Hiring new employees is just the beginning. Ensuring they have the right equipment on time is what keeps operations running smoothly. Introducing the New Hire Equipment Request Tracker in Excel — a powerful, automated tool built with Excel and VBA to help HR teams, IT departments, and managers assign, track, and manage equipment requests for new hires, all from one dashboard. 📦🧑💻
This tool isn’t just a spreadsheet. It’s a complete interactive system that includes a secure login form, data entry interface, user management screen, and dynamic dashboard — everything you need to manage new employee equipment assignments effortlessly.
✨ Key Features of New Hire Equipment Request Tracker
🔐 Login Form with User Credentials
Secure your tool with a login screen. Use Admin1 and password abcd to access. You can also add or manage users later through User Management.
📋 Main Form for Navigation
The main menu appears post-login and offers quick access to data entry, dashboard, user management, and other functionalities — no more clicking around aimlessly.
📊 Interactive Dashboard
The dashboard gives visual insights into your requests:
🧁 Doughnut Chart: Equipment Requests by Status
🎯 Arrow Chart: Requests by Department
🧱 Column Chart: Requests by Job Title
📊 Bar Chart: Requests by Manager
🧰 Column Chart: Requests by Equipment Type
Filter easily using 5 built-in slicers!
📝 Data Entry Form with Buttons
Click “Add New Record” to input data using a form:
Auto-filled fields and drop-downs
Instant dashboard refresh on submission
Also includes Update and Delete buttons for modifying entries with one click
🗂️ Manage List Sheet
Customize drop-down menus in the form using this list:
Departments
Job Titles
Managers
Equipment Types
Status options
Easily add or remove items using Add/Delete buttons.
📈 Support Sheet (Hidden)
Powering the visuals behind the scenes, this sheet contains pivot tables and calculations. You don’t need to modify it — it updates automatically.
👥 User Management System
Add, update, delete users, and change passwords with ease. Ensure only authorized personnel can access sensitive information.
⚙️ Settings Sheet
Use this to fine-tune user preferences and system defaults. (Optional for advanced users.)
📂 What’s Inside the New Hire Equipment Tracker
🔹 Login Form – Simple, secure access to the tool
🔹 Main Dashboard – Clean interface for navigation
🔹 Data Entry Form – With Add, Update, Delete buttons
🔹 Charts Dashboard – Dynamic, auto-updated visuals
🔹 Manage List Sheet – For form dropdowns
🔹 Support Sheet – Pre-built pivot tables
🔹 User Management Tab – Manage multiple logins
🔹 Settings Sheet – Customize as needed
🧑💼 Who Can Benefit from This Product?
This tool is ideal for:
🧑💼 HR Teams – Assign and track onboarding equipment
🖥️ IT Departments – Monitor issued assets with deadlines
📦 Operations Teams – Ensure timely equipment availability
🏢 Startups & SMBs – Streamline onboarding with automation
🔐 Admins – Control user access with role management
If your team hires frequently and manages devices manually — this tool is a total game-changer.
🔗 Click here to read the Detailed blog post
🎥 Visit our YouTube channel to learn step-by-step video tutorials
Watch the step-by-step video tutorial:
Compatibility and Requirements
- Works in Microsoft Excel desktop on Windows with macros enabled. The login form, data entry form and buttons run on VBA, so the template does not run in Excel for the web, Google Sheets or mobile apps.
- Microsoft explains how to turn macros on in Enable or disable macros in Microsoft 365 files.
Frequently Asked Questions
Do I need to log in to use the template?
Yes. A login form opens first. Use Admin1 as the user name and abcd as the password. You can add more users later in the User Management screen.
Which charts does the dashboard show?
It shows a doughnut chart of requests by status, an arrow chart by department, a column chart by job title, a bar chart by manager and a column chart by equipment type. Five slicers filter all of them.
How do I add, change or remove a request?
Use the data entry form. Click Add New Record to enter a request, or use the Update and Delete buttons to change or remove an existing one. The dashboard refreshes when you submit.
Can I change the drop-down lists in the form?
Yes. The Manage List sheet holds departments, job titles, managers, equipment types and status options. Add or delete items there with the buttons and the form drop-downs follow.
Is there a Google Sheets version?
Yes. See the New Hire Equipment Request Tracker in Google Sheets.
Related Equipment and Onboarding Templates
- New Hire Equipment Request Tracker in Google Sheets: the same tracker for Google Sheets
- IT Equipment Request Tracker in Excel: track equipment requests raised to IT
- New Hire Onboarding Calendar in Excel: schedule onboarding tasks for each new hire
- Equipment Borrowing Request Tracker in Excel: log equipment lent out and returned
- HR Director Toolkit: 10 HR templates in one download
Browse all Excel trackers and VBA tools.
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