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New Hire Equipment and Software Request Survey

Captures exactly what hardware, software, and workspace setup a new hire needs before day one — role, location, monitors, and accommodations — with an AI follow-up that digs into specialized tools or accessibility needs a standard checklist would miss. Built for HR and IT teams provisioning incoming employees.

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Sample questions

A preview of what’s in the template. Every question is editable before you launch.

12 questions · ~7 min
Q01
Message

Welcome aboard! To get your workstation ready before your start date, we need a few quick details about the equipment and software you'll need. This takes about 7 minutes.

Q02
Multiple ChoiceRequired

Where will you be working most of the time?

  • Fully remote
  • Hybrid (some days in office)
  • Fully in-office
Q03
DropdownRequired

Which team or department are you joining?

  • Engineering
  • Sales
  • Marketing
  • Customer Support
  • Finance & Operations
  • People & HR
  • Other (Template note: replace with your org's department list)
Q04
DateRequired

What is your official start date? (So we can ship or set up equipment in time.)

Q05
Multiple ChoiceRequired

Which equipment do you need for your role? Select all that apply.

  • Laptop
  • External monitor(s)
  • Keyboard and mouse
  • Docking station
  • Headset
  • Webcam
  • Ergonomic chair or desk equipment
  • Mobile phone / SIM card
Q06
Multiple Choice

If you need a laptop, do you have an operating system preference?

  • Windows
  • MacOS
  • Linux
  • No preference
Q07
Number

How many external monitors would you like at your workstation?

Q08
Short Text

Are there any specialized software licenses, tools, or accounts your role requires? (e.g. design software, CRM access, dev environment)

Q09
Long Text

Do you have any accessibility, ergonomic, or workspace accommodations we should plan for?

Q10
Multiple ChoiceRequired

Where should we ship your equipment?

  • Ship to my home address
  • Pick up at the office
Q11
AI Interview

Probe the reasoning behind the equipment and software the respondent selected, especially any specialized tools, licenses, or accommodations they mentioned. Ask what specific tasks or workflows drive that need, whether they've used similar setups before, and whether anything about their role, workspace, or physical needs might be easy to overlook on a standard checklist. If they left the specialized-tools or accommodations questions blank, gently confirm there's genuinely nothing unusual before closing.

Q12
Message

Thanks — that's everything we need! Our IT and facilities teams will use your answers to have your equipment ready and waiting on your first day.

What’s included

  • AI follow-ups

    Adaptive probes on open-ended answers that pull out detail a static form would miss.

  • Attention checks

    Built-in safeguards against rushed answers and low-quality respondents.

  • AI-drafted copy

    Wording, ordering, and branching written by the AI — tuned to your research goal.

  • Auto report

    Themes, quotes, and a plain-English summary write themselves once responses come in.

How it compares

We reviewed the closest templates from other survey tools. Here’s what they do well — and where this template goes further.

Why this template

  • Captures role, location, monitor count, and start date up front, then uses an AI follow-up interview to probe the reasoning behind selected equipment and software so IT isn't guessing at intent.
  • Includes a dedicated open-ended question for accessibility, ergonomic, or workspace accommodations rather than burying it in a generic 'other' field.
  • Asks specifically about specialized software licenses, tools, or accounts a standard checklist would miss, then lets the AI dig deeper on that answer.
  • Ends with a clear shipping-address question and confirmation message, so HR and IT get a complete, ready-to-provision packet before day one.

SurveySparrow

New Hire Equipment Request Form

A directly comparable, purpose-built new hire equipment request form on a conversational survey platform. It covers the same general use case as ours but relies on fixed fields rather than adaptive questioning. Good for quick deployment, less suited for capturing nuanced or role-specific needs.

What it does well

  • Purpose-built specifically for new hire equipment requests
  • Conversational form format likely improves completion rates over static PDFs
  • Backed by an established survey platform with broader HR template library

Where it falls short

  • No adaptive AI follow-up to probe unusual equipment, software, or accessibility needs beyond preset fields
  • No automated per-response quality scoring or auto-generated provisioning report
  • No voice AI interview or guided screen-share task option for clarifying complex setups

Jotform

200+ Equipment Request Forms

This is a large template category/gallery page rather than a single fielding-ready new hire equipment survey — it aggregates 200+ generic equipment request forms across many use cases. Useful as a starting point for customization, but it isn't tailored to the new-hire provisioning workflow (role, start date, accessibility) the way ours is out of the box.

What it does well

  • Huge selection of templates covering many equipment-request scenarios
  • Established form-builder with drag-and-drop customization and integrations
  • Free entry point similar to most form tools in this space

Where it falls short

  • Generic category page, not a purpose-built new hire equipment/software intake flow
  • No adaptive AI follow-up or voice AI interview to surface specialized tool or accommodation needs
  • No automated quality scoring or auto-generated report summarizing provisioning needs for IT/HR

Ready to launch?

Open this template in the editor. Every part is yours to change before the first respondent sees it.

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