Independent School Admissions Software

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.

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

Introduce World Class Efficiency Into Your Back Office Activities

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

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

Allow Parents to pay application fees, deposits & adhoc payments online

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.

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

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

Parent has forgotten their password. How is access regained?

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.
Can a parent resume with an application they have already started?

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.
A parent needs to contact the admin team regarding a question on the application form. Can they do this?

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.
A parent has made a mistake on the application form, but after it has been submitted. How do they rectify the error?

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.
A parent has changed their mind and wishes to withdraw their application. How do they do this?

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.
Is it possible for Admin to send a bulk email to a selection of applicants?

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.
Is it possible to display a link to the relevant form on the school's website?

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.
Are admin staff able to search, filter, report and export data out of the system?

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
Is it possible for admin staff to respond directly to a private message?

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.
Can admin progress an applicant quickly through a standard process with automated notifications?

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.

Independent School Admissions Software

End-to-end cloud-based paperless admissions system designed to streamline the admissions process in Independent Schools of any size.

The Challenge

Our Solution

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.

Your 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

Introduce World Class Efficiency Into Your Back Office Activities

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

Allow Parents to pay application fees, deposits & adhoc payments online

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.

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 Admissions Process

Your portals

Your forms

Your processes

Your notifications

This entire process is available out-of-the-box and is ready to use!

Your Out-Of-The-Box Admissions Solution In Under 18 Days!

Common Questions asked by International Schools

Parent has forgotten their password. How is access regained?

Can a parent resume with an application they have already started?

A parent needs to contact the admin team regarding a question on the application form. Can they do this?

A parent has made a mistake on the application form, but after it has been submitted. How do they rectify the error?

A parent has changed their mind and wishes to withdraw their application. How do they do this?

Is it possible for Admin to send a bulk email to a selection of applicants?

Is it possible to display a link to the relevant form on the school's website?

Are admin staff able to search, filter, report and export data out of the system?

Is it possible for admin staff to respond directly to a private message?

Can admin progress an applicant quickly through a standard process with automated notifications?

Gallery

Ready to transform your applicant journey?