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.

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.

  • Enquiry Management
  • Available On Any Device
  • Multiple Language
  • Offers
  • Scoring, Filtering and Ranking
  • Integrated SMS
  • Complete Timeline view
  • Track conversion
  • Inbuilt Messaging Feature
  • Simple “Source” tracking
  • Integrated Payments
  • Unlimited User Accounts

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

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


Ready to transform your applicant journey?