College Admissions Software for Higher Education Institutions


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college admissions software Designed Just For You

We understand that your colleges offer a range of courses that attract prospective applicants from diverse communities. We also understand that volume and simplicity of processing is important to you. The ability to connect your course finder directly to the start of the applicant journey is vital.
HEIapply is empowering higher education institutions worldwide to be better at streamlining application processes. Our intuitive online admissions software is designed to complement and enhance your processes, enabling the ultimate applicant journey.

Our Approach To Ensuring College Applications Management Success

High Volume Application Processing:

The Challenge

Colleges receive substantial applications from diverse regions and countries. Managing and processing this large influx of applications can stretch the entire admissions process and overwhelm admissions teams using an outdated student information system. Colleges must leverage advanced admissions software and modern school management software to streamline and optimise the admissions workflow.

The sheer quantity of applications can lead to delays in student admissions, application reviewing, and decision-making, potentially resulting in missed opportunities to secure top candidates.

The Solution

By integrating efficient admissions software and a robust student information system, colleges can enhance their productivity, ensure prompt decision-making, and attract the best talent while providing a seamless applicant experience. Investing in cutting-edge technology can significantly impact the success of the admissions process and overall school management, empowering colleges to stay competitive and student-focused.

high volume illustration

competitive & yield management

Competition and Yield Management:

The Challenge

Intensifying competition among colleges and educational organisations to attract the best students poses a significant challenge in admissions and enrollment. Higher educational institutions must carefully manage their yield - the percentage of accepted students who ultimately enrol. Enrollment management is critical to ensuring a well-balanced and sustainable student body.

The Solution

Striking the right balance between the number of offers extended and the expected enrollment rate requires an efficient admissions software solution. Such a solution should be well-thought-out and focus on providing prospective students with a seamless registration process that is both smooth and easy to navigate.

By incorporating advanced enrollment processes and a user-friendly admissions software system, colleges can enhance enrollment management efforts, optimise student onboarding, and stand out in the competitive landscape. Embracing technology-driven solutions can significantly impact achieving enrollment goals and maintaining long-term student success.

Access To Higher Education Institutions and Affordability:

The Challenge

Ensuring access and affordability for a diverse range of students is a top priority for any educational institution. The rising tuition and related expenses can create a barrier for students from economically disadvantaged backgrounds, limiting their access to quality education. Colleges must utilise the best admissions software and admission management systems to address this challenge effectively.

The Solution

By leveraging advanced admission and management software, colleges can efficiently manage financial aid and scholarship offerings. These technology-driven solutions help admission officers streamline the application process, assess student records, and make informed decisions regarding financial support. By optimising the distribution of financial aid and scholarships, colleges can ensure that deserving students receive the necessary assistance to pursue their academic goals. This approach fosters an inclusive learning environment and empowers colleges to attract a diverse and talented student body while maintaining financial stability.

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manual admissions process illustration

Manual Admission Process Resulting In Administrative Burden:

The Challenge

The admissions process in the education industry demands significant manual effort, requiring admissions officers and program managers to review numerous applications, make crucial decisions, and communicate with prospective students. However, this administrative burden can lead to inefficiencies, hindering student services' overall productivity and responsiveness. To streamline and optimise the admissions process, educational institutions can benefit from a cloud-based solution with an online portal and a comprehensive management system.

The Solution

By adopting a cloud-based admissions software, colleges can automate administrative processes, ensuring seamless and efficient student lifecycle management. This technology-driven approach empowers admissions officers to run effective awards programs, manage financial aid, and easily handle tuition payments. By reducing manual tasks, the admissions team can focus on delivering personalised support to applicants and enhance the overall experience for prospective students.

Embracing a cloud-based admissions solution not only improves productivity but also accelerates decision-making, allowing educational institutions to stay responsive and competitive in today's fast-paced education landscape.

