International Summer School & Camp Bookings Management Software

Streamline Your International Summer School & Camp Bookings with Our Application Management Software

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international summer school camp application management software Designed Just For You

In the world of education, summer schools and camps are a valuable asset for schools looking to diversify their income streams and make the most of their existing facilities. However, managing the intricate web of bookings, logistics, and communication can be a daunting challenge. That's where our Application Management Software steps in, designed specifically for international summer schools and camps.
The HEIapply intuitive online system is designed to complement and enhance your processes, enabling the ultimate applicant journey. It empowers schools to offer exceptional international summer programs while efficiently managing the associated complexities. We are confident that after many years of developing tools that facilitate summer school and camp admissions in an optimal way, we can help you create enriching summer experiences that benefit schools, participants and recruitment agents.

Our Solution

We recognise the need for Summer 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.

our solution image

Common Challenges Faced By Booking Offices & How We Address Them

Marketing, Front End and Communication:

Ensuring all marketing efforts are captured in one place

Challenge: All marketing efforts must be captured in one place to avoid fragmented marketing efforts, which results in missed opportunities to reach potential students and parents.

Solution: Centralised Marketing: Our platform provides a centralised CRM to capture all marketing efforts, helping schools proactively drive the booking & application process.

Incentivising Bookers With Discount Coupons

Challenge: Encouraging bookings through the use of discount coupons can be an effective strategy to attract and retain customers.

Solution: HEIapply offers tools that result in increased bookings and revenue, including the ability to generate discount codes that entice potential bookers and promote loyalty among existing clients.

Bulk Communication and Application Processing Tools

Challenge: Managing communication and processing a large volume of applications can be overwhelming and time-consuming.

Solution: HEIapply simplifies the process with powerful bulk communication and application processing tools, streamlining announcements, updates, and notifications to a large group of stakeholders, and processing multiple applications simultaneously.

Multilingual parents: Communicating Effectively

Challenge: Lack of translation feature can lead to misunderstandings or miscommunications, resulting in confusion, frustration and lost opportunity.

Solution:Our software offers multi-language support, helping bridge communication gaps with non-English-speaking parents. We currently have 9 different languages already implemented across the system

Handling numerous bookings for large groups of students

Challenge:Multiple bookings for large groups of students can pose a challenge and cause overbooking, underbooking, or double booking, resulting in logistical nightmares.

Solution: Managing Group Bookings: We simplify the process of handling large group bookings efficiently and accurately by providing the ability for the lead coordinator to book everyone in or enlist individual parents to book their individual children

Allowing Parents to Upload Documents

Challenge: Managing the submission of essential documents from parents can be a time-consuming and error-prone process.

Solution: HEIapply streamlines document submission with a user-friendly feature that enables parents to securely upload necessary documents. This not only simplifies the process but also ensures that you have all the required information at your fingertips, enhancing efficiency and compliance.

Back Office and Administrative Efficiency:

Small teams managing numerous manual tasks

Challenge: The multitude of manual tasks that a small team must manage can lead to overworked staff making errors, resulting in operational inefficiency and customer dissatisfaction.

Solution: With our software, small teams can safely rely on pre-programmed automation that eradicates the need for loads of manual processes.

Managing and tracking completion of numerous consent forms

Challenge: Incomplete or lost consent forms can lead to liability issues and administrative hassles, so it is important to be able to manage and track numerous consent forms.

Solution: As consent data is captured, it is neatly organized in the right folder, allowing you to find it whenever you need it, reducing logistical headaches.

Managing payments, including deposits and stage payments

Challenge: It can be challenging to stay on top of payments, including deposits and stage payments, as payments can be delayed or inaccurate, causing financial problems and reputation damage.

Solution: Payment Collection: Our system handles payments, from deposits to stage payments, securely and seamlessly with integrations to Stripe, Flywire, Paypal, and many more.

Managing interactions with various agents representing parents

Challenge: The interaction with different agents representing parents can be challenging and can lead to misunderstandings, conflicts, and confusion, which can adversely affect the enrolling process.

Solution: Dealing with Agents: Our software streamlines interactions with multiple agents representing parents, providing a three-way communication channel, making communication more straightforward.

Keeping track of commissions owed to agents

Challenge: Incorrect commission calculations can lead to disputes and damaged relationships. Keep track of commissions owed to agents to avoid disputes and ruined relationships.

