country doesn’t feature on our 2017 footprint map (but you know it should), please get in touch to find out how HEIapply can empower your organisation.
All too often, the admissions process for educational institutions can be a cumbersome and time-consuming affair for both prospective students and staff alike. Our online Admissions Software seeks to streamline the process as much as possible whilst still ensuring that all the necessary information is gathered.
Applicants can complete their application form online at their convenience, upload supporting documentation, save progress, and return later if need be. They can also submit and track processing progress via a secure student log-in area, and make use of an instant messaging system linked directly to your school admissions admin team should they have any questions.
All the information provided can be easily sent into your school management system for enrolment and other post-enrolment activities.
Easily manage staff access, programme listings and shortlisting applicants. Capture reviews from internal employees or external members of your team. Send out automated emails and communicate with your applicants from within the platform private messaging system.
Without HEIapply
With HEIapply
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 on-line 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 Startup Incubator, United Kingdom
We were using another platform that was not fit for purpose until we discovered HEIapply.
We had a short time-frame in which to turnaround the project and we managed to get up and running very quickly.
Our ideas were listened to and taken on board, the HEIapply team also offered advice on industry best practices that helped us mould the solution into something more than what we had ever imagined
"It's one of the most intuitive systems we've ever worked with and it simplified our workflow to a degree where it made the job enjoyable"
- Aston University, Birmingham, United Kingdom
Thanks to our background as a software development company, we thrive on complexity. Our solution is designed to handle even the most intricate setups with ease. Tailoring key features of our base solution to meet your precise requirements is not only possible, but it's what we excel at.
Here is how we do it...
We work with you to capture & understand your current process. You can focus on your main pain points whilst retaining critical aspects of your existing work-flow.
We setup your digital forms, online application portal, supporting documents, configure and embed your work-flow into our ‘out of the box’ Admissions Software and get you up and running in weeks.
We support you post launch with 8 weeks of weekly reviews. During this time, we are an extension of your team, making sure the CRM is well-adapted to your workflow.
Pickup the phone and get all your questions answered
Outstanding students from over 50 countries will be competing for 800 seats in the Harvard Summer School program and 100 of these seats have been allocated to Saudi students due to the collaboration established between Harvard University & the MiSK Foundation. On the 1st of January 2017, the MiSK Foundation went live on the HEIapply Paperless Admissions platform. Mohammed Bin Salman’s Foundation has gone live with the Harvard summer school program for which they provide 100 talented young people with a fantastic opportunity to attend the Harvard University summer school this year. In deciding to go with HEIapply, the Foundation would be able to:
All too often, the admissions process for educational institutions can be a cumbersome and time-consuming affair for both prospective students and staff alike. Our online Admissions Software seeks to streamline the process as much as possible whilst still ensuring that all the necessary information is gathered.
Applicants can complete their application form online at their convenience, upload supporting documentation, save progress, and return later if need be. They can also submit and track processing progress via a secure student log-in area, and make use of an instant messaging system linked directly to your school admissions admin team should they have any questions.
All the information provided can be easily sent into your school management system for enrolment and other post-enrolment activities.
Easily manage staff access, programme listings and shortlisting applicants. Capture reviews from internal employees or external members of your team. Send out automated emails and communicate with your applicants from within the platform private messaging system.
Without HEIapply
With HEIapply
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 on-line 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 Startup Incubator, United Kingdom
We were using another platform that was not fit for purpose until we discovered HEIapply.
We had a short time-frame in which to turnaround the project and we managed to get up and running very quickly.
Our ideas were listened to and taken on board, the HEIapply team also offered advice on industry best practices that helped us mould the solution into something more than what we had ever imagined
"It's one of the most intuitive systems we've ever worked with and it simplified our workflow to a degree where it made the job enjoyable"
- Aston University, Birmingham, United Kingdom
Thanks to our background as a software development company, we thrive on complexity. Our solution is designed to handle even the most intricate setups with ease. Tailoring key features of our base solution to meet your precise requirements is not only possible, but it's what we excel at.
Here is how we do it...
We work with you to capture & understand your current process. You can focus on your main pain points whilst retaining critical aspects of your existing work-flow.
We setup your digital forms, online application portal, supporting documents, configure and embed your work-flow into our ‘out of the box’ Admissions Software and get you up and running in weeks.
We support you post launch with 8 weeks of weekly reviews. During this time, we are an extension of your team, making sure the CRM is well-adapted to your workflow.
