Enquiries

Your website starts working for you. An enquiry page for students, one for host families and one for agents, linked from your site with your logo on it, plus Harry answering questions on the spot. Everything it collects is already in Harbor.

Harry · Kauri Bay College website

As famílias anfitriãs passam por verificação policial?

Sim. Todas as famílias anfitriãs passam por verificação policial, visita domiciliar e checagem de referências, renovadas anualmente.Source: Homestay Policy 2026, section 3.2

New enquiryAlmeida family · Portuguese · via Harry

Give students, host families and agents an enquiry page you link from your own website, with your school’s logo on it
Let Harry answer a family’s questions on your website from your own policies, at any hour, and hand you the enquiry with their details
See student, host and agent enquiries each in their own list, filter by status, and assign each one to a person
Keep notes on an enquiry and turn it into an application without re-typing a thing
Import a fair’s worth of agent leads from a spreadsheet and invite them to partner when you are ready
Publish your policies and handbooks in a searchable document portal families can read before they ask

Applications

Your application, not a generic one. Your questions, your required fields, your declarations, your fee at submission. Families complete it on a phone and the answers land on the student’s record exactly as given.

Application review · Sofia Almeida

Full nameSofia Almeida

Date of birth14 Jun 2010

Passport expiry02 Aug 2026Change requested

GuardianAna Almeida

Sent to the family: "The passport expires before the course ends. Please upload the renewed passport." The rest of the application stands.

Take applications directly from families or through an agent, on your own form with your own questions and declarations
Let an agent start an application and the family finish it by link, on a phone
Collect the application fee online at the point of submission
Capture the student’s support needs, interests, accommodation preference, family contacts and documents in seven short steps, plus your own declarations
Hold the application until every required field and document is there, so what reaches you is ready to review
Lock the student’s details the moment an offer is drafted, so the offer cannot be changed from underneath you

Review

Send back one thing, not the whole form. A passport that expires too early goes back as a single comment beside the field; the rest of the application stands. What changed, and when, stays on the record.

Comment on any field and send it back; the family sees your note next to the field
Move an application to offer while a last change is still on its way back
See every application on one board, from draft to arrived, or as a table, filtered by agent, term and status
Book an interview, keep the notes before and after, and record the outcome, or skip it with a reason
Reopen an application that was withdrawn or refused in error, with the reason recorded
Keep a full audit record of every change to an application, and a timeline of what happened and when

Offers, agreements and invoices

Every document a family needs, made in one step. Offer letter, agreement, invoice and receipt come from the fee schedule and the application, so a family can accept, sign, pay and lodge their visa the same week, and the student converts instead of drifting.

Offer · Sofia Almeida

Offer letterIssued 9 May

Invoice · Tuition, homestay, insuranceIssued 9 May

Enrolment agreementSent for signing 9 May

Accepted and signedAna Almeida · 11 May, 21:14

No login and no password for the family. The receipt follows the moment the fees arrive, ready for the visa.

Issue the offer letter and the fee invoice together, from your fee schedule, with line items you can edit and GST per line
Send the offer to the agent, the parent, or both, and record each one’s accept or decline
Let the family read and accept the offer from a link with no login, and open the invoice from its own link
Send the enrolment contract or agreement for the guardian to sign by link, and countersign for the school in bulk
Issue a receipt as a PDF for every payment received, ready for the visa application
Keep the signed copy, its version, timestamp and signer on the record, with every earlier version
Void and reissue an offer, or raise a supplementary invoice mid-year, and keep the voided one on the record marked void
Re-enrol a student for next year from their record, and have the new offer and invoice follow
Calculate a refund from your policy, and the statutory refund where ESOS appliesAU
Issue the written agreement and CAAW as PDFs and send them for signingAU

Visa and payment

Fees cleared, with the reasons. Fees received and visa granted, each recorded on the application as it happens, and the school marks the fees cleared when it is satisfied. The agent sees the application move the same day.

