Independent School Admissions Software

The Ultimate Adaptable Software for Independent Schools Admissions. Helping you streamline Enquiries, Tour Scheduling, Boarding Applications, Digital Welcome Packs, Online Application Fee collection, integrated MIS Integration and so much more

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independent school admissions software Designed Just For You

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.

our solution image

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

form builder

  • 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 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

  • 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

  • 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


  • 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

  • HEIapply comes fully integrated with a choice of well known and trusted online payment gateways (Stripe, Paypal & Worldpay) that allow for parents to make instant payments online. Both payment gateways are secure and can be configured in just days.

  • Please Note: We do not handle any of your funds instead we provide you with the integrations you need to connect your own accounts with the service provider with HEIapply.

  • Have your own Payment Gateway? No problem we will happily talk to you and discuss a bespoke integration.

  • 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

HEIApply handles all the hassles that come with managing applications

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!

How We Get You Up And Running In Months Weeks

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 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

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


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.

Book A Demo To See HEIapply In Action