Application Management and Admissions Software for Grammar Schools

End-to-end online paperless application and admissions system designed to streamline intake and induction processes in Grammar Schools

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grammar school admissions software Designed Just For You

We understand the need for you to obtain additional information from parents who have been allocated a place for their child at your school following a successful outcome from the 11+ entry assessment.
HEIapply is empowering Grammar Schools worldwide to be better at streamlining intake and induction processes. Our intuitive online system is designed to complement and enhance your processes, enabling the ultimate applicant journey.

The Challenge

High Demand For Places

Grammar Schools are in high demand with pupils from across neighbouring areas, local catchments and further afield wishing to apply. We know that means hundreds of applications from eager parents trying to secure a place for their child.


Oversubscription

The competition for a place at the top ranked schools can lead to oversubscription and waiting lists, creating additional workload for the already busy admissions team.

Entrance Assessment

A task that sucks up a load of admin resources from accepting applications, communicating with parents to managing the assessment day and distributing exam results.

We conducted an analysis of the sector, and what we found was astonishing.

With high levels of manual effort involved, multiple levels of entry and lower levels of customer engagement, Grammar Schools are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our Solution

We recognise the need for Grammar Schools 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 schools processes & budget.

  • Parent/Group Portal
  • Available on any Device
  • Inbuilt Messaging Feature
  • Manage Admissions Events
  • Telephone/Skype Support
  • Unlimited User Accounts
  • Manage offline Application Forms
  • Multiple Routes
  • Add supplementary forms
  • Automated Notifications
  • Fully managed application form
  • Powerful Document Management

Your application forms online

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

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Benefits

  • Allow parents 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 Admin Portal is where Admins process the application forms through your admissions process

  • Routes can be used to help reflect a different application processes for your Programmes, which is shown in both the Admin Portal and Parent Portal, so that the Parent knows where they are in the process – if you want them to

  • Your processes can be as detailed as you wish, and can include as many stages as you like

  • Here are a list of processes that we have set up for other clients in their Routes:

    • Application Started

    • Application Submitted

    • Internal Review

    • Send for external Review

    • External References

    • Interviews (one-to-one, or group interviews), and Interview Outcome recording

    • Assessment Days, and Assessment Outcome recording

    • Visits

    • Any other Admission Event that you need

    • Scoring, manual and automatic

    • Filtering and Ranking

    • Preparing Offers

    • Add Conditional Offers

    • Add Unconditional Offers

    • Offer accepted by applicant

    • Offer rejected by applicant

    • Reject application

    • Payments and Invoices

    • Payment Plans

    • Bursary, Scholarships, Financial Aid

    • Immigration and Visas

    • Travel

    • Supplementary Forms

    • Medical

    • Pre-enrolment checks

    • Awaiting Enrolment

    • Enrolment Form

    • Enrolled

  • We have also supported clients to embed other processes into HEIapply:

    • Re-registration

    • Transition

    • Evaluation

    • Early leavers

    • Progression

  • Allow the parents to upload files as part of the Application Form

  • View any file uploads, with secure encrypted single use URLs to prevent sharing of sensitive documents outside of the system

  • “File Uploads” when the member or you upload a file, with quick access to view the file show on the members timeline

  • Add important fields to your Application Form to collect file metadata (i.e. file description, file name etc.)

  • File uploads that we have integrated into HEIapply for clients include:

    • Passports

    • Identity photographs

    • Birth Certificates

    • Vaccination card

    • Civil ID

    • Medical card from previous school

    • Most recent academic report

    • Portfolios (including documents, images, videos and links)

  • Feeder School Portal for Careers Advisors from your Feeder Schools

  • Aids multiple applications to your organisation quickly and easily through:

  • Full applications

  • Referrals

Up to you!

Benefits

  • 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

  • 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

  • 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

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.

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 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 or school 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!

Your Out-Of-The-Box Admissions Solutions 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 Schools 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 Grammar Schools

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 parent can register, begin filling out an application and return to it later. Applications are always saved so that the parent can resume later and continue on from where they stopped.

Yes they can! The Applicant Portal comes with an inbuilt Communication Inbox for every applicant. Here the parent can see a log of all communication (including emails, letters or instant messages) with your admissions team 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 parent is able to send a message to the admin team informing them of the mistake they have made. Any replies from the admin team will be listed here as well.

It is possible to withdraw the application at anytime. The parent can simply use the communication inbox to convey this information to the admin staff 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 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.

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.

"I love the feature that automatically sends an email alert to the applicant’s parents once their child’s application has been reviewed and checked for completeness. This saves me from having to update each parent manually via email or phone."

- ADMISSIONS ADMINISTRATOR – LONDON

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