Application Management Software for Internship and Traineeship Providers

The Challenge

Internship and Traineeship Programme providers are home to applicants from a diverse range of academic backgrounds, seeking to be empowered professionally by what your organisation offers. We know that means hundreds of applications from countries all over the world trying to secure training with you.

Balancing applications along with accurate scoring of personal profiles and obtaining additional information at the right stage in the application process is sometimes a tricky one. Additionally, as places for such providers are in high demand, accurately creating and managing waiting lists to deal with oversubscription is a must too.

As if this wasn’t complex enough, the application and selection process is intricate and varied often requiring academic, professional and health information from the beginning.

With high levels of manual effort involved and lower levels of customer engagement, Internship and Traineeship Programme Providers are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our Solution

We recognise the need for Internship and Traineeship Programme 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 application management solution at a budget that works for you.

Your application forms online

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

Create and manage waiting lists for place oversubscription with ease

Manage multiple applications where places are yet to be allocated with simplicity
Keep applicants up to date with details of where they are in the waiting list, helping to avoid many and often unnecessary communication regarding places

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

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

Introduce World Class Efficiency Into Your Back Office Activities

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

Centralise All Application Management Activities

Whether you operate from a single location or multiple locations, HEIapply enables you to work in a centralised way by providing all application related activities in one solution
No need to increase application management software user licenses when you introduce new members of staff. HEIapply offers you unlimited user licences for all your administrators, reviewers and processing partners

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

Re-imagining Your Application Process

You can now provide all applicants 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, administrators 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 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!

Your Out-Of-The-Box Application Solution In Under 18 Days!

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 programme 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 Internship and Traineeship Programme Providers

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 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.
Is it possible to display a link to the relevant form on the organisation's website?

Yes! You can embed the forms generated by HEIapply on your organisation'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.

Application Management Software for Internship and Traineeship Providers

End-to-end online paperless application and selection system designed to streamline application and selection processes in Internship and Traineeship Providers

The Challenge

Our Solution

Powerful Application 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

Create and manage waiting lists for place oversubscription with ease

Manage multiple applications where places are yet to be allocated with simplicity

Keep applicants up to date with details of where they are in the waiting list, helping to avoid many and often unnecessary communication regarding places

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

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

Introduce World Class Efficiency Into Your Back Office Activities

Centralise All Application Management Activities

Whether you operate from a single location or multiple locations, HEIapply enables you to work in a centralised way by providing all application related activities in one solution

No need to increase application management software user licenses when you introduce new members of staff. HEIapply offers you unlimited user licences for all your administrators, reviewers and processing partners

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

Re-imagining Your Application Process

Your portals

Your forms

Your processes

Your notifications

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

Your Out-Of-The-Box Application Solution In Under 18 Days!

Common Questions asked by Internship and Traineeship Programme Providers

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 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?

Is it possible to display a link to the relevant form on the organisation'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?

Gallery

Ready to transform your applicant journey?