Solution: Commission Management: We facilitate commission tracking, ensuring fair compensation for agents.

Ensuring accurate student data collection while complying with GDPR

Challenge: Assuring accurate student data collection while complying with GDPR can be challenging, and it can lead to mishandling personal data or failure to comply with data protection regulations, leading to legal consequences.

Solution: Student Data: We help schools capture accurate student data and ensure GDPR compliance. All data is stored safe and secure servers.

Coordinating meetings with prospective parents

Challenge: The difficulty of scheduling meetings with prospective parents can result in missed appointments or scheduling conflicts, which can lead to missed enrolment opportunities.

Solution: We simplify the scheduling of meetings with prospective parents by providing meeting booking tools that are easy & intuitive to use.

Capturing & Processing Accommodation Preferences

Challenge: Managing accommodation preferences for students can be difficult on paper & spreadsheets and could result in unnecessary confusion and misallocation.

Solution: Accommodation Allocation: Our platform automates & organizes the capturing of accommodation requests, ensuring a smooth experience for both students and administrators.

Coordinating transportation logistics for arrivals and departures

Challenge: It is often challenging to coordinate arrival and departure transportation logistics, which can result in missed flights and delays, disrupting schedules.

Solution: Transport Details: We organize transportation details for arrivals and departures, reducing logistical headaches.

Additional Summer School 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 business processes & budget.

  • Telephone/Skype Support
  • Unlimited User Accounts
  • Integrated Payments
  • Available On Any Device
  • Inbuilt Messaging Feature
  • Scoring, Filtering and Ranking
  • Reflects your processes
  • Manage Short Course
  • Manage offline Application Forms
  • Manage your waiting lists better
  • Agents Portal
  • manage interviews, assessment days, visits as part of your admission processes
  • Support your Applicants
  • Data Encryption
  • Multiple Language
  • Dedicated Account Manager
  • Enquiry Management
  • Send Marketing Material

Your application forms online

Provide applicants with a way to easily complete their application forms online

form builder

Add and manage as many short courses as you want, with as many short course bookings as you want, including configuring Short Course Booking Form

We can facilitate payments in the system at any point of your Applicant journey. For instance, Registration fee before submitting, Registration Fee after submitting, Tuition fees ‘deposit then planned instalments,’ Tuition Fee ‘pay all’ etc.

We bake your payment gateway into the system as part of set-up, as opposed to be your payment gateway.

Payment Gateways that we are familiar with include Stripe, Paypal, Worldpay, Paygate

HEIapply can be used to:

  • Arrange Payment Plans

  • Raise Invoice

  • Send Invoice

  • Accept Application Fees that you set

  • Accept Deposits

  • Accept Payment in Full

  • Accept Payment in Instalments

  • Accept Registration Fees

  • Accept Assessment Fees

  • Confirm Receipt of Payment

  • Issue Credit Notes

  • Provide Balance Outstanding / Statements

Agents Portal for Agents to support applicants to apply to your organisation, where you provide the Portal access to all your Agents

Not only is it your Application Form, that can adapt depending on the Programme that they are applying for; but also Supplementary Forms can be introduced to create a two stage application process, a post-offer/acceptance registration form, or an early leaver/exit/evaluation form, as you wish.

You can also introduce multi-stage Application Process, by requiring important files to be submitted only as part of a later stage (i.e. only after accepting an offer does the Applicant need to submit a additional information)

Here are some examples of supplementary forms that we have embedded:

  • Enquiry Form

  • Disability Form

  • Registration Form

  • Booking Form

  • Enrolment Form

  • Additional Learner Support Needs Form

  • Feedback Form from Reviewers

  • re-registration forms

  • Safeguarding Form

  • Immigration History Form

  • Bursary Application Form

  • Evaluation Form

  • Ethnicity Form

  • Scholarship Application Form

  • Feedback Form from Applicant


  • 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

  • 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


  • 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

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 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 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 retain the critical aspects of your workflow.

We setup your online forms before moving on to onboard and embed your Summer School 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 Summer Schools

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.

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.

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.

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

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.

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.

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.

"HEIapply has given us the ability to completely customise and mould the applicant journey and provide those applying with the best experience possible"

- - PDO School Oman

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