About this template
The IT Employee Onboarding Form is an essential tool for IT departments and HR teams to standardize the provisioning process for new hires. This template captures all necessary technical requirements, from hardware specifications like laptops and monitors to specific software licenses, VPN access, and file share permissions. By centralizing these requests, IT teams can eliminate manual email chains, reduce configuration errors, and ensure that every new employee has the tools they need on their first day.
Using Doc2Form, you can quickly deploy this template to collect structured data that integrates directly with your existing workflows. The form is designed to be filled out by hiring managers or HR representatives, ensuring that IT receives clear, actionable requirements before the employee's start date. This proactive approach helps maintain security standards, tracks asset assignments for inventory management, and provides a professional, organized experience for the entire organization.
Key features
- Standardize hardware requests for laptops, monitors, and peripherals.
- Define specific software and application access requirements.
- Capture shipping details for remote or hybrid employees.
- Track asset assignments for better inventory management.
- Streamline communication between HR and IT departments.
Use cases
- Provisioning hardware for new remote employees.
- Managing software license requests and department-specific tool access.
- Setting up VPN and network drive permissions for new hires.
- Tracking IT asset distribution for audit and compliance purposes.
What this form collects
- New Hire Full Name (Short answer)Enter the legal full name of the new employee.
- Start Date (Date)When does the employee officially begin?
- Department & Job Title (Short answer)Specify the department and the new hire's role.
- Hardware Requirements (Checkboxes)Select all equipment needed for the new hire.
- Shipping Address (Paragraph)If the employee is remote, provide the full shipping address for equipment.
- Software & Access Needs (Paragraph)List any specific software licenses, VPN access, or shared drive permissions required.
- VPN Access Required? (Multiple choice)Does this role require remote network access?
- Additional Notes (Paragraph)Provide any extra context or special accommodations needed.
FAQ
Can I customize the hardware list in this form?
Yes. Once you convert this template to a Google Form, you can easily add, remove, or edit the hardware options to match your company's standard equipment list.
Is this form suitable for remote employees?
Absolutely. The form includes specific fields for shipping addresses and work-from-home equipment plans, making it ideal for distributed teams.
How do I ensure the IT team gets notified of new submissions?
Google Forms has a built-in notification feature. You can enable email notifications in the 'Responses' tab so your IT team receives an alert every time a new onboarding request is submitted.
Can I use this form for internal security audits?
Yes, the data collected provides a clear paper trail of who requested what access and when, which is helpful for internal security and asset tracking audits.
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.