We understand that your colleges and universities offer a range of courses that attract 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 system is designed to complement and enhance your processes, enabling the ultimate applicant journey.

The Challenge


Colleges are home to students from across different regions and sometimes across the globe. We know that means hundreds of applications need to be processed quickly and easily into all your courses as your applicants secure a place to continue their education with you.

We know that pressure on marketing and recruitment activities means that you need to know what activities are converting the most applicants who are successful at securing a place.


As if this wasn’t complex enough, the admissions process is intricate and varied depending on the course that they are applying for. Some requiring interviews, some requiring assessment days, some requiring references - all requiring tools to be able to keep an applicant engaged.

With high levels of manual effort involved, and higher competition for alternative education and experiences, Colleges are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our Solution

We recognise the need for Colleges 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 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 application forms online

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

Available On Any Device
Inbuilt Messaging Feature
Send Bulk Emails
Connect to your course finder

Offer applicants beautiful device responsive online application forms

  • 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

Transform the way you communicate with applicants

  • 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

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

  • 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

Your applicants pick their course on your website and seamlessly apply using HEIapply – in one click.

  • 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!

Introduce World Class Efficiency Into Your Back Office Activities

Capture, manage and process everything to do with applications in one place

Centralised Admissions
Exchange Information With Applicants
Offer a Personalised Journey
100% MIS Integration

Centralise All Your Admissions Activities

  • 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

Exchange information between applicants and admissions team

  • 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

Personalise each applicant’s experience

  • 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

Your MIS and HEIapply speak the same language!

  • 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

Re-imagining Your Application Process

You can now provide all applicants 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, 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 process above is available out-of-the-box and is ready to use! Free Trial available.

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 Application Solution In Under 18 Days!




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 asked by Colleges

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Ready to transform your applicant journey?