Managing onboarding requests and equipment allocation can often feel like juggling a dozen tasks at once. Especially when new employees join rapidly, HR and IT teams need a reliable system to streamline these processes. That’s exactly where the New Hire Equipment Request Tracker in Excel comes into play.
Whether you’re part of an HR department, IT support, or operations team, this powerful Excel and VBA-based tool helps you track, allocate, and manage equipment requests—all in one place. In this article, we’ll walk you through everything you need to know about the tool, including features, benefits, best practices, and answers to the most common questions.
Click to Purchases New Hire Equipment Request Tracker in Excel
What Is the New Hire Equipment Request Tracker in Excel?
The New Hire Equipment Request Tracker is a ready-to-use Excel and VBA-powered template. It’s designed to help businesses manage the equipment needs of new employees—from laptops to ID cards—efficiently and systematically.
Instead of managing these requests manually through emails or spreadsheets, this tracker gives you a centralized solution with interactive dashboards, automated forms, and user login controls.
Key Features of the Tracker Tool
Let’s explore the powerful features that make this tracker a must-have for modern businesses.
Login Form – Secure Access
Security starts at the gate. The tool includes a Login Form where only authorized users can access the main interface.
-
Default Admin ID: Admin1
-
Default Password: abcd
-
After logging in, users are redirected to the main dashboard interface, maintaining data security.
Main Form – Centralized Management
Once logged in, users land on the Main Form, which serves as the control center of the tracker. From here, you can access all features—from managing records to user controls and dashboard views.
It’s clean, intuitive, and built with user-friendliness in mind.
Interactive Dashboard Sheet Tab
The dashboard tab transforms data into visuals, giving you instant insights at a glance. It includes:
✅ Five Slicers for interactive filtering
🍩 Doughnut Chart: Number of Equipment Requests by Status
📊 Arrow Chart: Requests by Department
📉 Column Chart: Requests by Job Title
📈 Bar Chart: Requests by Manager
🧰 Equipment Type Breakdown: Requests by type in a column chart
You can easily filter and view data trends across various departments and roles, making reporting quick and actionable.
Click to Purchases New Hire Equipment Request Tracker in Excel
Data Entry Sheet Tab – Simple Input, Powerful Output
This is where all records are stored. Each row includes comprehensive fields such as:
-
ID, Employee ID, Employee Name
-
Department, Job Title, Manager Name
-
Joining Date, Equipment Type, Quantity
-
Equipment Details, Request Date, Status
-
Issued Date, and Remarks
On top of the sheet, you’ll find three functional buttons:
➕ Add New Record
Opens a prebuilt data entry form. Enter details and click Submit. The tool automatically updates the sheet and refreshes the dashboard.
🔄 Update Record
Want to change existing data? Click on the ID, hit the Update button, edit the form, and submit your changes.
❌ Delete Record
Select a record ID, click Delete, and confirm the deletion. The record will be removed from both the sheet and the dashboard.
Manage List Sheet Tab – Easy Dropdown Management
This sheet controls the dropdown menus in your form. You can add or remove:
-
Departments
-
Job Titles
-
Manager Names
-
Equipment Types
-
Status Options
Just type the values and use Add/Delete buttons to manage them. This keeps your forms consistent and error-free.
Support Sheet Tab – Hidden, Yet Vital
This backend sheet powers your dashboard with Pivot Tables and helper data. While users don’t need to edit it, it’s essential for maintaining chart accuracy and dashboard functionality.
User Management and Multi-User Login
Security and access control are critical, especially in corporate environments. The tracker includes a User Management System, where admins can:
-
Add new users
-
Update or delete users
-
Reset or change passwords
This feature ensures only authorized users can modify or view sensitive data.
Click to Purchases New Hire Equipment Request Tracker in Excel
Settings Sheet
The Settings Sheet lets you configure system preferences and defaults—such as default status, default manager, and other configuration values required across the tool.
Advantages of the New Hire Equipment Request Tracker
Still wondering why you need this tool? Let’s look at some major advantages.
✅ Centralized Information
You don’t need to manage emails, paper forms, or shared documents. Everything lives inside one powerful Excel file.
🕒 Saves Time
The tool automates form submissions, dashboard updates, and calculations, so your team focuses more on work and less on admin tasks.
🔐 Secure and Controlled
Login system and user management ensure that only authorized users can make changes or view data.
📊 Real-Time Insights
With auto-updating charts and pivot tables, you always have a live view of current equipment needs.
✍️ No Coding Needed
Even though the tool is powered by VBA, you don’t need to write or modify code to use it effectively.
Best Practices for Using the Equipment Tracker
To make the most of your tracker, follow these best practices:
1. Maintain Data Consistency
Always use dropdowns from the Manage List tab to prevent typos or misaligned data.
2. Regularly Backup the File
Although it’s stable, backing up your Excel file ensures no data loss in case of unexpected errors or file corruption.
3. Use the Support Sheet Wisely
Avoid unnecessary changes to the Support sheet, as it contains key formulas and pivot tables.
4. Keep Login Credentials Secure
Change passwords regularly and do not share the Admin account credentials with multiple users.
5. Hide Sheets You Don’t Need
You can hide the Support or Settings tab after initial setup to reduce clutter.
Click to Purchases New Hire Equipment Request Tracker in Excel
Use Cases Across Industries
This tracker isn’t limited to tech companies. You can use it in:
-
Corporate Offices – For managing laptops, phones, and other IT assets
-
Manufacturing Plants – Track safety equipment and tools
-
Educational Institutions – Manage books, access cards, laptops for new teachers
-
Healthcare Facilities – Track uniforms, ID cards, medical kits for new staff
Frequently Asked Questions (FAQs)
1. Can I customize the tracker for my organization?
Yes, absolutely! You can modify field names, add new columns, or change dropdown values to suit your process.
2. Do I need to know VBA to use this tracker?
No coding knowledge is required. Everything is ready to use with intuitive buttons and forms.
3. Is it possible to track returns of issued equipment?
While this version focuses on issuance, you can add a “Return Date” field and extend the functionality.
4. How can I share this file with my team?
You can store it on a shared drive or cloud service (like OneDrive or SharePoint) for team access. Just make sure only one person edits it at a time.
5. Can I use this tracker for departments outside HR?
Definitely. Operations, IT, and Admin departments can all benefit from using this tool.
6. How many records can it handle?
Since it’s based in Excel, it can handle thousands of rows efficiently. For very large datasets, consider upgrading to Power BI or Access.
7. What if I forget the admin password?
You can reset it manually through the VBA editor if you have basic Excel/VBA knowledge. It’s recommended to store your login credentials securely.
Conclusion
If your team is growing and your equipment management feels chaotic, the New Hire Equipment Request Tracker in Excel is your perfect solution. It’s smart, fast, secure, and tailored for practical business needs. From login to dashboards, every feature is crafted to simplify your onboarding logistics and eliminate paperwork chaos.
Visit our YouTube channel to learn step-by-step video tutorials
Click to Purchases New Hire Equipment Request Tracker in Excel
