University Departments Admissions Software

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.

Undergraduate, post-graduate and non-standard application processes are increasingly important as higher education adapts to the changing skills requirements. HEIapply is empowering university 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

Your University Department is home to students from different regions and across the globe. We know that means applications need to be processed from multiple countries all over the world. Processing the volume of applications that you receive can be challenging for a small team, or a team that is dispersed across marketing, admissions and other centralised services. We know that means sharing relevant information quickly and easily so that a collaborative approach to admissions is achieved.

As if this wasn’t complex enough, the choice available to the applicant is so great now, that even the most selective institution needs to ensure that the applicant journey is seamless, supporting the applicant to engage in the process at every stage, to attract the best applicants. With high levels of manual effort involved, University Departments are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our solution for your University Department

We recognise the need for University Department Admissions 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.

Your application forms online

Provide applicants with a way to easily complete their forms online

Offer applicants beautiful device responsive online application forms

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

Set a lasting first impression with prospective applicants

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

Transform the way you communicate with applicants

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

Restricted Reviewers Portal

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

Run your admissions efficiently

The key benefits to using HEIapply in your University Department

Offer a fully branded applicant journey

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

Manage payments, bookings and refunds

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

Exchange information between applicants and admissions team

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

Use in-built tools for visa and immigration compliance

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

Re-imagining Your University Department 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!

Set up and Support Guidance for your University Department

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 University Department 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

Applicant 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 an applicant resume with an application they have already started?

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.
An applicant needs to contact the admissions 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 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.
An applicant has made a mistake on the application form, but realises after it has been submitted. How do they rectify the error?

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
An applicant 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 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.
Is it possible for admissions officers 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 Institution's website

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
Are admissions officers 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 admissions officers 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 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.
Can admissions officers progress an applicant quickly through a standard process with automated notifications?

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.

Admissions Software for University Departments

End-to-end online paperless admissions system designed to streamline application and admissions processes for University Departments

The Challenge

Our solution for your University Department

Powerful Admissions Focused Features and Tools

Gain instant access to out of the box features and tools with HEIappy:

Your application forms online

Offer applicants beautiful device responsive online application forms

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

Set a lasting first impression with prospective applicants

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

Transform the way you communicate with applicants

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

Restricted Reviewers Portal

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

Run your admissions efficiently

Offer a fully branded applicant journey

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

Manage payments, bookings and refunds

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

Exchange information between applicants and admissions team

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

Use in-built tools for visa and immigration compliance

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

Re-imagining Your University Department Admissions Process

Your portals

Your forms

Your processes

Your notifications

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

Set up and Support Guidance for your University Department

Common Questions asked by Universities

Applicant has forgotten their password. How is access regained?

Can an applicant resume with an application they have already started?

An applicant needs to contact the admissions team regarding a question on the application form. Can they do this?

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

An applicant has changed their mind and wishes to withdraw their application. How do they do this?

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

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

Are admissions officers able to search, filter, report and export data out of the system?

Is it possible for admissions officers to respond directly to a private message?

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

Gallery

Ready to transform your applicant journey?