Internship Management Process

Overview of internship process using HubSpot and key steps to keep track of while managing.

Key Links for Applicants:

• Application Form
• Character Reference Form
• Professional Reference Form
• Travel Itinerary Form
• Application Payment Link: https://app.hubspot.com/payments/ftCl73EqR?referrer=PAYMENT_LINK (copy exactly as shown here)
• Deposit Payment Link: https://app.hubspot.com/payments/AJAPmsl4T2aBXKg?referrer=PAYMENT_LINK (copy exactly as shown here)
• Final Payment Link: https://app.hubspot.com/payments/wsd8cPaaREy?referrer=PAYMENT_LINK (copy exactly as shown here)

Dashboard:

Click here to access the dashboard with graphs and reference reports.

HubSpot Workflow/Deals:

Click here to access the "workflow" for the Internship process, which is under Deals in HubSpot.

Applicant/Contact Lists:

• All Applicants
• Summer 2024
• Fall 2024

Steps for Setting up a new Internship Session:

1. Create Materials for each session:

   1. Create Acceptance Packet - note that this needs to be made "General" without an individual's name, etc. (see Fall 2024 as a reference)

1. 1. 1. Save as a PDF
      2. Load into HubSpot as a Document (we'll grab the link for this later to insert into emails)
      Note: Pricing has increased for 2025 sessions. There are new payment links in HubSpot for these. Be sure to update the pricing changes in the Acceptance Packet as well as the corresponding emails below and leverage the new links:
      1. Spring 2025 - $3500 Final Payment - Payment Link
      2. Summer & Fall 2025 (and on-going unless otherwise indicated) - $4000 Final Payment - Payment Link
      3. Fall 2024 Final Payment Link did not change to avoid needing to edit current workflows and materials outstanding - $3000 Final Payment - Payment Link
   2. Create Acceptance Marketing Email
   3. Create 4 Week Reminder Marketing Email

2. Update HubSpot Properties to add new session:

   1. Contact Property
   2. Deal Property
   3. Confirm that new dates are showing up on application (note you shouldn't have to do this unless something has been edited or hidden separately - completing the above will automatically update the form)
      1. This also provides steps on how to remove past sessions from the list when needed.
3. Update Workflows/Automations to include new session/emails
4. Update Dashboard to add/remove session-specific reports