New user request form template
Set up new users with the access their role actually needs, not a copy of whoever sits next to them. Collect the role, systems, permission level, and start date in one request.
"Same access as Tom" is the fastest way to set up a new user and the easiest way to over-provision one. Copying an existing account gives a new hire everything Tom has collected over the years, including permissions granted for a project that ended long ago. Typeform's new user request form asks which systems and what level of access a role needs, so IT provisions from the job rather than from someone else's account.
Requesters give the new user's details, their role and department, their start date, and the systems they'll work in. A request for a contractor asks for an end date and a sponsoring manager, while an employee request asks for their department and reporting line. Every request captures who authorized the access before it reaches IT.
IT opens one request and knows which accounts to create, at what access level, and by when. Accounts are ready before the new user's first morning, and nobody inherits permissions they were never meant to have.
A new user request form is an online form teams use to request accounts and system access for a new employee, contractor, or client. It collects the person's details, role, start date, the systems they need, the level of access, and who approved it. IT teams use this new user request form to provision the right access on time instead of copying an existing user's permissions.
Without a new user request form, new user requests arrive naming the person and little else, so IT either guesses at the access or clones an existing account. Working on assumptions risks leaving the new hire locked out of something on day one. Cloning gives them permissions nobody reviewed, which surfaces later in an access audit. A new user request form asks for the details, such as which systems and what level of access the role needs, so IT provisions deliberately.
Capture what IT needs to provision:
- New user's name and role
- Department and reporting line
- Start date
- Systems and access level needed
- Who authorized the request
Submit the new user request as soon as the start date is confirmed, not the week someone begins. Accounts across several systems take time to create and approve, and a request that lands the day before means a new hire spends their first morning locked out of the tools they were hired to use. Building it into your offer or onboarding checklist means nobody has to remember off the top of their heads.
Yes. Make the approver a required field, so every access grant has a name attached to it. Send each submission to that approver and your IT team together, so when someone later asks why a user has access to a system, the answer sits on the original request.
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