Membership Management Software

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.

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

Introduce World Class Efficiency Into Your Back Office Activities

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

Manage deposit payments, subscriptions fees and refunds

Invite members to pay deposits and subscription fees for membership
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 member’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 members
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 members and admin

Fully customised notifications can be sent to and from members keeping everyone up to date on the application process
Notifications can take the form of emails, SMS text messages, formal letter and privates messages

Your MIS and HEIapply speak the same language!

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

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

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.
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.
A member 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 member can simply use the communication inbox to convey this information to the admin staff who will then be able to make all the necessary arrangements. ible to withdraw the application at anytime. The member can simply use the communication inbox to convey this information to the admin staff who will then be able to make all the necessary arrangements.
A member 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.
A member has made a mistake on the application form, but after it has been submitted. How do they rectify the error?

This is where the communications inbox comes into play. When logged into the system, the member is able to send a message to the admin team informing them of the mistake they have made. Any replies from the admin team will be listed here as well.
A member needs to contact the admin 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 member. Here the member can see a log of all communication (including emails, letters or instant messages) with your admin team and also send new instant messages, should they have any questions or concerns.
Can a member resume with an application they have already started?

Yes! The HEIapply Applicant Portal is designed to create an easy and seamless applicant journey. The member can register, begin filling out an application and return to it later. Applications are always saved so that the member can resume later and continue on from where they stopped.

Membership Software for Membership Organisations

End-to-end online paperless membership system that streamlines Membership Organisations' recruitment and retention processes

The Challenge

Our Solution

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.

Key Benefits of HEIApply

Your subscription forms online

Offer members beautiful device responsive online application forms

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

Introduce World Class Efficiency Into Your Back Office Activities

Manage deposit payments, subscriptions fees and refunds

Invite members to pay deposits and subscription fees for membership

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 member’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 members

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 members and admin

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

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

Your MIS and HEIapply speak the same language!

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

Set up and Support Guidance

Common Questions asked by Membership Organisations

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

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?

A member has changed their mind and wishes to withdraw their application. How do they do this?

A member has forgotten their password. How is access regained?

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

A member needs to contact the admin team regarding a question on the application form. Can they do this?

Can a member resume with an application they have already started?

Gallery

Ready to transform your applicant journey?