Remote Equipment Request

Remote equipment requests submitted through email or informal conversations give IT and procurement teams an inconsistent record of what equipment is needed, for what frequency of remote work, with what software pre-installed, and whether manager approval has been obtained. Home internet quality — which directly affects the type and specification of equipment that will be useful — is not captured. Preferred operating system is not stated, leading to equipment being provisioned based on default assumptions rather than the employee's actual requirements. Without a centralized intake process, fulfilling remote equipment requests accurately and maintaining accountability for company-issued assets requires more coordination than it should.

The Remote Equipment Request template for SharePoint, built with Infowise Ultimate Forms, provides a request form that captures the employee's details and home address, the type of equipment needed, the reason for the request, remote work frequency, preferred operating system, additional accessories, home internet quality, software pre-installation requirements, manager approval status, preferred delivery date, and a signed responsibility acknowledgment. Every request is stored as a complete, actionable record in SharePoint.

How it works

Employee details and delivery address

The form captures the employee's first and last name, employee ID, department, job title, manager, email address, and phone number alongside their full home address. Capturing the home address within the request record gives the IT and procurement teams the delivery destination without a separate follow-up, and ensures the correct address is documented alongside the asset record for accountability and recovery purposes.

Equipment type, reason, and remote work frequency

A column captures the type of equipment being requested. A reason for the request column documents why the equipment is needed. A remote work frequency column captures how often the employee works from home, providing the IT team with context for assessing the specification and priority of the request — a full-time remote employee's equipment needs are different from those of an employee who works from home occasionally.

Operating system, accessories, and internet quality

A preferred operating system column captures whether the employee needs Windows, macOS, or another platform. An additional accessories column captures any peripherals or supplementary equipment required. A home internet quality column captures how the employee rates their home connection, providing IT with relevant context for determining whether additional networking equipment should be included with the request.

Software requirements and manager approval

A software pre-installation column captures whether the employee needs specific applications installed on the equipment before it is delivered, with a details column for specifying what is required. A manager approval column captures whether the request has already been authorized, enabling the IT and procurement teams to process approved requests immediately and hold unapproved ones pending confirmation.

Delivery date and responsibility acknowledgment

A preferred delivery date column captures when the employee needs the equipment. The form closes with a responsibility acknowledgment through which the employee confirms they will be responsible for the equipment's care and safe return if required, alongside their e-signature. Capturing this acknowledgment within the request record creates a documented asset accountability agreement at the point of issue without any paper-based process.

What you get

• A remote equipment request form capturing employee details, manager, and full home delivery address
• Equipment type, reason for request, and remote work frequency for specification and priority assessment
• Preferred operating system, additional accessories, and home internet quality
• Software pre-installation requirements and manager approval status
• Preferred delivery date and signed responsibility acknowledgment for asset accountability
• Every request stored as a complete, actionable record in a standard SharePoint list
• Extendable with automated submission notifications and IT fulfillment status updates using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Remote Equipment Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.