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.

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.

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

Available on any Device
Reflects your processes
Powerful Document Management
Feeder School Portal

Offer parents beautiful device responsive online application forms

  • 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

Help your Parents understand

  • 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 parents to upload documents and share with you as part of your streamlined processes

  • 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

  • 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!

Introduce World Class Efficiency Into Your Back Office Activities

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

Offer a Personalised Journey
Centralised Admissions
Fully Branded Experience
Seamless Data Migration

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

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

Offer a fully branded applicant journey

  • 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

Take advantage of seamless data migration

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.

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!




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

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"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

Ready to transform your applicant journey?