Holistic Evaluation and Engagement:

The Challenge

Adopting a holistic approach to evaluating applicants is crucial for educational organisations in admissions and enrollment management. This comprehensive assessment involves analysing academic achievements, extracurricular activities, leadership skills, and personal qualities. However, conducting such a thorough evaluation requires significant time and resources. To streamline and optimise this process, educational organisations can benefit from leveraging advanced admissions software, school management software, and a robust student information system.

Keeping applicants engaged throughout the evaluation process is equally vital. Managing applicant engagement can be complex and demanding with varying requirements like interviews, assessments, and references.

The Solution

By integrating efficient admissions software, educational institutions can enhance communication, offer personalised updates, and keep applicants informed at every step. An integrated admissions software solution helps simplify the engagement process, ensuring applicants feel valued and supported throughout their journey. Investing in technology-driven solutions boosts efficiency in admissions and enrollment processes and elevates the overall experience for prospective students, thereby strengthening the institution's reputation and appeal.

Holistic Evaluation Illustration

Modern Applicant Expectations

Meeting Modern Applicant Expectations:

The Challenge

Modern-day applicants expect a seamless and personalised admission process. To meet these expectations and avoid applicant dissatisfaction, colleges must embrace digital transformation and adopt a complete solution that caters to the needs of such institutions.

The Solution

By implementing a comprehensive centralised platform like HEIapply, colleges can eliminate manual processes and seamlessly integrate other programs and third-party systems. This robust platform provides tools empowering institutions to manage their growth effectively. Wirth HEIapply, Colleges can provide a cutting-edge experience to applicants, addressing their individual needs and preferences.

Addressing these core problems requires a comprehensive approach that combines efficient technology solutions, strategic planning, and a student-centric mindset to ensure a successful and inclusive college admissions process.

The Ultimate Solution

We recognise the need for Higher Education Institutions 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 process at a budget that works for you.

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Powerful Admissions System 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
  • Full Reporting Dashboard
  • Available On Any Device
  • Inbuilt Messaging Feature
  • Manage Admissions Events
  • See progress towards submission
  • Manage offline Application Forms
  • Process Evidence Requests
  • Multiple Routes
  • Fully managed application form

Your Entire application process online

Provide prospective students with a way to easily complete their application forms or go through your enrollment process online

form builder

  • Allow applicants 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

  • 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

  • Allow applicants 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

  • By connecting to the course finder on your website seamlessly with your HEIapply application system we are able to facilitate a smooth transition of prospective applicants into actual applicants using your unique course code identifiers

  • You manage the code that is used, allowing you the freedom to add, edit and remove courses as required

  • At the end of the ultimate applicant journey on HEIapply, we transfer your data to your MIS/SIS system, including the unique course code identifier and seamlessly pass data for onward processing

  • Using HEIapply you can have all the dots joined up nicely!


  • Whether you operate from a single location or multiple locations, HEIapply enables you to work in a centralised way by providing all admissions related activities in one solution

  • No need to increase admissions software user licenses when you introduce new members of staff. HEIapply offers you unlimited user licences for all your administrators, reviewers and processing partners

  • 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

  • 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

  • Maintain direct access to your data

  • Allow your applicant data to flow seamlessly into your MIS of choice

  • Monitor and track enquiries all the way into in-learning via HEIapply's MIS integrations with popular solutions such as iSams, Capita SIMS and WCBS

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 Admission Process

You can now provide all prospective students with the ultimate applicant journey.We have just made it simple, and more importantly

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, college or college site location 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 admissions software 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!

Your Out-Of-The-Box Admissions Software In Under 18 Days!

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 College 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.

HEIapply was assessed against the market of alternative solutions with the customisability in mind to tailor to the specific requirements of South Essex.

- - South Essex College

Common Questions Relating To College Admissions

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.

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.

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 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

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.

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.

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.

Functionlity Designed To Give You Total Control And Visibility


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.


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.


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.


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.


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.


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.

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