About this template
The ICT New User Google Form Template streamlines the technical onboarding process for new employees by capturing essential hardware, software, and access requirements before their start date. Designed for IT departments, system administrators, and HR professionals, this form ensures that new team members have their workstations, email accounts, and security permissions fully configured on day one.
Instead of chasing down department heads and managers for equipment specs or budget codes via scattered emails, this standardized form collects all necessary provisioning data in one place. It covers everything from existing asset assignments and device specifications (such as laptops, phones, and peripherals) to security group setup and cost center codes (OPEX/CAPEX). By utilizing Doc2Form to instantly generate and manage this intake workflow, organizations eliminate setup delays and guarantee a smooth, professional start for every incoming employee.
Key features
- Collect complete hardware and device preferences in a single submission.
- Streamline software license and email distribution list requests.
- Capture manager approvals and budget codes (OPEX/CAPEX) seamlessly.
- Standardize security setup details for different departments.
- Eliminate manual email chains between HR, IT, and Finance.
Use cases
Onboarding new software engineers and developers with specific machin…
Onboarding new software engineers and developers with specific machine requirements.
Provisioning remote employees with home office gear and secure VPN ac…
Provisioning remote employees with home office gear and secure VPN access.
Managing internal hardware upgrades and workplace asset replacements.
Collecting department-specific software and shared drive permissions …
Collecting department-specific software and shared drive permissions for new hires.
What this form collects
- Employee Full Name (Short answer)Enter the first and last name of the new hire.
- Employment Status (Dropdown)Select the employment classification for the new starter.
- Start Date (Date)The employee's official first day on the job.
- People Manager Name (Short answer)Enter the full name of the direct manager or supervisor.
- Requester Same as Manager? (Multiple choice)Are you submitting this request on behalf of the manager, or are you the manager?
- Requester Name (Short answer)If you are not the manager, please enter your name and department.
- Department for Security Setup (Dropdown)Select the primary department to determine baseline file shares and security groups.
- Department Cost Code (Short answer)Provide the internal cost center code for billing purposes.
- Budget Classification (Multiple choice)Select whether this purchase falls under OPEX or CAPEX.
- Workplace OPEX or CAPEX Code (Short answer)Enter the specific alphanumeric code associated with the budget classification.
- Device & Hardware Requirements (Checkboxes)Select all primary equipment needed for this user's workstation.
- Workplace Replacement Status (Multiple choice)Is this hardware replacing an existing user's equipment or being issued fresh?
- Inactive Workplace User Name (Short answer)If replacing an inactive user, enter their former name and PC Asset ID if known.
- Existing PC Asset ID or Phone Details (Paragraph)List any existing asset tags, phone DDI, or extension numbers if transferring equipment.
- Software Accounts Required (Checkboxes)Select standard and specialized platforms needed for day-one access.
- Email Distribution Lists (Short answer)List any specific team or project distribution lists the user should be added to.
- Additional ICT Requirements (Paragraph)Detail any special software licenses, VPN access, building security badges, or unique technical needs.
FAQ
Who should fill out this ICT new user form?
Typically, the hiring manager or HR professional completes this form when a new employee's offer is accepted, specifying the technical tools and accounts the new starter will need.
Can I customize the hardware options to match our company's standard issue devices?
Yes! When you convert or import this template with Doc2Form, you can easily edit, add, or remove dropdown choices and checkboxes to reflect your exact inventory of laptops, monitors, and software licenses.
How does this help coordinate between HR, IT, and Finance?
By centralizing all requests into a structured Google Form response sheet, IT can immediately see hardware requirements while Finance can track CAPEX or OPEX billing codes without extra back-and-forth.
How do I share this form with hiring managers?
You can instantly share the Google Form link via email, Slack, or embed it into your internal HR portal as soon as a new hire is confirmed.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.