Student Recruitment Software for International Student Recruitment Departments

End-to-end online paperless admissions system designed to streamline application and admissions processes for International Student Recruitment Departments

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international student recruitment software Designed Just For You

We've Listened

We understand that your department offers a range of courses that inspire your students to develop their deep understanding and push boundaries in their specialist subject areas. Your job is to attract applications from a wide demographic and find the best applicants by running seamless recruitment and admissions processes across your department, and maybe within your University, if you have centralised systems.

We're Here To Help

Undergraduate, post-graduate and non-standard application processes are increasingly important as higher education adapts to the changing skills requirements. HEIapply is empowering International Student Recruitment departments worldwide to do exactly this. We are helping departments perform better at streamlining admissions processes. Our intuitive web-based system is designed to reflect your existing processes entirely online, enabling you to refine and improve them to provide the ultimate applicant journey.

The Challenge

Processing applications from multiple countries & routes

One of the challenges faced by university departments is the need to process applications from different regions and countries around the world. Dealing with the volume of applications from diverse geographic locations can be demanding, especially for small teams or teams that are dispersed across various departments.

Collaboration and information sharing

Due to the dispersed nature of teams involved in marketing, admissions, and centralised services, there is a challenge in ensuring quick and easy sharing of relevant information. Collaboration among team members becomes crucial to achieving a cohesive and efficient admissions process.

Seamless applicant journey

With a wide range of choices available to applicants, even highly selective institutions must ensure a seamless applicant journey. Engaging applicants at every stage of the process and providing a smooth and supportive experience is vital to attracting the best applicants. However, the high levels of manual effort involved in the admissions process can pose a risk of falling short in delivering the expectations of modern-day applicants.

Our solution for your International Student Recruitment Departments

We recognise the need for International Student Recruitment Departments to operate efficiently, effectively and competitively, recruit from all over the globe, and place the right graduate in the right role. 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 paperless application management and selection solution at a budget that works for you.

our solution image

Powerful Admissions Focused Features and Tools

HEIapply comes with a variety of features readily built and out of the box. This foundation of assets enables us to customise the platform to match your exact business processes and budgets.

  • Manage Admissions Events
  • Unlimited User Accounts
  • Advanced Application Form
  • Stay Informed
  • Send Bulk Emails
  • Inbuilt Messaging Feature
  • Telephone/Skype Support
  • Inbuilt Messaging Feature
  • Available On Any Device
  • Integrated Payments
  • Dedicated Server
  • Full Reporting Dashboard

Your application forms online

Provide applicants with a way to easily complete their forms online

form builder

  • Allow applicants 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

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

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

  • Provide applicants 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 applicants before and after the admission event

  • See Admission Events in calendar view to help resource planning

  • The messaging feature allows for smoother communication with applicants 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

  • Assign Applications to Reviewers for review.

  • The Reviewers Portal has similar look and feel to the Admin Portal, but has a restricted view

  • This helps the Reviewer complete only the tasks that they need to complete … reviewing the application form and submitting their view, feedback and/or rating, based upon any rating system that you want to implement.

  • Complete a custom review form and submit back to the Admin Portal

  • “Reviews” submitted by the “Reviewers” can be seen in the applicant timeline


  • 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

  • Invite applicants to pay deposits and fees for courses or accommodation

  • Set-up payment plans, so that payments can be made in instalments or all in one go, or providing the flexibility for 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


  • Fully customised notifications can be sent to and from applicants keeping everyone up to date on the application process

  • Notifications be take the form of emails, SMS text messages formal letter and privates messages

Ensure full compliance with visa and immigration laws using HEIapply functionality.

Run your admissions efficiently

The key benefits to using HEIapply in your International Recruitment Department

all applications

Re-imagining Your International Student Recruitment 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 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!

Set up and Support Guidance for your International Student Recruitment Department

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 departments admissions 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 Universities

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 applicant can register, begin filling out an application and return to it later. Applications are always saved so that the applicant 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 applicant can see a log of all communication (including emails, letters or instant messages) with your admissions officers and also send new instant messages, should they have any questions or concerns.

This is where the communication inbox comes into play. When logged into the system, the applicant is able to send a message to your admissions officers informing them of the mistake they have made. Any replies from the admissions team will be listed here as well

It is possible to withdraw the application at anytime. The applicant can simply use the communication inbox to convey this information to the admissions officers 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 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 admissions 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 level, course or programme route which translates to the Application Progress Meter inside each application received by your admissions team. When an admissions officer progresses the application through the stages, automated email notifications are sent out to the applicants 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 admissions officers and applicants.


Timeline View

HEIapply empowers your admissions team to offer 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 secure the best candidates 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, admissions officers 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 Directors and Heads of Department


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.



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