Pickup the phone and get all your questions answered
‘And this year’s Technology Award for Birmingham Young Professional of the Year goes to Simon Kaguramamba.’ It was a gruelling session with a judging panel comprising of some of the top, leading business people in the West Midlands at KMPG Headquarters in Birmingham. Simon fought with serious competition in another 300 nominees until he lifted this year’s BYBP Technology Award ‘Winning the Technology Category was amazing! I thank the awesome team around me, together we made this possible,’ commented Simon. If you would like to congratulate the mind behind HEIapply, please tweet Simon @simonkags. To find out how we can help you capture, manage and review thousands of submissions online, please click here to book a demo or give us a call on 0800 088 5833
All too often, the admissions process for educational institutions can be a cumbersome and time-consuming affair for both prospective students and staff alike. Our online Admissions Software seeks to streamline the process as much as possible whilst still ensuring that all the necessary information is gathered.
Applicants can complete their application form online at their convenience, upload supporting documentation, save progress, and return later if need be. They can also submit and track processing progress via a secure student log-in area, and make use of an instant messaging system linked directly to your school admissions admin team should they have any questions.
All the information provided can be easily sent into your school management system for enrolment and other post-enrolment activities.
Easily manage staff access, programme listings and shortlisting applicants. Capture reviews from internal employees or external members of your team. Send out automated emails and communicate with your applicants from within the platform private messaging system.
Without HEIapply
With HEIapply
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 on-line 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 Startup Incubator, United Kingdom
We were using another platform that was not fit for purpose until we discovered HEIapply.
We had a short time-frame in which to turnaround the project and we managed to get up and running very quickly.
Our ideas were listened to and taken on board, the HEIapply team also offered advice on industry best practices that helped us mould the solution into something more than what we had ever imagined
"It's one of the most intuitive systems we've ever worked with and it simplified our workflow to a degree where it made the job enjoyable"
- Aston University, Birmingham, United Kingdom
Thanks to our background as a software development company, we thrive on complexity. Our solution is designed to handle even the most intricate setups with ease. Tailoring key features of our base solution to meet your precise requirements is not only possible, but it's what we excel at.
Here is how we do it...
We work with you to capture & understand your current process. You can focus on your main pain points whilst retaining critical aspects of your existing work-flow.
We setup your digital forms, online application portal, supporting documents, configure and embed your work-flow into our ‘out of the box’ Admissions Software and get you up and running in weeks.
We support you post launch with 8 weeks of weekly reviews. During this time, we are an extension of your team, making sure the CRM is well-adapted to your workflow.
Pickup the phone and get all your questions answered
Following the retirement of Adobe FormsCentral, many an organisation embarked on a journey to find a suitable replacement. Some saw no way but to shift back in time to an era of paper and pen. Picture this: you deal with around 50 applicant submissions each week to a Dance Course programme you’re running. The applicant has to fill out a PDF they printed off your website or collected from your Reception Desk. They then post it to you (unlikely given the increasing cost of postage), come and hand it in at the Reception (also unlikely given the increasing resistance to human contact) or email it to your specified department with little effort and no cost at all. Your Administrator has fun and games while sifting through hand-written forms, trying to translate variant legibility for entry into your chosen data capture method (most likely Excel spreadsheets). Spreadsheets are then passed around departments and Recruitment shortlists those who make it to the next or final stage. Back to Admin who either contacts everyone with an outcome, or only those who have been successful. Fast forward to enrolment day; numbers may have dropped since there are those who lose interest or go elsewhere. Despite succeeding to have an uptake, there is a pang of disappointment because of shortlists you were unable to retain despite lengthy, costly and labour-intensive efforts. There are perhaps thoughts that the shortlisting process was too rigorous and perhaps there are doubts that Admin by-passed forms they couldn’t read. The solution: Erase all doubts, reduce the margin for error and minimise effort, cost and time spent on the entire process. Go paperless and move back to the future! HEIapply is the web-based tool that converts your paper-based submission forms into elegant paperless processes. Whether an Application form for membership or a job, an Admission form for entry onto an academic or training programme, or an Enquiry form registering details and interest, we can help you increase conversion rates and reduce the amount of labour involved. Listening to our clients is at the heart of what we do. We ensure we attack real problems and provide the best solutions. In addition to our out-of-box software options, we provide bespoke solutions to fully tailor your needs. To find out more, give us a call today on +44 (0) 800 088 5833 or click here to book a demo
All too often, the admissions process for educational institutions can be a cumbersome and time-consuming affair for both prospective students and staff alike. Our online Admissions Software seeks to streamline the process as much as possible whilst still ensuring that all the necessary information is gathered.
Applicants can complete their application form online at their convenience, upload supporting documentation, save progress, and return later if need be. They can also submit and track processing progress via a secure student log-in area, and make use of an instant messaging system linked directly to your school admissions admin team should they have any questions.
All the information provided can be easily sent into your school management system for enrolment and other post-enrolment activities.
Easily manage staff access, programme listings and shortlisting applicants. Capture reviews from internal employees or external members of your team. Send out automated emails and communicate with your applicants from within the platform private messaging system.
