Employee New Hire: Onboarding Request

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onboarding new hire employee provisioning Microsoft 365 distribution lists shared mailbox
In This Article

To ensure new employees have everything they need on day one — accounts, equipment, email access, and any required applications — we ask that an onboarding request be submitted as soon as a new hire is confirmed.

Submitting the request early gives our team enough lead time to provision Microsoft 365 licensing, prepare hardware, configure accounts, and verify access before the employee logs in for the first time.

How to Submit a New Hire Request

  1. Open the new hire request form. It opens with Employee New Hire already selected.
  2. Complete all required fields on the new hire form (see below), and paste the Additional Notes template into Additional Notes.
  3. Click Continue, add your own contact details, and click Submit Request.

Already on our support request page? Choose Employee New Hire under Employees & Equipment.

Required Information

The following information is required on the onboarding form. Please have these details ready before starting:

  • First Name and Last Name of the new employee
  • Employee Title (e.g., Account Manager, Project Coordinator)
  • Employee Department (e.g., Marketing, Operations, Sales)
  • Hire Date — the employee's official start date
  • Phone — Mobile and/or Phone — Office — at least one is required
  • Requested Employee Email — the email address you'd like assigned to the new employee (e.g., [email protected])
  • Manager First Name, Manager Last Name, and Manager Email
  • Employee Work Address — full street address including city, state/province, and postal/zip code
  • Will the employee require a computer? — select Yes or No
  • Additional Notes — see below for what to include

If you answer Yes to "Will the employee require a computer?"

A Hardware Request section opens on the same form. It's included with your new hire request, so you don't need a separate hardware request. Have these ready:

  • Select Hardware: check everything the employee will need, such as a laptop, monitor, docking station, or keyboard and mouse.
  • Deployment Method: have it shipped for self-setup, or installed on site by one of our technicians. On-site installation may take up to 4 to 6 business days to schedule.
  • Shipping Address or Installation Address: the Copy from Employee Work Address button fills it in for you.

Typical lead times are listed in Hardware Catalog & Lead Times.

If you're not sure what to enter for a field, give us your best guess and add a note in Additional Notes. We'll follow up before provisioning anything that's unclear.

What to Put in Additional Notes

Microsoft 365 licensing, email, network shares, and application access all go in Additional Notes, the one open text box on the form. Copy this template, paste it into Additional Notes, and fill in each line. Leave a line blank if it doesn't apply.

TEXT
Microsoft 365 license:
Distribution lists:
Shared mailboxes:
Calendar or delegate access:
Work email on phone (yes/no):
Network shares (view or edit):
Apps and online services:
VPN needed (yes/no):
Printers to install:
Copy access from (coworker):

The more detail you can provide here, the smoother the first day will be for your new employee.

Not sure what to put? If you are unsure which license type to assign, write "please recommend" on the Microsoft 365 license line. Our team can recommend one based on the employee's role and the licenses your organization currently has available. If you are not sure exactly what access the new employee will need, name an existing team member in the same role on the Copy access from line, and we can match permissions accordingly.

Click a topic to see examples of what to include.

Microsoft 365 licensing and email

When submitting your onboarding request, it is important to note any Microsoft 365 licensing or email requirements in the Additional Notes section. This helps us assign the correct license tier and configure mail access correctly the first time. Please include details such as:

  • The license type the new employee should receive (e.g., Business Basic, Business Standard, Business Premium, E3, E5)
  • Any distribution lists the employee should be added to (e.g., sales@, support@, everyone@)
  • Any shared mailboxes that need to be granted to the new employee (e.g., info@, billing@)
  • Calendar sharing or delegate access from existing team members
  • Mobile email setup requirements
Network shares and application access

If the new employee requires access to network shares or applications, note that in Additional Notes as well. Common items to include:

  • Network share access — which folders or mapped drives they need access to and the level of permission (read-only or read/write)
  • Line-of-business applications — accounting software, CRM, practice management, ERP, etc.
  • VPN access for remote employees
  • Printer access if specific printers need to be installed
  • Third-party SaaS applications (e.g., Adobe Creative Cloud, QuickBooks Online, DocuSign)

What Happens Next

Once submitted, our team will:

  1. Provision the requested email account and assign Microsoft 365 licensing
  2. Configure distribution list and shared mailbox membership
  3. Prepare and ship any required hardware (or schedule installation)
  4. Set up VPN, network share access, and application accounts
  5. Provide credentials to the manager or designated contact prior to the start date
Please submit onboarding requests as early as possible before the employee's start date. Last-minute requests may delay hardware shipment or licensing provisioning beyond the first day.

If you have questions about an open onboarding request, please respond to the ticket confirmation email or submit a follow-up support request.

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