ACCESS The Anthem IMS
Anthem Intern Management System
Complete Workflow Guide
1. ADDING PROSPECTIVE INTERN (Before 1st Interview Scheduled)
Who: Any team member who completes a 1st interview
When: Immediately after scheduling 2nd interview
Step-by-step:
  1. Open Airtable → Prospect Interns table
  1. Click "Fill out Intern Application" form (or "New Record")
  1. Fill these required fields from interview notes:
  • First Name, Last Name, Email
  • Position Applied For, Department
  • Phone Number, School/Year, Resume Link
  • Proposed Start Date, Hours Available
  1. Set Status = "Interview Scheduled"
  1. Save → Record auto-creates in Prospects table
What happens automatically: Nothing yet. This just stages them.
Send your first email before having first interview be sure to send a Google Meet and the Anthem Intern Onboarding form: This automatically registers in the Intern (Master) Sheet
Ensure fields populate Here/ This does not activate any automations and you are free to remove information on the prospect Intern Sheet:
2. AFTER 2ND INTERVIEW (Send Offer Form)
Who: HR Strategist or hiring manager
When: After 2nd interview = "GO"
Step-by-step:
  1. Find prospect in Prospect Interns → Status = "Interview Scheduled"
  1. Change Status → "Offer Sent" in the Sheet
  1. Click "Offer Sent" in Airtable
  1. This triggers Relay automation #1
  1. Intern receives email with their Offer Letter and MOU as well as an easy way to send the Discord Link To the prospect.
What HR communicates to intern:
"Congrats on passing interviews! Please complete this short form to accept your offer and move to onboarding."
Relay automation handles: Form → Offer Letter → MOU deployment → Intro Training Videos
3. MOVING TO MASTER INTERN DATABASE (When Offer Accepted)
Who: HR Strategist
When: intern completes offer form and replies, "I accept."
NOTES: The Email The prospect reply must contain "accept" for all automation to work.
A lot of data is already prefilled by you, and a lot by the intern as well. Your goal is to ensure data continuity.
Step-by-step:
  1. Prospect record auto-moves to Interns (Master) table
  1. Open their Interns (Master) record
  1. Fill these 5 critical fields (5 minutes max):
  • Department (dropdown)
  • Position (exact title)
  • Start Date, End Date (calculate term length)
  • FRESH Discord Invite Link ← YOU generate new link each time
  • Set Status = "Active"
  1. Offer Letter Link ← Paste PandaDoc/Google Doc link
  1. Save → Full onboarding automation launches

    YOU Mus
4. AUTOMATION TIMING (What happens next - hands off)
Once Status = "Active", Relay runs this sequence (no manual work):
01
Step 0 (instant)
Welcome Email + Training Hub link
02
Step 1
Offer Letter Email (tracks "Offer Confirmed?" checkbox)
03
Step 2
Training Videos & Materials
04
Step 3
MOU Email (PandaDoc link, tracks "MOU Signed?" checkbox)
05
Step 4
Discord Invite (uses YOUR fresh link from step 3)
06
Step 5
Team Meeting Invite (R Team fills this)
Buffers built-in:
  • 48hr reminder if no Offer confirmation
  • 72hr reminder if MOU not signed
  • 24hr Discord nudge if not joined
HR responsibility: Check "Onboarding Health" dashboard daily for red flags only.
5. R TEAM RESPONSIBILITIES (End of sequence)
Who: Operations/R Team
When: After intern completes MOU + Discord
Your 3 tasks:
Schedule Team Meeting
  • Check intern's Time Zone + availability
  • Fill Team Meeting Link + Team Meeting Date/Time fields
  • Relay auto-sends meeting details
Verify Discord Join
  • Check Discord server → confirm intern posted in #introductions
  • Go to Airtable → check Discord Joined? box
Monitor Hours
  • Watch Term Tracker dashboard
  • Alert HR if any intern >20hrs/week (Clockify data)
6. DASHBOARDS—How They Work
Open Airtable → "Intern Management Dashboard" Interface
MAIN DASHBOARD
(30 seconds scan):
  • Red metrics = action needed NOW
  • "Ends This Week" = extend or offboard
  • "MOU Not Signed" = follow up personally
INTERN INDEX
(full list):
  • Filter by Department
  • Click any name → edit record instantly
  • Red "Days Left" = urgent
TERM TRACKER
(Kanban):
  • Drag interns between "Active" → "Ending Soon"
  • Auto-notifications trigger at 30/14/7 days left
CONTACT LIST
(team sharing):
  • Click any email → sends from your client
  • Printable for emergencies
DEPARTMENT VIEWS
  • Your team only sees YOUR interns
  • Hours vs 20hr cap visible
7. HR DAILY CHECKLIST (5 minutes)
Scan Main Dashboard metrics (red = action)
Check Prospect Interns for new applicants
Verify R Team filled meeting links
Review "Interview Scheduled" → send 2nd interview forms
Check Term Tracker for anyone ending soon

That's it. The system handles 95% of the work once Status = "Active".