IT Access Setup

Process template

13 steps 7 automations

Process steps

1

New User Details

1 days from previous step
task
Form fields in this step
First name *
Last name *
Work email *
Department? *
What do we need to provision? *
2

Manager Approval

1 days from previous step
task
Please approve provisioning of the following for {{first-name-7918038}} {{last-name-7918041}} (Employee number: {{employee-number-7918027}}): {{what-do-we-need-to-provision-7918039}} Email: {{work-email-7918040}} They will be working in {{department-7918042}}
Form fields in this step
Approved *
3

Setup Laptop

1 days from previous step
task
Please set up phone for {{first-name-7918038}} {{last-name-7918041}}, {{work-email-7918040}}. Please watch and follow these instructions:
4

Setup iPhone

1 days from previous step
task
Please follow these instructions: iPhone setup
Form fields in this step
Insalled
5

Setup Desk phone

1 days from previous step
task
6

Setup Saleforce

1 days from previous step
task
7

Setup Webex

1 days from previous step
task
8

Setup Docusign

1 days from previous step
task
9

Verify authorization

1 day from previous step
task
Confirm the access request is legitimate before doing anything. Who approved it? Is the person supposed to have this access based on their role? Check against your access control matrix. Unauthorized access creates security and compliance risks. When in doubt, verify with the requester manager.
10

Create user accounts

1 day from previous step
task
Set up accounts in Active Directory, email, and any other core systems. Use naming conventions consistently. Generate a secure temporary password they will need to change on first login. Enable MFA from the start - do not let users exist without it even temporarily.
11

Assign group memberships

1 day from previous step
task
Add the user to appropriate security groups based on their role and department. Groups control what they can access - file shares, applications, network resources. Use role-based access whenever possible instead of one-off permissions. Document any exceptions that deviate from standard role access.
12

Configure application access

1 day from previous step
task
Set up access to specific applications they need - CRM, ERP, project tools, whatever their job requires. Each application may have its own user provisioning process. Coordinate with application owners if needed. Test that access works before telling the user it is ready.
13

Communicate credentials and verify

1 day from previous step
task
Send login information through secure channels - not plain email for passwords. Walk them through first login if needed. Verify they can access everything they should and nothing they should not. Document the access granted for audit purposes. Set a reminder for access review if this is temporary access.

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