Mentoring Management Software

We understand that your mentoring organisation aims to boost both the personal and professional development of your mentees, with the input of experts. We know that offering an excellent talent development experience begins as early as the first touch on an enquiry about your mentoring programs.

HEIApply mentoring software powers your mentors and mentees enquiry and application process, matching the right mentor with the right mentee, with tools to record interactions, outcomes and impact, providing evidence that ‘mentoring works' and is an important part of the talent development mix.

HEIApply is empowering mentoring organisations worldwide to streamline application, selection and matching processes, and monitor impact. Our intuitive online system is designed to enhance your existing workflow, enabling the ultimate experience for mentors and mentees.

The Challenge

Organisations are home to consummate professionals of all stripes, many of whom are offering their time as a mentor on top of demanding work schedules. Prospective mentees have diverse professional backgrounds and are eager for development opportunities.

We know that the mentoring relationship requires sophisticated matching and commitment on both sides, and that sometimes the relationship doesn’t work out. It’s a challenge to keep mentors and mentees engaged, especially at a distance.

Balancing the manual effort of matching, which includes an abundance of information about mentors and mentees, with the necessity to communicate frequently and clearly to maintain enthusiasm is no mean feat.

Without a robust system that automates notifications, makes the selection process and timeline transparent and that provides a secure environment for checking in and registering progress, Mentoring Organisations are at risk of falling short on delivering the ultimate mentoring experience to both mentors and mentees.

Our Mentoring Solution

We recognise the need for Mentoring Organisations to operate efficiently and effectively, always wanting to see that their workflows have a positive impact on the mentees and mentors.
That’s why we work with you to ensure that we have all the vital ingredients to create your perfect mentoring application management solution at a budget that works for you.

The benefits of working hand in hand to create the ultimate mentoring journey

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

A single system for mentors & mentees

HEIApply provides as many users, as many forms and as many programme criteria checklists as you need to cater for the variety of your activities whilst keeping vital information all in one place, with at-a-glance progress bars and an activity timeline

An empowering mentee portal

The portal for mentees works end-to-end - from initial enquiry to the impact of their development: it enables mentees to the stage of their application, communicate with their mentor and mentoring program administrators and evaluate their progress and experience.

Built to engage, designed to connect

Fully customised notifications (sms, email, letter or direct message) can be sent between mentees, mentors and mentoring program administrators, keeping everyone up to date and - crucially - engaged throughout the mentoring relationship.

A dedicated mentor portal

Acknowledging the commitment mentors make, the portal allows them to apply, explicitly accept their responsibilities and communicate freely with both matched mentees and with the broader team - allowing your organisation to provide the support that ensures continued engagement.

Automated tasks

In order to effectively manage selection, matching and lots of mentoring relationships, HEIApply provides tools to automate parts of your workflow - like setting reminders to check in with mentees and mentors after their first meeting, or inviting new enquirers to the next information session.

Events booking management

Events are a big part of the engagement process for mentoring organisations, whether for information, recruitment or induction. Our system allows you to create events, open them for bookings, set capacities, easily communicate with people booked to come and generate attendance lists.

Your application forms online

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

Set a lasting first impression with prospective mentees

Recruitment Events such as interviews (one-to-one or group interviews) and assessment days are possibly the first impression you set with applicants.
Avoid overbooking by preloading the start and end dates and times available for the applicants to select and book themselves on, and set maximum capacity
Provide applicants with a simple and easy way to amend and communicate changes in a previously agreed schedule, even outside your regular opening hours.
Send automated yet personal messages to applicants before and after the admission event
See Events in calendar view to help resource planning

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

Mentor Portal

Assign Applications to Mentors for review.
The Mentor Portal has similar look and feel to the Admin Portal, but has a restricted view
This helps the mentors complete only the tasks that they need to complete … reviewing the application form, communicating with the prospective mentee 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 mentors 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 mentors

Fully customised notifications can be sent to and from applicants keeping everyone up to date on the application process
Notifications can 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 organisation 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 Mentoring Organisations

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.

Mentoring Management Software

End-to-end online paperless application system designed to streamline workflows of Mentoring Programmes, with CRM and workplace collaboration tools.

The Challenge

Our Mentoring 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.

The benefits of working hand in hand to create the ultimate mentoring journey

Your application forms online

Set a lasting first impression with prospective mentees

Recruitment Events such as interviews (one-to-one or group interviews) and assessment days are possibly the first impression you set with applicants.

Avoid overbooking by preloading the start and end dates and times available for the applicants to select and book themselves on, and set maximum capacity

Provide applicants with a simple and easy way to amend and communicate changes in a previously agreed schedule, even outside your regular opening hours.

Send automated yet personal messages to applicants before and after the admission event

See Events in calendar view to help resource planning

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

Mentor Portal

Assign Applications to Mentors for review.

The Mentor Portal has similar look and feel to the Admin Portal, but has a restricted view

This helps the mentors complete only the tasks that they need to complete … reviewing the application form, communicating with the prospective mentee 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 mentors 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 mentors

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

Notifications can 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 Mentoring Organisations

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?