New Hire IT Setup Form Template

What is the new hire IT setup form template?

A new hire's first day goes smoothly or badly depending almost entirely on whether IT knew what to prepare in advance. This template gives hiring managers a single form to describe exactly what a new starter needs — accounts, access level, hardware, software — early enough that it's all ready before they walk in the door or log on remotely.

Chasing this over email or Slack usually means half the details arrive in one message, half in a follow-up, and something important (like where to ship a laptop for a remote hire) gets missed entirely. A structured online form asks for everything up front, and shows extra questions only when they're relevant — an access end date only appears for fixed-term or contract hires, for example.

Every submitted request becomes a PDF saved straight into the vault, so there's a dated record of exactly what was requested for each new starter, useful for onboarding audits as much as for IT's own to-do list.

Who uses a new hire IT setup form?

• An HR or hiring manager kicking off IT provisioning as soon as an offer is accepted
• A remote-first company that needs to ship a laptop and peripherals before someone's first day
• An IT team standardising what information they need for every new starter, regardless of department
• A company managing mixed employment types — permanent staff, contractors and interns — with different access end dates
• A growing business replacing ad-hoc "can someone set up a laptop for Monday" messages with a proper request record
• An operations lead who wants a paper trail showing exactly what access was requested and why

Questions on this new hire IT setup form

25 questions over 4 pages · includes conditional questions, multiple pages.

The new hire IT setup form, page by page

1 The new starter

This page captures who's joining and when: New starter's name, Job title, Department, Start date and Employment type. If the employment type isn't permanent, an Access end date field appears so accounts can be set to expire automatically at the right time.

It also asks Work location — office, hybrid or remote — and if remote, a Where should equipment be delivered? address appears so hardware can be shipped in time. A Preferred work email address and the new starter's Personal email (used only for first-day login instructions) round out the page.

2 Accounts & access

A checklist of Accounts to create covers the basics — email and calendar, team chat, single sign-on, VPN, HR self-service, CRM, finance systems, code repositories and helpdesk — with an "other" option for anything specific to your organisation. A free-text field also captures Mailing lists, shared drives and groups the new starter should be added to.

The Access level question (standard, elevated or admin) is deliberately visible: choosing anything other than standard triggers a required Why is elevated access needed? field, so requests for higher access always come with a justification IT can review before approving. An optional Copy access from an existing colleague field speeds up setup for like-for-like roles.

3 Hardware & software

A Hardware checklist covers laptops, desktops, monitors, docking stations, headsets, mobile phones and building access badges. Selecting "laptop" reveals a Laptop type question (standard, high spec, or Mac) so IT doesn't have to guess. A separate Software checklist covers office suites, PDF editors, design tools, developer tools, analytics tools, video conferencing and password managers, with a free-text field for anything else and licences needed.

A simple yes/no for whether the new starter needs a desk phone or extension finishes the page.

4 Requested by

The final page identifies who's making the request — Your name, Your email, Your phone and an optional Cost centre — plus an open Anything else IT should know? field for context that doesn't fit anywhere else, such as unusual working hours or a second manager who should also be copied in.

Make the template yours

• Add your organisation's actual software list to the checkboxes instead of the generic categories in the template
• Add a required approval question for elevated or admin access if your policy needs manager or security sign-off before IT proceeds
• Set the notification emails to go straight to your IT team's shared inbox rather than a single person
• Turn off the emailed copy to the requester if you don't want a duplicate record outside the vault
• File requests under a department or year folder so historical onboarding requests are easy to find later
• Add a field for the new starter's manager's name if you review requests separately from who submits them

Tips for a better new hire IT setup form

• Ask hiring managers to submit this as soon as a start date is confirmed, not the week before — hardware and account provisioning both take time
• Always require a reason for elevated or admin access, even for roles where it seems obvious — it makes access reviews far easier later
• Double-check the shipping address for remote hires; a wrong address is one of the most common causes of a missed first day
• Set access end dates for every contractor and fixed-term hire at the point of request, not as an afterthought when they leave
• Keep the accounts checklist up to date as your toolset changes, so IT isn't guessing what "other" software means

New hire IT setup form: frequently asked questions

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Templates are a starting point. Check that the questions and any wording about consent, privacy or terms suit your situation and the rules where you are. Page last reviewed 2026-09-26.