Course Subscription Software for Online Course Providers

End-to-end online paperless subscription system designed to streamline registration and subscription processes in online course providers

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course subscription software Designed Just For You

We understand that your organisation offers the most supportive online environment to welcome distance learners from all over the world to be inspired and be their best. We know that offering an fulfilling online educational experience begins as early as enrolment.
HEIapply is empowering organisations worldwide to be better at streamlining registration processes. Our intuitive online system is designed to complement and enhance your processes, enabling the ultimate applicant journey.

The Challenge


Online course providers are home to students from across different regions and often across the globe. We know that means hundreds of applications from countries all over the world trying to secure a place for their chosen course. Offering an engaging and informative application process is a must in this highly competitive market.

Distance learners expect a highly effective and efficient application process offering speed, clarity and accuracy at all times. This coupled with multiple routes, multiple course levels and different course fees, this can be quite a balancing act!


As if this wasn’t complex enough, the admissions process is an intricate and varied one that often requires detailed information being obtained from your applicants from the beginning. With high levels of manual effort involved, multiple currencies and lower levels of customer engagement,

Online course providers are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our Solution

We recognise the need for Online Course Providers 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.

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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
  • Unlimited User Accounts
  • Integrated Payments
  • Automated Notifications
  • Agents Portal
  • Multiple Routes
  • Manage Short Course
  • Process Evidence Requests
  • Add supplementary forms
  • Online Learning Environment

Your application forms online

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

form builder
Benefits

  • Set up and manage your own templates, and have them sent automatically as the applicant 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

Add and manage as many short courses as you want, with as many short course bookings as you want, including configuring Short Course Booking Form

Author, create and publish online courses for learners to subscribe to, or you give them access to as part of your service including progress tracking, quizzes, gradebooks and certifications amongst many other tools to encourage persistence, retention and completion.

Use this as a tool to encourage conversion, or diversify revenue streams.

  • 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

Benefits

  • Invite applicants to pay deposits and fees for courses or accommodation

  • Set-up payment plans, so that payments can be made in instalments or all in one go, or providing the flexibility for both options - it's up to you!

  • Generate invoices and receipts for payments on the fly and work with your chosen country’s currency and VAT requirements

 

  • Increase the number of applications that enquire and go all the way through to enrollment by improving & personalising the overall applicant journey

  • Provide what feels like a concierge applicant experience by sending out timely personalised messages and notifications to parents

  • Allow applicants to opt into a communication method that best suits them

  • Notifications can be in the form of emails, letters, SMS text messages and private messages

  • Fully customised notifications can be sent to and from applicants keeping everyone up to date on the application process

  • Notifications be take the form of emails, SMS text messages formal letter and privates messages

  • 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

all applications

Re-imagining Your Admissions Process

You can now provide all applicants 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!

Setup and Support Guidance for your Online Courses

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 Online Course 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 Online Course Providers

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 school's website and link to the HEIapply applicant portal on any relevant page of the website.

Yes! Your admissions 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 applicant and 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 admin staff, once logged in to the dashboard, can simply select the applicant 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 application route which translates to the Application Progress Meter inside each application received by your admissions team. When an admin progresses the application through the stages, automated email notifications are sent out to the applicants and their parents to update them.

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.

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

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

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

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

Functionlity Designed To Give You Total Control And Visibility

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In-Built Communication

HEIapply accelerates how your admissions team' 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 staff members and prospective students.

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Timeline View

HEIapply empowers your administrators to provide the applicants with an awesome streamlined journey by providing them with a clear timeline view of the entire applicant journey. Improve the applicant Journey and enrol more students by clearly showing all communication sent to the applicant, files upload, internal comments added, stage tracking movements and more.

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Progress Tracker

With HEIapply, applicants can stay in the know regarding their application, even before it is submitted. Prospective students 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.

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Live Reports

With HEIapply, administrators 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 Heads and Directors of Recruitment.

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File Upload

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

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Applicant Portal

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

"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

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