Course Subscription Software for Online Learners

The Challenge

Online course providers are home to students from across different regions and often across the globe. We know that means hundreds of applications from countries all over the world trying to secure a place for their chosen course. Offering an engaging and informative application process is a must in this highly competitive market.

Distance learners expect a highly effective and efficient application process offering speed, clarity and accuracy at all times. This coupled with multiple routes, multiple course levels and different course fees, this can be quite a balancing act!

As if this wasn’t complex enough, the admissions process is an intricate and varied one that often requires detailed information being obtained from your applicants from the beginning. With high levels of manual effort involved, multiple currencies and lower levels of customer engagement,

Online course providers are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our Solution

We recognise the need for Online Course Providers 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.

Your application forms online

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

Applicants receive customised Automatic Notifications via email, SMS, letter or private message in line with your process, and using your templates.

Set up and manage your own templates, and have them sent automatically as the applicant progresses through your process
Merge applicant data into customisable letters from within system
include setting "send from" and "reply to" email addresses, email header and footer
Applicants receive standard Applicant Notifications via email including
- “thank you for starting…”
- “thank you for submitting …”,
- “you have received a private message, please login to reply …” and
- “follow these instructions to reset your password …” upon request to rest password

Allow applicants to book themselves on your short courses and pay to secure the place

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

Help your applicants and learners progress with access to authored content

Author, create and publish online courses for learners to subscribe to, or you give them access to as part of your service including progress tracking, quizzes, gradebooks and certifications amongst many other tools to encourage persistence, retention and completion.

Use this as a tool to encourage conversion, or diversify revenue streams.

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

Introduce World Class Efficiency Into Your Back Office Activities

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

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

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

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

Centralise the management of your recruitment events

Manage your in person, telephone, group interviews and assessment days all from within the HEIapply platform to centralise all your recruitment activities and events

Re-imagining Your Admissions Process

You can now provide all applicants 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!

Setup and Support Guidance for your Online Courses

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 Online Course 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 Online Course Providers

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.
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.
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.
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 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.
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.

Course Subscription Software for Online Course Providers

End-to-end online paperless subscription system designed to streamline registration and subscription processes in online course providers

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 allows us to customise the entire solution to meet your business processes & budget.

Your application forms online

Applicants receive customised Automatic Notifications via email, SMS, letter or private message in line with your process, and using your templates.

Set up and manage your own templates, and have them sent automatically as the applicant progresses through your process

Merge applicant data into customisable letters from within system

include setting "send from" and "reply to" email addresses, email header and footer

Applicants receive standard Applicant Notifications via email including

“thank you for starting…”

“thank you for submitting …”,

“you have received a private message, please login to reply …” and

“follow these instructions to reset your password …” upon request to rest password

Allow applicants to book themselves on your short courses and pay to secure the place

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

Help your applicants and learners progress with access to authored content

Author, create and publish online courses for learners to subscribe to, or you give them access to as part of your service including progress tracking, quizzes, gradebooks and certifications amongst many other tools to encourage persistence, retention and completion.

Use this as a tool to encourage conversion, or diversify revenue streams.

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

Introduce World Class Efficiency Into Your Back Office Activities

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

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

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

Centralise the management of your recruitment events

Manage your in person, telephone, group interviews and assessment days all from within the HEIapply platform to centralise all your recruitment activities and events

Re-imagining Your 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!

Setup and Support Guidance for your Online Courses

Common Questions asked by Online Course Providers

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?

Applicant has forgotten their password. How is access regained?

An applicant has changed their mind and wishes to withdraw their application. How do 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 needs to contact the admissions team regarding a question on the application form. Can they do this?

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

Gallery

Ready to transform your applicant journey?