Without HEIapply
With HEIapply
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 on-line 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 Startup Incubator, United Kingdom
We were using another platform that was not fit for purpose until we discovered HEIapply.
We had a short time-frame in which to turnaround the project and we managed to get up and running very quickly.
Our ideas were listened to and taken on board, the HEIapply team also offered advice on industry best practices that helped us mould the solution into something more than what we had ever imagined
"It's one of the most intuitive systems we've ever worked with and it simplified our workflow to a degree where it made the job enjoyable"
- Aston University, Birmingham, United Kingdom
Thanks to our background as a software development company, we thrive on complexity. Our solution is designed to handle even the most intricate setups with ease. Tailoring key features of our base solution to meet your precise requirements is not only possible, but it's what we excel at.
Here is how we do it...
We work with you to capture & understand your current process. You can focus on your main pain points whilst retaining critical aspects of your existing work-flow.
We setup your digital forms, online application portal, supporting documents, configure and embed your work-flow into our ‘out of the box’ Admissions Software and get you up and running in weeks.
We support you post launch with 8 weeks of weekly reviews. During this time, we are an extension of your team, making sure the CRM is well-adapted to your workflow.
Pickup the phone and get all your questions answered
Adobe completely retired its FormsCentral software tool on July 28th 2015 after about three years on the web form builder market. Adobe cited lack of interest and less uptake than expected (despite the enthusiasm of many users) as the reason behind the closedown. The company’s retirement plan is to focus on continuing to provide world-class PDF creation products that are available on any device, anywhere in the world. Whether application related to a course or job, or registration related to a service or event – regardless of the multitude of purposes for each and every form, the FormsCentral users have been affected. What next for all the individuals and businesses displaced as a result? Forms and submissions undoubtedly constitute a chunk of the big data that businesses of all sizes rely upon. Alternative solutions had to be sought, built and adopted. Some reverted to outdated paper-based processes, most likely with the intention to resort to this short-term given the costs associated with the increase in manual labour. Some (mostly bigger organisations) decided to source and build internal solutions. And finally, there are those who embarked on the search for an affordable, sustainable and flexible replacement providing functionality as dynamic as FormsCentral despite Adobe’s recommendation for similar and popular alternatives. In the wake of this situation, Aston University (Birmingham, UK) favoured HEIapply for the final stages of its International Student Recruitment. HEIapply provides not only the functionality to create forms and capture data but to process, manage and review it as well. As a flexible paperless system, the tool provided the Institution with optionality beyond FormsCentral’s offerings. The integration was completed in June 2015. In addition to building a form tailored specifically to your purpose and brand, HEIapply features in-built analytical charts and reports, communication inboxes and chats and the ability to personalise the user journey retaining applicants and increasing conversion rates. To find out more about why you should integrate with HEIapply, please book a live demo.
All too often, the admissions process for educational institutions can be a cumbersome and time-consuming affair for both prospective students and staff alike. Our online Admissions Software seeks to streamline the process as much as possible whilst still ensuring that all the necessary information is gathered.
Applicants can complete their application form online at their convenience, upload supporting documentation, save progress, and return later if need be. They can also submit and track processing progress via a secure student log-in area, and make use of an instant messaging system linked directly to your school admissions admin team should they have any questions.
All the information provided can be easily sent into your school management system for enrolment and other post-enrolment activities.
Easily manage staff access, programme listings and shortlisting applicants. Capture reviews from internal employees or external members of your team. Send out automated emails and communicate with your applicants from within the platform private messaging system.
Without HEIapply
With HEIapply
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 on-line 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 Startup Incubator, United Kingdom
We were using another platform that was not fit for purpose until we discovered HEIapply.
We had a short time-frame in which to turnaround the project and we managed to get up and running very quickly.
Our ideas were listened to and taken on board, the HEIapply team also offered advice on industry best practices that helped us mould the solution into something more than what we had ever imagined
"It's one of the most intuitive systems we've ever worked with and it simplified our workflow to a degree where it made the job enjoyable"
- Aston University, Birmingham, United Kingdom
Thanks to our background as a software development company, we thrive on complexity. Our solution is designed to handle even the most intricate setups with ease. Tailoring key features of our base solution to meet your precise requirements is not only possible, but it's what we excel at.
Here is how we do it...
We work with you to capture & understand your current process. You can focus on your main pain points whilst retaining critical aspects of your existing work-flow.
We setup your digital forms, online application portal, supporting documents, configure and embed your work-flow into our ‘out of the box’ Admissions Software and get you up and running in weeks.
We support you post launch with 8 weeks of weekly reviews. During this time, we are an extension of your team, making sure the CRM is well-adapted to your workflow.
Pickup the phone and get all your questions answered