Track visa status on each application, with the visa document uploaded and approved on file
Take fee payments online from overseas, in the family’s currency, by card or bank transfer
Record every payment against the right invoice and see the student’s running balance; a correction posts a reversing entry, so the ledger keeps its history
Mark a student’s fees cleared, with the note and who cleared them, next to their visa status
Push invoices to Xero with your account codes and pull payments back daily
See the school’s fee position: invoiced, paid and outstanding, by academic year or any dates, with an estimate of what is accepted but not yet invoiced
Track agent commission per enrolment, with milestones the agent can see and mark as invoiced

Pre-arrival and onboarding

Flights and visa on the record, and the student and the host family onboarded by link before anyone lands. No ten PDFs attached to an email for every student and every family; Harbor sends what each needs and shows who has finished.

Let the agent, the school or the host family enter flights, with the pickup person on the same record
Send onboarding modules to the student before departure, and see who has started and who has finished
Send the host family five short modules: welcome, house rules, culture, pay, and emergencies, and see who has finished
Collect activity consents by link and medical consent on the application, and keep them on the record
Keep a checklist per student: fees paid, visa received, insurance received, pre-departure pack sent, arrival details confirmed, homestay confirmed, and tick each off as it happens
Chase expiring documents and consents automatically, send onboarding reminders at a click, and see every student in pre-arrival with what is still missing
See visa and passport expiry on the calendar with everything else that falls due

Host families

Hosts do their own part. They apply by link, update their household, log the fortnight away, accept a placement and read their pay statement, all from their phone, so your homestay manager stops being the switchboard.

Match Families · Sofia Almeida

CandidateFit

Whitcombe familyVegetarian household · 1.8 km · English, Spanish94

Ngata family2 students already · 4.1 km71

Patel familyVetting renewal due · 0.9 km63

Whitcombe family chosen. The request went to their phone, and they accepted.

Let a family apply to host by link in six steps, with household members, references and photos
Track each family through applied, police vetting, home visit and approved, and let them see where their application is up to
Send a referee their form in one click, and resend a fresh link
Record police vetting with expiry dates, and see every vet that will lapse weeks before it does
Get a warning when a household member is about to turn 18 and will need vetting
Record home visits, annual reviews and notes against the family
Let hosts log away periods and update their household themselves, and be told when a placed student needs a change
See who is with whom for when, across host families, boarding and students living with a parent
See how many homestay beds are free, host by host, with away periods counted

Placements

Every night a student sleeps somewhere is a record, and a move, a break, a short stay or a transfer of care each gets its own record with dates. Pay, care and compliance all read the same nights, so they follow the student, not the spreadsheet.

Rank candidate families on diet, distance, age, interests, language, gender, pets and current vetting, with the reasons on screen
Send the placement request to the host, who accepts from a link in their email, or accepts or declines with a reason in their portal
Record arrival and departure, with dates of care for every night of the placement
Record a move to a new family, a break, or a short stay, each with its dates
Collect transfer-of-care plans for holidays from parents and agents, and approve them
Place under-10s only with a parent staying, enforced by the system, and short-stay students for a weekend or longer

Pastoral care

The check-in goes out on time. The concern comes back to a person. Short surveys to the student, the host and the parent on the schedule you set, around your term dates. "Some concerns" opens a case with a name on it.

Homestay check-in · Kauri Bay College

Kauri Bay College · Homestay check-in

How is the homestay going?

Very well

Mostly well

Some concernsSomething you would like Hannah Reid to know about.

I am worried

Case opened

Assigned to Hannah Reid, with the check-in answers attached.

Send check-ins to the student, the host family and the parent by link, on an interval or on your term dates, with holidays handled
Open a case when a check-in raises a concern, assigned to the staff member who handles it
Record a check-in you gathered by phone or in person, on the date you gathered it, so it counts
Run welfare and complaint cases with notes, the host’s check-in answers and escalation to the school, and log incidents against the student
Keep confidential cases with the director, the assignee and the person who raised it
Run activities and trips with consent requests that chase themselves, and an evidence pack for each
Keep an emergency folder for every student, printable as a one-page card
Message your staff in threads attached to the student, host or placement

Host pay

No Friday spent reconstructing the fortnight. Nights were recorded as the job was done, so the pay run is already true when you open it. One review, one bank file, one statement per family.

