The school admissions office in an independent school plays a critical and unique role of assisting parents through what can sometimes be a complex application process. Welcoming children & parents from all over the world to experience a learning environment that is second to none, we believe that they need to be empowered with the tools to demonstrate the excellence of the school right from the initial enquiry.
The HEIApply system is designed to streamline the admissions process for international and independent schools enabling them to streamline the admissions process. Our intuitive admissions system is responsive to your existing processes and ambitions, enabling the ultimate applicant journey to maximise applications and school place take-up.

The Challenge

Independent Schools are home to ambitious students from different regions across the globe. We know that means hundreds of applications from families trying to secure a place for quality education.

We know that families are looking for the best schools and teachers, which means there is a high degree of competition. You need to stand out in order to not just survive but thrive as an school that is dedicated towards excellence!

As if this wasn’t complex enough, the admissions process is intricate, involving school visits and academic assessments from the beginning. High levels of manual effort are involved in tracking potential applicants and pulling together information that enables offers to be made.

Independent Schools are at risk of falling short on delivering the applicant journey that modern day families expect. A disjointed and slow enrolment process can undermine the carefully crafted learning experience your school offers.

Our Solution

We recognise the need for Independent Schools to operate efficiently, effectively and competitively. We know that speed and cost efficiency are hugely important.HEIapply is a comprehensive and powerful admissions management system that provides the ultimate pupil recruitment and admissions CRM system for your whole team. It doubles up as a portal for parents & an admissions-focused information management system for the school.

Powerful Admissions Focused Features and Tools

HEIapply comes with a wide variety of features readily built and out-of-the-box. This foundation allows us to customise the entire solution to meet your business processes & budget.

  • Parent/Group Portal
  • Available on any Device
  • Inbuilt Messaging Feature
  • Manage Admissions Events
  • Telephone/Skype Support
  • Unlimited User Accounts
  • Integrated Payments
  • See progress towards submission
  • Manage offline Application Forms
  • Process Evidence Requests
  • Full Reporting Dashboard
  • Multiple Routes

Your application forms online

Provide parents with an easy way to complete their application forms online

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

Transform the way you communicate with parents

  • The messaging feature allows for smoother communication with parents 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

Set a lasting first impression with prospective parents

  • Admissions Events such as interviews (one-to-one or group interviews) and pupil assessment days are possibly the first impression you set with an applicant and their parents.

  • Avoid overbooking by preloading the start and end dates and times available for the parents to select and book themselves on, and set maximum capacity

  • Provide parents with a simple and easy way to amend and communicate changes in a previously agreed schedule, even outside your regular opening hours.

  • Send automated yet personal messages to parents before and after the admission event

  • See Admission Events in calendar view to help resource planning

Allow Parents, Carers or Guardians to manage multiple applications

  • Every so often parents apply to your school for more than one child

  • Link sibling accounts together by giving Parents a way to create as many applications as they need

  • Avoid asking Parents to provide the same personal information twice when completing multiple applications

  • Allow parents to select to view the application form in a Language they are comfortable with especially where English is not their first language

HEIApply handles all the hassles of applications admission, perfect for small and large businesses

Manage complex admission routes simplified by design

HEIapply is a web-based solution that comes ready to use out of the box, with a range of add-ons available and also offering full customisation to manage your complex admissions needs. Don’t worry, it is user-friendly! The design and unique interface of HEIapply has been created with non-tech users in mind.

Offer a fully branded applicant journey

Stand out from competitors and offer an exceptional customer experience with the ability to fully customise your HEIapply-powered forms and portals to suit your brand image and eye for design. Our versatile and unique user face, teamed with your logo and brand messages creates a streamlined applicant journey.

Exchange information between parents and administrators

At each stage of the application process, fully customised notifications can be sent to and from the Parents and admin team; keeping everyone up to date with the progress of the application. Notifications can be in the form or emails, letters, text messages, or private messages.

Manage payments, bookings and refunds

Invite applicants to pay deposits and fees for courses or accommodation; and for required payments to be made in one go, in installments or provide flexibility by allowing 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.

Take advantage of seamless data migration

We will help you to seamlessly integrate with your School’s chosen Management Information System (such as iSams, Sims and PASS), enabling you to migrate data between the Heiapply platform and your MIS.

Use in-built tools for visa and immigration compliance

Ensure full compliance with visa and immigration laws using Heiapply functionality

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, school or country through our Routes and Workflows set up.

Your notifications

Automated to keep your team and your applicants informed at every step of the way.

View Entire Workflow Diagram Here

This entire process 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 Solution In Under 18 Days!

We work with you to understand your current process, your main pain points and to retain the critical aspects of your workflow.

We support you post-launch with the Self-help Knowledge Base, 24/7 Support Desk access and a dedicated Account Manager.

We partner with WCBS to pool our knowledge and make sure we're asking the right questions to get you up and running quickly.

Common Questions asked by International Schools


Ready to transform your applicant journey?