Advanced IT & System Access Request Form

 


Advanced IT & System Access Request Form


Advanced IT & System Access Request Form

A structured IT and system access request form for HR, reporting managers and IT teams to ensure that new employees receive the required systems, applications, accounts, devices and access permissions on time.

IT & SYSTEM ACCESS REQUEST FORM

Employee Details

  • Employee Name:
  • Employee ID:
  • Designation:
  • Department:
  • Reporting Manager:
  • Date of Joining:
  • Work Location:
  • Work Mode: Office / Remote / Hybrid
  • Employment Type:
  • HR Coordinator:
  • IT Coordinator:

1. Access Request Overview

  • Request Type: New Access / Modification / Temporary Access / Other
  • Access Required From:
  • Target Completion Date:
  • Priority: Normal / High / Critical
  • Business Justification:
  • Requested By:
  • Request Date:

2. Official Email & User Account Setup

Required Accounts

☐ Official Email Account
☐ Employee / User ID
☐ HRMS / HRIS Account
☐ Attendance System
☐ Payroll / Employee Self-Service Portal
☐ Communication Platform
☐ Company Intranet
☐ Other:

Account Details

  • Official Email ID:
  • Employee / User ID:
  • Account Creation Date:
  • Account Owner:
  • Status: Requested / Created / Activated / Pending
  • Remarks:

3. Business Applications & System Access

Use this section for multiple applications and systems.

No. Application / System Access Required Role / Permission Requested Date Approved By IT Status Remarks
1
2
3
4
5
6
7
8

Common Access Categories

☐ HRMS / HRIS
☐ Payroll System
☐ Attendance System
☐ Recruitment / ATS
☐ CRM
☐ ERP
☐ Finance / Accounting System
☐ Project Management Tool
☐ Document Management System
☐ Reporting / Analytics Platform
☐ Communication Tools
☐ Department-Specific Applications
☐ Other:

4. Role-Based Access Requirements

Access should be provided according to the employee's job responsibilities and approved role.

  • Job Role:
  • Department:
  • Required Access Level: View / Edit / Create / Approve / Admin / Other
  • Specific Permissions Required:
  • Business Reason:
  • Data / Module Access Required:
  • Access Restrictions:
  • Approval Required From:
  • Approval Status:

5. Hardware & Device Requirements

Device Requirement

☐ Laptop
☐ Desktop
☐ Monitor
☐ Keyboard / Mouse
☐ Headset
☐ Mobile Device
☐ Other:

Device Details

  • Device Type:
  • Asset ID:
  • Serial Number:
  • Configuration:
  • Operating System:
  • Device Assigned Date:
  • Asset Issued By:
  • Employee Acknowledgement:

6. Network & Remote Access

☐ Office Network Access
☐ Wi-Fi Access
☐ VPN Access
☐ Remote Desktop
☐ Shared Drive Access
☐ Cloud Storage Access
☐ Other:

  • Network / VPN Profile:
  • Access Start Date:
  • Access End Date, if applicable:
  • Approved By:
  • IT Status:
  • Remarks:

7. Security & Authentication Requirements

☐ Password Created / Reset
☐ Multi-Factor Authentication (MFA) Enabled
☐ Security Verification Completed
☐ Device Security Configured
☐ Antivirus / Endpoint Protection Enabled
☐ Data Security Training Completed
☐ Acceptable Use Policy Acknowledged
☐ Information Security Policy Acknowledged
☐ Other:

Security Confirmation

  • Security Training Date:
  • MFA Status:
  • Security Requirements Completed:
  • Employee Confirmation:
  • IT / Security Remarks:

8. Shared Folders, Drives & Documents

No. Folder / Drive / Resource Access Level Business Purpose Approved By Status Remarks
1
2
3
4

9. Communication & Collaboration Tools

Tool / Platform Account Required Access / Role Status Remarks
Email
Microsoft Teams / Communication Tool
Slack / Collaboration Tool
Video Conferencing
Project Management Tool
Other

10. Access Approval Matrix

Access / System Requested By Manager Approval HR Confirmation IT Approval Final Status

11. IT Action Tracker

Use this tracker to monitor all pending IT onboarding activities.

No. Action Item Owner Request Date Target Date Completion Date Status Remarks
1 Email / User Account
2 Laptop / Device
3 HRMS Access
4 Application Access
5 Network / VPN
6 Shared Drive Access
7 Security Setup
8 Other

Status Options

Planned / Requested / Approved / In Progress / Completed / Pending / Rejected / Not Applicable

12. Access Verification

Before closing the request, verify that the employee can successfully use all required systems.

☐ Email login tested
☐ HRMS login tested
☐ Attendance system tested
☐ Required applications tested
☐ Network / VPN tested
☐ Shared folders tested
☐ Communication tools tested
☐ Device functioning confirmed
☐ MFA / security verification completed
☐ Employee confirmed access

Verification Details

  • Verification Date:
  • Verified By:
  • Employee Confirmation:
  • Pending Issues:
  • Resolution Required By:
  • Final Verification Status:

13. Pending Access / Exception Tracker

No. Pending Access / Issue Reason Owner Target Resolution Date Status Remarks
1
2
3

14. Access Review & Control

HR / IT should verify that the employee has received only the access required for the assigned role.

  • Role-Based Access Verified: Yes / No
  • Excess Access Identified: Yes / No
  • Unnecessary Access Removed: Yes / No / N/A
  • Temporary Access Expiry Date:
  • Access Review Date:
  • Reviewed By:
  • Review Remarks:

15. Employee Acknowledgement

I confirm that the required IT equipment, accounts and system access assigned to me have been received or made available as recorded above. I understand that company systems, devices, accounts and information must be used in accordance with applicable company policies and security requirements.

  • Employee Name:
  • Employee ID:
  • Signature / Confirmation:
  • Date:

16. HR & IT Sign-Off

HR Confirmation

  • HR Name:
  • Signature / Confirmation:
  • Date:
  • Remarks:

Reporting Manager Confirmation

  • Manager Name:
  • Signature / Confirmation:
  • Date:
  • Remarks:

IT Confirmation

  • IT Representative:
  • Signature / Confirmation:
  • Date:
  • Remarks:

How to Use This IT & System Access Request Form

  1. HR or the reporting manager should initiate the request before or around the employee's joining date.
  2. Identify the systems, applications, devices and permissions required for the employee's role.
  3. Obtain the required manager, HR, security or system-owner approvals.
  4. IT should complete each access item and update the action tracker.
  5. Verify that the employee can successfully access the required systems.
  6. Record pending items and assign an owner with a target completion date.
  7. Complete the final HR and IT sign-off after access verification.

HR Customization Checklist

☐ Add company-specific systems
☐ Add department-specific applications
☐ Define approval levels
☐ Add IT support contact details
☐ Add information security requirements
☐ Add device allocation process
☐ Add VPN / remote-work requirements
☐ Define access review frequency
☐ Add company-specific acknowledgement wording
☐ Add escalation process for delayed access

Important Note

System access should be provided according to the employee's job responsibilities and applicable company policies. Sensitive or privileged access should be subject to appropriate approval, security controls and periodic review.

Related HR Guides

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