Employee Action Form

Onboard a new hire, request a change for an existing employee, or offboard a departing employee – all in one form.

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Use this single form to request any of the following. Only the sections you need will appear as you fill it out.

Onboarding – set up a new employee (accounts, phone, computer, access)
Change Order – add, change, rename, or remove services for an existing employee
Offboarding / Termination – remove access and recover equipment for a departing employee

⚠ Emergency? For immediate suspension or deactivation of an employee, call 540-905-8111 right away.

Heads up: we always call the submitter to confirm before taking any action, to verify the request really came from you. This form is intended to help with documentation and historical records. Either you or a member of our team should complete this form for onboarding / offboarding needs.

Your Information

So we know who is making this request. We will call you to confirm before acting.

Company Name *

Your Name *

First

Last

Your Email Address *

We will reply to this address.

Best Number to Reach You *

We call this number to confirm the request before acting.

What would you like to do?

Request Type *

Onboarding – set up a new employee
Change Order – modify or rename an existing employee, or add/remove services
Offboarding / Termination – remove an employee

Employee Details

Employee Full Name *

First

Last

Job Title / Role

Department / Team

Employee Personal Email (for setup info)

Optional. Where we can send first-time setup instructions before their accounts exist.

Start Date

Effective Date of Change

Termination Type

Standard – disable on the date/time below & notify us
Involuntary – disable on the date/time below & notify us
Immediate – disable access right away (ASAP) & notify us

Disable / Termination Date & Time

Date

Time

When access should be cut off (for Standard / Involuntary).

What do you need to do? *

Add Services
Remove Services
Rename (name, login, email, etc)

Pick one or more. To change a single service (e.g. switch a Microsoft 365 plan), choose “Add Services” and select that service.

Rename

Previous Full Name

New Full Name

Update the name on

Email display name
Email address (create new, keep old as alias)
Windows Domain Server / PC Login
Other (note below)

We keep the old email address as an alias by default so nothing is missed.

What to Add / Set Up

For onboarding, what they need. For a change, what to add. A detail section appears for each item.

Which services or access?

Google Workspace
Microsoft 365
VoIP / Desk Phone
Computer / Laptop
Windows Domain / PC Login Account
Network / Shared Folder Access
Managed IT (protection, monitoring, backup)
Software Applications
Website / Hosting Access
Other

Google Workspace

Display Name (as it should appear on email)

Preferred Email Address / Username

Set up like another user (optional)

Enter an existing user’s name or email and we’ll mirror their groups and access.

Account Role

Standard user
Administrator
Other

Standard users have normal access. Administrators can manage other accounts and settings.

Describe the role / access needed

Google Workspace Plan

Plans are public. Pick one, or choose Existing Plan / I don’t know and we’ll advise.

Groups & Distribution Lists to Join

List any shared email groups / distribution lists to add them to (e.g. sales@, support@, all-staff@).

Add them to an incoming-fax group?

For customers who receive faxes to an email group (e.g. incomingfax@yourdomain.com).

Incoming Fax Group

Shared Mailbox / Send-As Access

Optional. Should they open or send-as any shared mailboxes (e.g. info@, accounting@)?

Shared Drives / Folder Access (optional)

Any shared drives, team folders, or resources this user should have access to.

Set up email on their mobile phone?

Microsoft 365

Display Name (as it should appear on email)

Preferred Email Address / Username

Set up like another user (optional)

Enter an existing user’s name or email and we’ll mirror their groups and access.

Account Role

Standard user
Administrator
Other

Standard users have normal access. Administrators can manage other accounts and settings.

Describe the role / access needed

Microsoft 365 Plan

Plans are public. Pick one, or choose Existing Plan / I don’t know and we’ll advise.

Groups & Distribution Lists to Join

List any shared email groups / distribution lists to add them to (e.g. sales@, support@, all-staff@).

Add them to an incoming-fax group?

For customers who receive faxes to an email group (e.g. incomingfax@yourdomain.com).

Incoming Fax Group

Shared Mailbox / Send-As Access

Optional. Should they open or send-as any shared mailboxes (e.g. info@, accounting@)?

Shared Folders / SharePoint Access (optional)

Any shared drives, team folders, or resources this user should have access to.

Set up email on their mobile phone?

Phone / VoIP Setup

Phone Hardware

User needs a new phone
User will use an existing phone
User will only use the softphone / app (no desk phone)

Current Extension of Existing Phone

Existing Phone Model / MAC (if known)

New Phone Type

Standard desk phone
Cordless handset
Conference phone
No preference / recommend one

Desired Extension

Leave blank to let us assign the next available.

Do they need a direct phone number (DID)?

Where should the number come from?

Use a number from our current inventory
A new number

Number to use (from inventory)

Preferred Area Code (new number)

Portal login at phone.htd.net?

