How to Submit a Complete New Hire IT Request

A complete new-hire request helps IT deliver a secure, usable setup before the employee’s first day. Submit the request through the approved service desk as soon as the start date is confirmed. Do not send passwords, Social Security numbers, banking details, or other unnecessary sensitive information in the ticket.

Information the requester must provide

Include:

• Employee’s legal or HR-system name and preferred display name
• Job title, department, manager, work location, and time zone
• Confirmed start date and the time access should become active
• Employment type: employee, contractor, intern, or temporary worker
• End date for temporary personnel, if known
• A comparable employee whose standard access can be reviewed, never simply cloned without validation
• Required email address or naming convention
• Applications, shared mailboxes, distribution groups, Teams or Slack spaces, shared drives, printers, VPN, and line-of-business systems
• Data or sites the employee must access, with the business owner’s approval
• Hardware needs, shipping address or office desk, required accessories, and accessibility needs
• Phone, extension, or mobile-device requirements
• Cost center and approver where licenses or equipment incur charges

Separate day-one essentials from access that can wait. Label any privileged, financial, HR, health, customer-data, production, or administrator access clearly so the correct owner can approve it.

What IT will normally do

IT validates approvals, creates an individual account, assigns the correct license, places the user in the appropriate organizational unit or groups, configures the managed device, and applies security controls. Microsoft requires a user account before a person can access Microsoft 365 for business and advises administrators to use the least-privileged role rather than Global Administrator for routine work. Microsoft Learn

Google similarly recommends a separate account for each user rather than shared credentials. Its administrator guidance notes that a newly created user can take up to 24 hours to gain access to all Google services. Google Workspace Admin Help These lead times are one reason same-day requests may not be fully ready by the employee’s first meeting.

For managed Apple devices, IT may assign the device through Apple Business Manager and mobile device management. The employee should not use a personal Apple Account to enroll or activate a company-owned Mac, iPhone, or iPad unless company policy specifically permits it. Follow the setup instructions shown by the organization’s enrollment process.

First-day responsibilities

The hiring manager should confirm that the employee can sign in, enroll in multifactor authentication, access the approved systems, and contact the service desk. Initial credentials must be delivered through an approved secure channel, not placed in an open ticket, group email, or chat room. The employee should change any temporary password immediately and must never share an account or MFA approval.

Test access against the job’s actual needs. Being able to sign in does not prove that the user can open the required shared folder, join the correct team, print, use VPN, or access a licensed business application. Report missing access with the exact system, URL, error message, and business task being blocked.

Managers remain responsible for confirming that access is appropriate. “Same as another employee” is a starting point, not authorization for every permission that person has accumulated. IT may remove excessive access or request approval from the application or data owner.

Lead times, limits, and escalation

Submit standard requests at least five business days before the start date, or follow your organization’s published lead time. Hardware purchasing, international shipping, custom applications, privileged access, and accessibility equipment may require longer. IT cannot guarantee delivery when HR approval, licensing, inventory, shipping information, or a data-owner decision is missing.

Escalate when a start date changes, the employee will handle regulated data, administrator access is required, the person is a contractor from another company, or equipment has not arrived by the agreed checkpoint. Do not create a shared workaround account or lend another employee’s credentials. If the worker does not start, notify IT immediately so staged accounts, licenses, badges, and devices can be disabled or reclaimed.