What is the new hire's social security number, date of birth or bank details?
IT setup does not need these details. Payroll and identity data belong in the systems built to hold them, not in an account request.
IT onboarding checklist template: set up a new hire before day one
An IT onboarding checklist records what a new hire needs on the first day: accounts, a device, the applications for their role and any remote access. The manager sends it early enough for IT to finish, and it names one person who can help that morning. Keep passwords, personal accounts and sensitive personal data out of it, because the setup does not need them.
What people search
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Questions to leave out
Requests that should never reach an IT setup form
Which password should the new hire use?
A password chosen by a manager is known to the manager. Let the new hire set their own at first sign-in, through your normal steps.
Can we reuse the previous employee's accounts for the new hire?
Reusing an account hides who did what and carries old access forward. Create a new account, and let the role's access list set what it can do.
Which personal email or social accounts should we link to the work accounts?
Personal accounts do not belong in company access. Ask for a work email address only.
Field blueprint
Role, device and access for the first day
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Manager name | Short text | Required | Names the person who asked for the setup and can answer questions about the role. |
Manager work email | Required | Lets IT confirm the request with the person who owns it. | |
New hire full name | Short text | Required | Matches the accounts to the person they belong to. |
Start date | Date | Required | Sets the deadline for setup. A late request can leave the first day without a working device or account. |
Job title and teamFor example: support specialist, customer care | Short text | Required | Maps the role to the standard access list your IT team keeps for that team. |
Device neededStandard laptopLaptop with a special requirementExisting device reassignedNo device needed | Single choice | Required | Shows whether IT builds a new device, reuses one, or waits for a separate hardware request. |
AccessoriesMonitorKeyboard and mouseHeadsetDocking stationPhone | Multiple choice | Optional | Lists the accessories to ship with the device, so they arrive in one delivery. |
Business applications the role usesEmail and calendarChatShared driveFinance toolCustomer relationship toolProject tracker | Multiple choice | Optional | Lists the common applications for the role, so IT can assign the right seats. |
Other systems or accessName the system and the level. Do not paste passwords. | Long text | Optional | Captures access that is not on the list, described by system and the level needed. |
Remote work neededNoYes, office network onlyYes, remote access | Single choice | Required | Remote access needs its own approval. Choose the remote option so the reviewer sees it in the grid. |
Named IT contact for the first day | Short text | Optional | Gives the new hire one person to ask on day one. |
Sign-offOnly the manager should complete this part. | Section header | Separates the request details from the manager's confirmation. | |
Manager confirmationI confirm this request is complete and approved | Multiple choice | Required | Records that the manager asked for the setup, not the new hire. |
Words for the respondent
Wording that tells managers when to send it
Introduction
Send this as early as your IT lead time allows, with the start date and the role. IT uses it to prepare the accounts and the device, so the first day is not spent waiting.
Confirmation
Thanks. The setup request for your new hire is recorded. If the start date is close, ask IT directly which items can be ready in time.
Job title and team
Use the title IT already uses for access lists. If you are not sure, name the team.
Business applications the role uses
Tick only what the role needs. Extra seats take time to review.
Remote work needed
Choose the remote option if the person will work from home or on the road, even for part of the week.
Try it
Walk through the form as a manager would
A filled example
A completed request for a support specialist, as a fictional example
Example only, not a real submission
- Start date
- Monday, October 26
- Job title and team
- Support specialist, customer care
- Device needed
- Standard laptop
- Accessories
- Headset and monitor
- Business applications
- Email and calendar, chat, shared drive, customer relationship tool
- Remote work needed
- Yes, remote access, for two days a week
- Named IT contact for the first day
- The IT coordinator, reachable by chat that morning
After a response arrives
How the form is used after it is sent
Read the grid for the coming week's start dates first
Start with the requests whose start dates fall in the next week, and confirm each one with IT the same day.
Compare the role with the standard list
Check the applications the manager ticked against the role's standard list. Anything beyond the standard goes to the owner of that system for approval.
Send separate needs to their own form
If the new hire needs a special device or a role outside the list, send the manager the link to the hardware or software form instead of adding those answers here.
Do not rely on the creator's alert for a close start date
The form's creator is notified after the scheduled job processes a submission, which runs hourly in production. For a start date that is close, check the grid directly.
Export the list for the offboarding record
Export CSV from the grid when a leaver's accounts and devices need to be returned, so the list of what was issued sits in one file.
Frequently asked questions
Is there an IT onboarding checklist template I can use?
Yes. The fields on this page are a template you can copy. Replace the example applications and accessories with the ones your company actually issues, and keep the start date and the manager confirmation, because setup depends on both.
What belongs on an IT checklist for a new hire?
Start with the start date, the role, the device, the business applications, any remote access need and a named contact for the first day.
How is an IT new hire checklist different from the HR onboarding checklist?
The HR checklist tracks paperwork and people steps. The IT checklist covers the accounts, devices and access the first day needs. Keep both on the same start date, so that when the date changes you update both.
Who should send the IT setup request?
The hiring manager, or whoever manages the role, should send it. The new hire should not have to request their own access or administrator rights.
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