We understand Summer Schools offer exciting and rewarding opportunities to meet new people, expand skills sets or develop new talents to use later in life. Timing of applications and waiting list management are key to keeping a smooth and efficient application process as well as obtaining accurate information from your applicants at the time of enrolment.
HEIapply is empowering institutions worldwide to be better at streamlining admissions processes. Our intuitive online system is designed to complement and enhance your processes, enabling the ultimate applicant journey.

The Challenge


Summer Schools are often home to applicants from across different regions and across the globe. We know that means hundreds of applications that need to be processed accurately and with ease, as applicants apply for their chosen summer school within tight timeframes.

Oversubscription is often a huge part of the application process and carries a heavy burden on the already busy administration team to keep eager applicants informed at every stage.


As if this wasn’t complex enough, the application process is intricate and varied often requiring medical, educational and immigration information from the beginning. With high levels of manual effort involved, multiple currencies and lower levels of customer engagement,

Summer Schools are at risk of falling short on delivering the applicant journey the modern day applicant expects.

Our Solution

We recognise the need for Summer Schools 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 admissions solution at a budget that works for you.

Powerful Admissions 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
  • Unlimited User Accounts
  • Integrated Payments
  • Available On Any Device
  • Inbuilt Messaging Feature
  • Scoring, Filtering and Ranking
  • Reflects your processes
  • Manage Short Course
  • Manage offline Application Forms
  • Manage your waiting lists better

Your application forms online

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

Available On Any Device
Integrated Payments
Scoring, Filtering and Ranking
Manage your waiting lists better

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

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

Seamless Scoring

HEIapply can be configured with bespoke algorithms to help you sift, filter, search and refine your selection process with ease. As we are part of the planning and set-up of your Application Form, we can also help you identify appropriate questions, and method of asking those questions, to draw out the right information to enable your scoring matrix and selection process to be as smooth as possible.

Help find the right applicants faster.

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

Introduce World Class Efficiency Into Your Back Office Activities

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

Centralised Admissions
Manage all payments
Offer a Personalised Journey
100% MIS Integration

Centralise All Your Admissions Activities

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

  • No need to increase admissions 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

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

Re-imagining Your Admissions Process

You can now provide all parents applying 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, admissions team 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 per level, school or country 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 Admissions 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 Summer School 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 Summer Schools

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"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

Ready to transform your applicant journey?