Manage Admissions Online from Enquiry to Enrolment
Personally designed, online application forms created from your current forms within 48 hours.
Centralise all applicant information online with interviews, payments & exam history.
Monitor applications, enquiry conversion and enrolment vs. capacity in real-time.
Easily schedule school tours and organise open house events.
Applicant & Family
Streamline admissions online from initial enquiry to application & enrolment.
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.
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.
Centralise applicant information in one place.
Search & Filter
Easily search & filter applicants and students by year, status, gender, tags, DOB, address and checklist completion.
Export applicant information to print-ready PDFs or export supplementary, questionnaire and re-enrolment forms.
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).
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.
Easily track and manage re-enrolment in one central system.
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.
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.
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)
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)
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.
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:
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
Set the issue date and payment amount to generate an individual invoice. Optionally send the invoice via e-mail.
Mark the payment method (e.g. bank transfer), payment amount and date of payment to reconcile the invoice.
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.
Provides an overview of conversion (enquiries, applications) alongside nationality & employer statistics.
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.
Provides a table and chart view of nationalities, languages and home addresses on a map centered on the school.
Provides a bird’s eye view of conversion by academic year along with sub-status levels (e.g. declined to enrol, with reasons).