Sofia Almeidawith the Whitcombe family · 1 to 14 MarchRecording nights

1Home
2Home
3Home
4Home
5Home
6Home
7Away
8Away
9Home
10Home
11Home
12Home
13Home
14Home

Two nights away, 7 and 8 March, recorded by the host on the Monday. Nothing to remember at pay time.

12 nights at $60.00$720.00

Dietary surcharge, 12 nights$36.00

Adjustment from last run$4.00

Whitcombe family, this run$0.00

✓ Every line traces to a night on the recordStart pay run

Run host pay night by night from placement dates, with away nights, short stays and dietary surcharges applied by the rules you set
Review a pay run line by line, approve it, export it as a bank file, and mark it paid
Give every host family a statement they can read line by line before the money arrives
Pay a host for a student’s absence at the retainer rate your school sets, applied automatically
Reopen and correct a pay run, with the correction on the record
Pay an incidental to a host outside the nightly rate, on the same run

Compliance

Built around the NZ Code of Practice and the Australian ESOS, National Code and CAAW obligations. Vetting, agreements, check-ins, attendance and cases all map to the requirement they evidence, and an export produces the pack.

See every host family and student scored against your Code obligations: current, due soon or lapsed, with the fix linked on each oneNZ
Export the evidence pack when someone asks for itNZ
Produce the annual self-review report with evidence filled from check-ins, cases and records, exported to WordNZ
Keep a vetting register across all active hostsNZ
Monitor attendance against the 80% thresholdAU
Record critical incidents and notify the authoritiesAU
Run complaints and appeals with referral to the ombudsmanAU
Track PRISMS reporting deadlines for course changes and transfersAU
Complete the annual declaration against the National CodeAU
Publish the agent list the ESOS Act requiresAUComing

Agents

Your agents work inside Harbor, not in your inbox. They submit and track applications, download offers and invoices, and sign your agreement online. You see every one of them, their contract, their references and what they are owed.

Agents · Pacific Study Group

Pacific Study Group · Agreement signed · Commission 15%

StudentStatus

Sofia AlmeidaEnrolled · arrived 21 JulyEnrolled

Yuki TanakaSubmitted 4 December · flights attachedIn review

Li Wei ChenSubmitted 4 December · flights attachedIn review

Keep a directory of agents with leads, active and dormant, with star ratings and notes on each lead
Invite an agent, send your agreement for signing online, and keep the signed contract on file with its expiry
Run a reference check once and share the completed check with the agent, who carries it to the next school
Collect feedback on each agent from parents and from your staff
Let agents submit and track applications, and download offers and invoices
Let agents lodge a group enquiry and build the roster; you send the quote, the MOU and the invoice
Promote your school to over 1,000 agencies on Harbor Connect, kept current from your settingsComing

Every day

What needs you, in order. The rest stays quiet.

Needs you now2 overdueKauri Bay College · 5 items

Sofia AlmeidaCheck-in answered "some concerns"Opened 4 minutes agoCaseOpen Case opened and assigned to Hannah Reid · 8:13 am

Whitcombe familyPolice vetting expires on 12 MarchPlacement cannot continue past that dateVettingRenew

Kenji WatanabeArrives in 6 days with no placementThree candidate families availableMatchMatch

Aiko SatoWritten agreement unsigned by the guardianSent 9 days agoAgreementResend

Pacific Study GroupApplication awaiting review for 3 daysAgent has chased twiceApplicationReview

Nothing else is waiting on you.

