Employee New Hire: Onboarding Request

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. Visit https://theitexperience.com/supportrequest
2. Select Employee Onboarding as the request type
3. Complete all required fields on the new hire form (see below)
4. Submit the request

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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'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.

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Microsoft 365 Licensing and Email Requirements

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
If you are unsure which license type to assign, our team can recommend one based on the employee's role and the licenses your organization currently has available. Just note "please recommend" in the Additional Notes section.

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Network Shares and Application Access

If the new employee requires access to network shares or applications, we ask that you note that in the Additional Notes section 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)

The more detail you can provide here, the smoother the first day will be for your new employee.
If you are not sure exactly what access the new employee will need, mirror their access to an existing team member in the same role and let us know who that is. We can match permissions accordingly.

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What Happens Next

Once submitted, our team will:

5. Provision the requested email account and assign Microsoft 365 licensing
6. Configure distribution list and shared mailbox membership
7. Prepare and ship any required hardware (or schedule installation)
8. Set up VPN, network share access, and application accounts
9. Provide credentials to the manager or designated contact prior to the start date

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