1. Set Up IT & Operations Permission Role
Go to Account Settings > Permissions.
In the Admin Permission Level, Click Create Permission Role and name it e.g. Admin - IT/Ops.
Choose whether to base the role on:
An Employee role (non-manager)
A Manager role (if they’ll supervise others)
Customize Access
Choose whether the IT/Ops team should manage:
All employees
Only employees in specific locations
Ability to add and invite employees, as well as changing permission roles for employees and managers
Specify what the IT/Ops team can:
View
Edit
Hide
For each field in relation to everyone in the account (e.g., hide compensation details).
Finally, access can be provided for Employee Fields, Workflows, Performance Reviews and Time Management.
2. Create Custom IT Fields
Create a new tab called IT/Ops and add Groups & Fields.
Software Subscriptions (Checkboxes)
Equipment (Single-select + Text Fields)
These fields help track what tools and equipment are assigned to each employee.
3. Create an IT Onboarding Workflow
Go to Workflows > Templates.
Choose an Onboarding or Technical Onboarding template.
Rename the template as needed.
Customize Tasks
Each task can be configured with:
Title
Due Date (e.g., 7 days before the start date)
Assignee (e.g., IT Manager)
Assignment Date (e.g., 4 days before due date)
Messages
Task Types
Standard Tasks – e.g. “create new email address”
Email Tasks – send emails to employees or managers
Form Tasks – e.g. manager can fill out equipment request forms
Sign Docs - upload a document for the assignee to sign
Build Custom Forms
Drag and drop existing or custom fields (e.g., Software Subscriptions) into the form.
Mark mandatory fields as required.
4. Run the Workflow
Go to the Activity tab in Workflows.
Click Run Workflow.
Choose:
The employee
The workflow type (e.g., Onboarding)
The workflow template
Click Run to trigger notifications and assignments based on the employee’s start date.
5. Filter & Track IT Tools
Use the People Directory to track software and equipment access:
Click the Filter icon.
Choose a field (e.g., “Slack”).
Set the filter to:
is checked
is not checked
This helps you quickly identify which employees have or don’t have access to specific tools.
If you have any questions, please reach out to support@shapes.co - we're here to help!