Form · Request
New user request form template
Everything IT needs to set someone up before their first morning: start date, role, systems and equipment. Contractors and temporary staff are asked for an end date so access doesn't outlive the contract, and any request for admin rights has to say why and whether a manager has approved it.
Try it live
Try it as a respondent
Every question, and where it leads
The conversation
What a respondent is asked, in order.
Setting up access for someone new? This takes about three minutes.
First, who is making the request?
What is the new user's full name?
What is their job title?
Which department will they be in?
When is their first day?
What kind of role is it?
When should their access end?
Which systems will they need?
What level of access do they need?
Which systems need admin access, and why does the role need it?
Has their manager approved the admin access?
Is there a colleague whose access they should match?
What equipment will they need?
Anything else IT should know?
Ends with
Request logged
The flow
Where each answer leads. Every route here is editable once the form is yours.
Contact info
Short text
Short text
Dropdown
Date
Single select
Date
Multi select
Single select
Long text
Yes / No
Short text
Multi select
Long text
What this template uses
- Contact info
- Short text
- Dropdown
- Date
- Single select
- Multi select
- Long text
- Yes / No
- 6 branches
Questions to consider
- Which systems does everyone get by default, and which need a specific request?
- Who can approve admin access, and does the form need to name them?
- How much notice does IT need before a start date?
- Should HR or the hiring manager be the one filling this in?
How to use the responses
Sort requests by start date so the earliest starters are set up first, and aim to finish a few days before day one. Hold any admin request where the manager hasn't approved yet and follow up with the requester. Keep the end dates for contractors and temporary staff in a calendar, since the most common access mistake is an account nobody switched off.
How to customize and share it
- 1Replace the system list with the tools your company actually runs, grouped the way IT provisions them.
- 2Edit the department list to match your organisation chart.
- 3Share the link with HR and hiring managers, and add it to your hiring checklist so it goes out when an offer is signed.
Frequently asked questions
What should a new user request form include?
The new person's name, role, department and start date, the systems and access level they need, and their equipment. For contractors, add an end date so access can be removed on time.
Who should fill in a new user access request?
Usually the hiring manager or HR, since the new person has no accounts yet. The form asks for the requester's details separately from the new user's.
How do I handle admin access requests?
Ask for a reason and a manager's approval before granting it. This form only asks those questions when admin access is selected, so standard requests stay short.
Can I use this for access changes, not just new starters?
Yes. Copy it with Use this template and change the greeting and first questions; the systems and access questions work the same for someone changing roles.