We understand that providing your potential members a system where they can instantly subscribe and feel part of something special is of great importance. We know that an organisation working for the benefit of its members needs to track and learn from member engagement.
HEIapply is empowering organisations worldwide to streamline their recruitment and retention processes. Our intuitive online system is designed to complement and enhance your activities and help you assess your impact, enabling the ultimate member journey.

The Challenge

In a high pressure environment focused on growing a pool of members and increasing the rate of subscription, engaging members, before they subscribe and all the way through their membership journey, is a must. Balancing attention between attracting new members and meeting the needs of existing members is difficult to get right.

We know this means collecting detailed information from your members, tracking their engagement with your services and programme, as well as correctly processing subscriptions fees in a timely manner.

As if this wasn’t complex enough, communicating effectively with a membership body that might be geographically disparate and with diverse interests and motivations often involves high levels of manual effort, which results in lower levels of customer engagement.

Membership Organisations are at risk of falling short on delivering an engaging membership journey that attracts new members and retains existing members.

Our Solution

We recognise the need for Membership Organisations to make subscription easy and enticing. We know that high levels of engagement and member care are important.

That’s why we work with you to ensure that we have all the vital ingredients to create your perfect subscription solution at a budget that works for you.

Powerful Member 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
  • Automated Notifications
  • Multiple Routes
  • Process Evidence Requests
  • Reflects your processes
  • See progress towards submission
  • Customisable Applicant Portal
  • Sign Online
  • Available on any Device
  • Receive updates to keep you informed
  • Integrated Payments
  • Send Bulk Emails

Key Benefits of HEIApply

HEIApply handles all the hassles of applications admission, perfect for small and large businesses

Manage event booking and attendance

Make event management straightforward by creating events and allowing member (and even non-member) booking. Create groups of booked attendees to enable swift and easy communication pre- and post-event and utilise an automatically generated attendance list to allow entry on event day.

Send bulk email to groups of members

Make communicating with different groups of members simple by filtering according to specific criteria and saving those filters so that the group grows dynamically as you acquire more members. Emails sent will appear on each member's timeline, allowing you to keep track of correspondence and replies.

Manage payments, bookings and refunds

Invite new or existing members to pay deposits and fees for subscription and events, including providing tiers of pricing according to membership (or non-membership) level. Generate invoices and receipts for payments on the fly and work with your chosen country’s currency and VAT requirements.

Your subscription forms online

Provide members with a way to easily complete their subscription forms online

Offer members beautiful device responsive online application forms

  • Allow members 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.

Accept and process payments with ease

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

Members 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 member 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

Create bulk email lists from the member data already inside the system

  • Allow members to be added automatically to defined email lists – avoid the need to download, clean up and upload email lists

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

  • Monitor the success of bulk email campaigns, track receipt, opens and click-through statistic to monitor engagement

Set up and Support Guidance

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 membership management 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 Membership Organisations


"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

Ready to transform your applicant journey?