No portal login
Standard user
Administrator

Required for the mobile app. Choose the access level.

Special Call Routing Rules

Ring groups, hunt groups, after-hours routing, simultaneous ring to a cell, etc.

Voicemail Handling

Email it & delete from the system
Email it & keep on the system
Keep on the system only (no email notification)

Voicemail-to-Email Address

If different from their mailbox above.

Add voicemail transcription?

Transcription Services are $5/mo per business (not per user) – if not already on your bill.

Do they need to send (outbound) faxes?

Fax number to send from

Computer / Equipment

New or Reuse Existing?

Supply new (we’ll provide a quote)
Reuse / repurpose an existing device
I will purchase my own

Performance Needs

Standard office use
Heavy multitasking
Design / engineering (GPU)
Not sure

Location of the existing device

Where is the device we’ll be reusing / repurposing?

What type / specs are you purchasing?

Estimated Delivery Date (if known)

Type of Computer

All-In-One
Laptop
Tower Desktop (Large)
Small Desktop
Slim Desktop
Micro Desktop

Requested Specs (optional)

Leave blank for our recommended build: Intel Core Ultra 7, 32GB RAM, 500GB–1TB SSD. Note processor, memory, or storage if different.

Screen Size (e.g. 24", 15.6")

Touch screen?

Keyboard Options (laptop)

Full keyboard with number pad
Backlit keyboard

Ports Needed (laptop)

RJ45 Ethernet
Extra USB-A
USB-C
HDMI
SD card reader

Built-in ports the laptop must have (otherwise a dock/adapter may be needed).

Number of External Monitors Needed

Who sources the monitors?

HTDNET provides
Use customer’s available inventory

Peripherals & who sources each

For each item, choose who provides it (or leave on “Not needed”).

Keyboard

Not needed
HTDNET sources
Customer sources

Mouse

Not needed
HTDNET sources
Customer sources

Webcam

Not needed
HTDNET sources
Customer sources

Headset

Not needed
HTDNET sources
Customer sources

Docking station

Not needed
HTDNET sources
Customer sources

Personal Printer

Not needed
HTDNET sources
Customer sources

Other Components Needed (optional)

Who sources the other components?

HTDNET
Customer

Operating System Preference

Windows Pro
Mac
No preference

Windows Domain / PC Login Account

Local Computer Login
Domain Login (used if you have server(s))

Windows Active Directory Domain (if known)

Mirror Another Employee's Account Access

Name an existing employee and we’ll match their login, group memberships, and access.

Preferred Login / Username

Access Groups / Roles Needed

Any specific security groups, roles, or systems this account should belong to.

Network & Shared Folder Access

Joining an existing folder, adding a new one, or both?

Join an existing shared folder
Add a new shared folder
Both

Shared Folders / Drives & Access Level

List each shared folder, drive, SharePoint, or Teams site and the access level (Read only, Read-Write, Full access, Owner, etc.).

Mirror the Permissions of This Folder (optional)

Copy the access settings of an existing folder – name it here.

Who Else Should Have Access?

For a new shared folder, who else should be able to see it, and at what level?

Managed IT / Protection

Managed IT includes endpoint protection (antivirus), monitoring, and patching.

Include

Managed IT License
Trend Micro Worry Free Business Services
Cove Backup
Other

Other Managed IT (describe)

Software Applications

Common Software

Google Chrome
Mozilla Firefox
Microsoft 365 (Office)
LibreOffice
Adobe Acrobat Reader (free)
Adobe Acrobat Pro
Adobe Photoshop
Adobe Creative Cloud Pro
7-Zip
Notepad++
Zoom
Microsoft Teams
Discord
VLC Media Player
Spotify
Malwarebytes
Bluebeam
QuickBooks

Other Software Applications

List any other software and the role/access level required for each. Software varies a lot between businesses – tell us what they use.

Software Licensing *

I confirm we hold (or will provide) valid licenses for all requested software.

Website / Hosting Access

For NEW website builds, please use our Web Design Questionnaire instead.

What access is needed?

Domain registrar login
Website / CMS (WordPress) login
Hosting control panel
FTP / SFTP

Access Level

View only
Editor
Administrator

Describe the Other Item(s) Needed

What to Remove / Handle

Check everything that applies – a detail section appears for each. Managed users typically have a computer, domain account, phone, email, and assigned software.

What should be removed or handled?

Google Workspace
Microsoft 365
VoIP / Desk Phone
Computer / Laptop
Windows Domain / PC Login Account
Network / Shared Folder Access
Software Applications
Website / Hosting Access
Other

Google Workspace Offboarding

We always do this: reset the password, remove the user’s ability to log in or self-reset, and move two-factor (2FA) to us or a designee.

