Manage Admissions Online from Enquiry to Enrolment

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Personally designed, online application forms created from your current forms within 48 hours.

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Centralise all applicant information online with interviews, payments & exam history.

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Monitor applications, enquiry conversion and enrolment vs. capacity in real-time.

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Easily schedule school tours and organise open house events.

Applicant & Family

Streamline admissions online from initial enquiry to application & enrolment.

Enquiry

Submit enquiries in one step, schedule a tour, RVSP for an Open-Day, access FAQs and key documents and contact the Admissions Director. Easily embed enquiry forms on your school website as an iFrame.

Application Forms

Online application forms are fully customisable for both admissions and re-enrolment. Forms can be divided by grade level (e.g. Secondary vs. Primary) or campus. Default fields can also be set (e.g. Nationality) to streamline completion.

Checklist

Applicants & families are guided through a flexible checklist process, where they are prompted to schedule a tour, confirm an interview time, submit required documents or complete a supplementary or questionnaire form.

Real-time Status Tracking

Track application status in real-time reducing anxiety.

Admissions Lifecycle

Centralise applicant information in one place.

Search & Filter

Easily search & filter applicants and students by year, status, gender, tags, DOB, address and checklist completion.

Print-Ready PDFs

Export applicant information to print-ready PDFs or export supplementary, questionnaire and re-enrolment forms.

Flexible Checklists

Customise the sequence of steps by programme & year including: To Dos, Tours, Completion, Submission, Interviews

Notifications & E-mails

Personalise status notification e-mails by status: enquiry, submission of application, admission, enrolment, etc. Easily forward and bcc: e-mails and files into OpenApply with our custom dropbox functions.

Import & Export

Easily import data using CSV/Excel with unique key and overwrite ability. Define export templates flexibly and schedule recurring batch exports (e.g. to export a template every Friday at 6 am for the Finance director).

Messaging

Export print mailing lists and prepare batch e-mails to applicants & families using our flexible e-mail messaging system. Personalise messages with custom fields and prompts and save message templates for future use.

Family Data Model

OpenApply is built on the single source of truth principle. This means that information entered across various stages of the admissions process remains up-to-date, accurate and in sync at all times. Together with built-in form validation, this provides a robust defense against bad data and ensures a sound database. By allowing families and staff to easily update information via any form, you can avoid versioning headaches.

What do we mean?

The best example is when families complete re-enrolment, all their historical information is pre-filled and any updates or changes flow back into the main student profile, so instead of having to complete the form from scratch, they can simply update and confirm.

Re-enrolment Manager

Easily track and manage re-enrolment in one central system.

Dashboard

The re-enrolment dashboard enables you to monitor overall re-enrolment in real-time and to bulk confirm re-enrolment for many students at once. You can easily filter re-enrolment by program or grade level to see the status of a particular cohort, or bulk re-send re-enrolment notifications via e-mail.

Configure Forms

You can customise your re-enrolment form via the Forms Editor and also define your re-enrolment fee. Form fields are automatically coded, so that any existing information (e.g. home address) will be pre-filled and seamlessly updated when parents confirm re-enrolment.

Define Settings

Set your re-enrolment deadline to a fixed date (e.g. March 15) and customise your re-enrolment notification e-mail template. Once you are ready to open re-enrolment for parents, you can bulk send re-enrolment e-mails to all families whose children are set to the Enroled status. (Note: applicants & families that have just been accepted in your current admissions period will not receive re-enrolment notifications)

Send Forms

Once you are ready to open re-enrolment for parents, you can bulk send re-enrolment e-mails to all families whose children are set to the Enroled status. (Note: applicants & families that have just been accepted in your current admissions period will not receive-enrolment notifications)

Families Confirm

Parents are sent a personalised re-enrolment e-mail. Clicking the re-enrolment link will securely log parents into the re-enrolment form. The re-enrolment form is pre-filled with existing family information. Upon submission, family information is updated automatically on the applicant profile.

Track & Manage

Track application status in real-time, reducing anxiety.

Payment & Invoicing

Easily collect application and re-enrolment fees online.
Generate invoices, perform reconciliation, and send automated invoice reminders & receipts.

Configuring Payment & Invoice Settings

Define your invoice preferences, billing currency and payment methods:

  • Check
  • Bank
  • Credit Card
  • Cash

Setup Your Payment Account

In order to accept credit card payments online, you will need to setup an online payment account with any of the following providers:

And others: Authorize.Net, Chase Paymentech, Planet Payment / iPay, WorldPay (XML Direct), Moneris, Network Merchants (NMI), SecureNet, Star Card, PSI Gate, Optimal Payments, Global Collect, Beanstream, AITS, Redecard (Brazil), Firstdata, Vitalpay

Manage Invoices & Payments

 

Generate Invoices

Set the issue date and payment amount to generate an individual invoice. Optionally send the invoice via e-mail.

 

Reconcile Payments

Mark the payment method (e.g. bank transfer), payment amount and date of payment to reconcile the invoice.

 

Send Receipts

Once an invoice has been reconciled, you can e-mail a PDF receipt in one click.

Conversion & Analytics

Monitor Enrolment & Admissions Statistics in Real-time.

Enquiry Report

Provides an overview of conversion (enquiries, applications) alongside nationality & employer statistics.

Enrolment

Provides a point-in-time analysis of enrolment by academic year showing enroled, total confirmed (sum of confirmed & pending re-enrolment) and capacity with available seats.

Nationality

Provides a table and chart view of nationalities, languages and home addresses on a map centered on the school.

Geography

Provides a table and chart view of nationalities, languages and home addresses on a map centered on the school.

Conversion Funnel

Provides a bird’s eye view of conversion by academic year along with sub-status levels (e.g. declined to enrol, with reasons).

Custom Metrics

Allows administrators to view responses for any field across all forms filtered by grade level, campus, etc.