New Device Setup & IT Onboarding for New Employees

Overview

This article describes the IT setup process for new employees and new devices (laptops, iPads/tablets, and replacement computers). HR or the hiring manager is responsible for submitting a new hire IT ticket so that IT can prepare the device before the employee's start date.

How to Submit a New Hire IT Request

To ensure a new employee's device is ready on their first day, submit a helpdesk ticket at least 5 business days before the start date. Include the following:

- New employee's full name

- Job title and department

- Start date

- Office location or remote status

- Type of device needed (laptop, iPad, or both)

- Software/applications required (e.g., Bluebeam, AutoCAD, CMiC, Procore)

- Any special access requirements

IT Onboarding Checklist

When setting up a new device, IT will complete the following:

Account Creation & Access

- Create Microsoft 365 account (email, Teams, OneDrive, SharePoint)

- Set up Multi-Factor Authentication (MFA / Microsoft Authenticator)

- Create accounts for required systems (CMiC, Procore, Bluebeam, etc.)

- Add user to relevant distribution lists and shared mailboxes

- Add user to Haystack directory

- Configure VPN access if required

Device Configuration

- Image and configure laptop/tablet with standard IT configuration

- Install required software (Microsoft 365, Procore, Bluebeam, etc.)

- Connect to company email and configure Outlook

- Test device connectivity and remote access

- Ship device to new hire (if remote) or have ready at the office

New Hire's First Day

On the first day, the new employee should:

1. Sign in to their device using their company email and temporary password

2. Set up Microsoft Authenticator on their phone for MFA

3. Change their temporary password when prompted

4. Verify access to email, Teams, SharePoint, and any required systems

5. Report any missing access or issues to IT via the helpdesk

Replacement Devices

If an existing employee needs a replacement device (due to a broken, lost, or stolen device), submit a helpdesk ticket with:

- The employee's name and location

- The reason for replacement

- The asset tag or serial number of the old device (if available)

- Any urgency or deadline

Temporary Loaners

IT may provide a temporary loaner device while a replacement is being arranged. Contact IT to request a loaner if needed.

Questions?

Submit a ticket at the IT helpdesk portal or email helpdesk@gridworks-eng.com.