2-Factor – reassign to (optional, if not us)

What should happen to the Google Workspace account? *

Keep the mailbox (forward / delegate / auto-reply)
Archive the mailbox (frees the license)
Reassign the email address to another user or group (alias)
Delete the account

Archiving frees the active license and blocks login – their historic data is preserved. We can still search, hold, and export their Gmail, Drive, and Classroom data via Google Vault. No other mailbox actions apply when archiving.

An email address can only belong to one account. To hand it to someone else as an alias, the original account must first be freed up – choose how below.

How should we free the address? *

Rename the account to keep it (keeps their data; other mailbox actions can still apply)
Delete the account to release the address (destructive)

Attach the released address as an alias to (user or group)

Mailbox actions (choose any)

Forward new mail to another user
Delegate mailbox access to another employee
Set an auto-reply

Forward new mail to

Delegate mailbox access to (one or more people)

Auto-reply message

⚠ This permanently deletes the account.
All Drive files owned by this user and all of their email will be permanently deleted and cannot be recovered. If you need any of it, archive instead, or migrate their files below first. (Because we call you to confirm first, there is no extra confirmation step.)

Migrate their Drive files to another user before deleting?

Yes – migrate first
No

Migrate Drive files to (user)

Remove from all distribution lists & groups?

Microsoft 365 Offboarding

We always do this: reset the password, remove the user’s ability to log in or self-reset, and move two-factor (2FA) to us or a designee.

2-Factor – reassign to (optional, if not us)

What should happen to the Microsoft 365 account? *

Keep the mailbox (forward / delegate / auto-reply)
Archive the mailbox (frees the license)
Reassign the email address to another user or group (alias)
Delete the account

Archiving / disabling frees the active license and blocks login – their historic data is preserved through Microsoft 365 retention and eDiscovery (Purview). No other mailbox actions apply when archiving.

An email address can only belong to one account. To hand it to someone else as an alias, the original account must first be freed up – choose how below.

How should we free the address? *

Rename the account to keep it (keeps their data; other mailbox actions can still apply)
Delete the account to release the address (destructive)

Attach the released address as an alias to (user or group)

Mailbox actions (choose any)

Forward new mail to another user
Delegate mailbox access to another employee
Set an auto-reply

Forward new mail to

Delegate mailbox access to (one or more people)

Auto-reply message

⚠ This permanently deletes the account.
All OneDrive files owned by this user and all of their email will be permanently deleted and cannot be recovered. If you need any of it, archive instead, or migrate their files below first. (Because we call you to confirm first, there is no extra confirmation step.)

Migrate their OneDrive files to another user before deleting?

Yes – migrate first
No

Migrate OneDrive files to (user)

Remove from all distribution lists & groups?

Phone Offboarding

Extension *

Keep Extension
Remove Extension

If the role will be refilled within ~60 days, we usually advise keeping the extension rather than removing it – keeping it gives you the additional options below.

Phone actions (choose any)

Disable user account at phone.htd.net
Disable voicemail access
Reassign as a guest phone
Forward calls
Remove from ring groups
Other

Forward calls to

Other phone instructions

Removing the extension also disables their phone.htd.net login and deletes their individual voicemail box. If you want, we can keep the voicemail box.

Their individual voicemail box

Delete it (default)
Keep the voicemail box

Equipment Return

Equipment to Collect

Computer, phone, monitors, accessories, keys/fobs, etc.

After Collection (computer / laptop)

Wipe & Reinstall
Wipe & hold
Hold as-is

Wipe & Reinstall readies it for the next user (or a hot spare) and reinstalls the previously-used software if licensed – Managed IT, TrendMicro, Malwarebytes, Cove, etc.

Managed IT / Computer Licenses to Remove

Managed IT license
TrendMicro Worry Free Business Services (Antivirus)
Malwarebytes (Antivirus)
Cove Backup

These licenses are tied to the machine. If you don’t remove them, they stay active on the account unless the machine is wiped.

Windows Domain / PC Login Offboarding

We always do this: disable the login and reset the password. Choose any additional actions below.

Account actions (choose any)

Remove from security groups
Transfer home / profile data to someone
Delete the account (permanent)

Transfer home / profile data to

⚠ Deleting the account is permanent. Profile data and anything only that account can access may be lost. Disable instead if unsure.

Shared Folder / Access Revocation

Systems / Folders to Revoke

List specific systems/folders, or write “Revoke all access.”

Transfer File Ownership To

Only needed if they own the files.

Software / License Removal

Apps / Licenses to Revoke or Reassign

License Handling

Keep license active
Remove license

Keep the license active if you intend to replace the employee within ~60 days; otherwise remove it.

Website / Hosting Access Removal

Which website / hosting access to revoke?

Registrar, CMS / WordPress login, hosting panel, FTP, etc.

Describe the Other Item(s) to Handle

Anything Else

Additional Notes or Special Instructions