Membership Software for Membership Organisations

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

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membership management software Designed Just For You

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.

our solution image

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 that come with managing applications

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

form builder

  • 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.

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

  • 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

  • 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


  • 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


  • 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

  • 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

  • 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 subscriptions in one place

all applications

Set up and Support Guidance

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 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

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! 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.

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.

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.

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.

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.

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.

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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