Open on a list of what needs you, with the count against each
Work from a phone or a tablet; nothing to install
See a calendar of visa and passport expiries, host away periods and group dates, and download it to your own calendar
Choose the notifications each person gets, and edit the emails Harbor sends in your own words
Switch on automations: a departure reminder for flights, consent chasing, agent reminders
Give each staff member the role they need: administrator, director, coordinator, homestay manager
Search each register of students, hosts and agents, and export the main lists to a spreadsheet
Ask Harry inside Harbor how to do something; it knows the system
Raise a support request or an idea from inside the app, and be told when it ships
Send newsletters and bulk email to families, host families and agents from HarborComing
Run marketing for your programme to agencies and families through Connect+Coming

Integrations

Harbor sits beside your school’s systems and talks to them. Each one is a row below, with what flows and whether it is live.

System		What flows	For	Status
Accounting
	Xero	Invoices pushed with your account codes, payments pulled back daily	Finance	Live
Payments
	Flywire	Fee payments from overseas in the family’s currency, landing against the right invoice	Families and agents	Live
	Stripe	Card payments and the application fee at submission	Families	Live
	Convera	Fee payments from overseas in the family’s currency, landing against the right invoice	Families and agents	Coming
	Westpac PayWay	Card payments for Australian schools, landing against the right invoice	Families	Coming
Sign-in
	Google Workspace	Staff sign in with their school Google account; free slots read from Google Calendar for interview booking	Staff	Live
	Microsoft 365	Staff sign in with Entra ID; free slots read from Outlook for interview booking	Staff	Live
	SchoolBridge	Staff sign in through SchoolBridge, and more interoperability with KAMAR and the other systems SchoolBridge connects to as it opens its API	Staff	Coming
Student management
	KAMAR	Enrolled students exported as a file KAMAR imports into pre-enrolment. A direct connection is not live; more interoperability is coming through SchoolBridge	Admin	Live
	TASS	Approved enrolments pushed into TASS through its Online Enrolments API, and the TASS record read back	Admin	Coming
	Hero	New enrolments handed to Hero, and student, caregiver, attendance and pastoral data read back	Admin	Planned
	Helix	New enrolments handed to Helix, and student, caregiver and attendance data read back	Admin	Planned
	FACTS	New enrolments handed to FACTS, and the student record read back	Admin	Planned
Government reporting
	PRISMS	Course changes, transfers and deferrals reported to PRISMS from the student record; today Harbor tracks the deadlines and the school reports by hand	Admin	Coming

XeroLiveInvoices pushed with your account codes, payments pulled back dailyFor finance
FlywireLiveFee payments from overseas in the family’s currency, landing against the right invoiceFor families and agents
StripeLiveCard payments and the application fee at submissionFor families
ConveraComingFee payments from overseas in the family’s currency, landing against the right invoiceFor families and agents
Westpac PayWayComingCard payments for Australian schools, landing against the right invoiceFor families
Google WorkspaceLiveStaff sign in with their school Google account; free slots read from Google Calendar for interview bookingFor staff
Microsoft 365LiveStaff sign in with Entra ID; free slots read from Outlook for interview bookingFor staff
SchoolBridgeComingStaff sign in through SchoolBridge, and more interoperability with KAMAR and the other systems SchoolBridge connects to as it opens its APIFor staff
KAMARLiveEnrolled students exported as a file KAMAR imports into pre-enrolment. A direct connection is not live; more interoperability is coming through SchoolBridgeFor admin
TASSComingApproved enrolments pushed into TASS through its Online Enrolments API, and the TASS record read backFor admin
HeroPlannedNew enrolments handed to Hero, and student, caregiver, attendance and pastoral data read backFor admin
HelixPlannedNew enrolments handed to Helix, and student, caregiver and attendance data read backFor admin
FACTSPlannedNew enrolments handed to FACTS, and the student record read backFor admin
PRISMSComingCourse changes, transfers and deferrals reported to PRISMS from the student record; today Harbor tracks the deadlines and the school reports by handFor admin

Run something that is not on this list?Tell Harbor which system, and Harbor will look at what it exposes.

Everything Harbor does, in the order a student moves through your programme.