IT access form template
A formal IT access request and revocation form for managing system permissions. Ensures security, maintains proper approvals and tracks who has access to what systems and data.
IT access form
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Why IT access control matters
Proper IT access management protects your business from security breaches, data leaks and unauthorised system use. A formal request and approval process ensures employees only access systems they genuinely need for their role.
When employees change roles or leave the business, revoking access promptly is critical. Former employees with active logins present a serious security risk, especially if they still have access to financial systems, customer data or confidential files.
This template creates an audit trail showing who requested access, who approved it, when it was granted, and when it was revoked — essential for compliance with privacy laws and cyber security standards.
Key features of this template
Designed for secure, controlled IT access management
Security control
Formal process for granting and revoking system access.
Access checklist
List all systems, software and network access required.
Permission levels
Specify user, admin or custom access rights for each system.
Approval workflow
Manager and IT sign-off before access is granted.
Time-bound access
Optional expiry dates for contractors or temporary access.
Revocation process
Clear steps to remove access when employees leave or change roles.
What's included in this template
Comprehensive sections for complete access management
Employee details
Name, position, department, manager and start/end date if applicable.
Request type
New access, modification, or revocation of existing access.
System access required
Checklist of systems: email, file servers, intranet, CRM, payroll, etc.
Software applications
Specific programs needed: Microsoft Office, Adobe, accounting software, etc.
Network and device access
Wi-Fi credentials, VPN, remote desktop or mobile device management.
Permission levels
User, power user, admin or custom access rights for each system.
Business justification
Why this access is required for the employee's role.
Temporary or permanent
Whether access is ongoing or expires after a set period.
Manager approval
Line manager confirms access is appropriate for the role.
IT approval and completion
IT team processes request and confirms access granted or revoked.
How to manage IT access effectively
Best practices for security and compliance
Principle of least privilege
Only grant access to systems and data that employees genuinely need to do their job. A retail manager doesn't need access to payroll systems, and a warehouse worker doesn't need admin rights to the network. Over-permissioning creates unnecessary security risk.
Use this form as part of onboarding for new employees and when existing staff change roles. It ensures managers and IT think carefully about what access is appropriate, rather than just copying someone else's permissions.
Prompt revocation on departure
Access should be revoked on an employee's last working day or earlier if they're on gardening leave. This includes email, file servers, cloud platforms, VPN, building swipe cards and any other system or physical access.
Make IT access revocation part of your standard offboarding checklist. The form provides a clear record that access was removed and when, which is important for audits and incident investigations.
Regular access reviews
Even with good processes, access can accumulate over time. Schedule periodic reviews (quarterly or annually) where managers confirm which systems their team members still need access to. Revoke any redundant permissions. This reduces security risk and often saves on software licence costs.
Looking to automate this process? RosterElf's HR software simplifies onboarding and access management digitally, eliminating paper forms and manual tracking.
Who should use this template?
Essential for any business with employees
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment requirements.
Ready to secure your IT systems?
Download our IT Access form and ensure proper controls over who can access your systems and data.
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IT access form FAQ
- Yes. This template is fully editable. Add your company logo, adjust fields to match your processes, and remove sections that do not apply. Save your customised version as a master template for consistent use across your organisation.
- Most employment records should be kept for at least 7 years as required by Fair Work regulations. Some records, like workers compensation claims or superannuation documents, may need to be kept longer. Store forms securely and consider digitising paper records.
- Formal processes create an audit trail of who has access to what systems. This supports security compliance, enables timely revocation when employees leave, and ensures staff have appropriate access. See our information security policy template.
- Access should be revoked on or before the employee's last working day. For terminations or resignations involving risk, immediate revocation may be appropriate. Include IT access removal in your offboarding checklist.
- Contractors should have minimum necessary access for their specific project, often time-limited. Use separate contractor accounts where possible. Review and revoke access promptly when contracts end. Never share employee credentials with contractors.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.