About this template
The New User Access Request form is an essential tool for IT departments, HR teams, and managers to standardize the provisioning process for new hires. Rather than relying on scattered emails or verbal requests, this template provides a structured way to capture exactly what systems, software, and permissions a new employee requires from day one. By centralizing these requests, IT teams can reduce security risks, ensure proper access levels, and maintain an audit trail of who approved what access.
This template is designed to be user-friendly for the requester while capturing the technical details necessary for administrators to act quickly. It covers critical areas such as account type, domain requirements, administrative rights, and project-specific access. Using Doc2Form, you can instantly deploy this template to your Google Drive, allowing you to track requests in real-time via Google Sheets and automate your onboarding workflow without manual data entry.
Key features
- Standardize access requests to prevent security gaps.
- Capture specific software and domain requirements in one go.
- Easily track approval status using connected Google Sheets.
- Reduce onboarding bottlenecks for new team members.
- Clear sections for administrative vs. standard user rights.
Use cases
- New employee onboarding and workstation setup.
- Granting temporary access to specific project databases.
- Requesting elevated administrative privileges for developers.
- Onboarding contractors with limited system access.
What this form collects
- Full Name of New User (Short answer)Enter the first and last name of the employee or contractor.
- Department and Job Title (Short answer)Specify the team and role to help determine access requirements.
- Account Request Type (Multiple choice)Select the primary nature of this request.
- Required Systems/Software (Checkboxes)Select all platforms the user needs access to.
- Administrative Rights Required? (Multiple choice)Does this user require elevated domain administrator rights?
- Project Access Justification (Paragraph)Briefly explain why this access is required for their role.
- Access Start Date (Date)When should this access be provisioned?
FAQ
Why use a standardized form for new user requests?
Standardization ensures that IT teams receive all necessary information—such as permissions and software needs—upfront, preventing back-and-forth emails and delays in onboarding.
Can I customize the access levels in this form?
Yes. Once you import this template into your Google Forms, you can easily add, remove, or edit the checkboxes and dropdowns to match your company's specific software stack.
Who should be responsible for filling out this form?
Typically, the hiring manager or the HR representative initiates the request, as they are best positioned to know the specific role requirements for the new hire.
How do I track these requests once submitted?
Google Forms automatically links to a Google Sheet. You can set up notifications in the 'Responses' tab to receive an email every time a new request is submitted.
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.