Client onboarding

DeskBridge onboarding form

Complete this form before onboarding. If a section is not applicable, enter N/A. You can save a local copy before submitting.

Do not enter live passwords into this form. Temporary passwords, if required, must be exchanged using an approved secure channel.

1. Client Organisation

Tell us who the client is, where they operate from, and the expected onboarding size. Use the legal registered name where possible so agreements, accounts and support records match.

Legal organisation name Trading name, if different Company number Primary business activity Main office address Billing address Main telephone number Website Preferred go-live date Expected users at go-live Expected users within 12 months

2. Primary Contacts

These are the people DeskBridge should contact during onboarding, billing, support escalation and data protection queries. One person can hold more than one role.

Role	Name	Email	Telephone	Notes
Authorised business owner
Main technical contact
Finance / billing contact
Data protection contact
Emergency escalation contact

3. Authorised Administrators

List people authorised to request user changes, resets, offboarding, service changes or support escalation. If someone is not listed here, DeskBridge should not accept sensitive change requests from them without separate approval.

Name	Email	Role	Approved actions	MFA required

4. Domains and Email

This helps us understand your current email setup, DNS ownership and whether mailboxes, aliases or signatures need to be created or migrated.

Primary email domain Additional email domains Who controls DNS? Current mail provider Current calendar/contact provider Mail migration required? Approximate mailbox count Approximate total mail data size Shared mailboxes required Distribution lists required Catch-all mailbox required? Required outbound signature/disclaimer?

5. Initial User List

Add the first users below. For larger organisations, upload a spreadsheet instead or as well. The minimum spreadsheet columns are full name and email address; useful extra columns are job title, workspace required, mailbox required, admin role and notes.

Full name	Email address	Job title	Workspace	Mailbox	Admin	Notes

User spreadsheet upload Optional. Accepted formats: CSV, XLS, XLSX or ODS. Maximum size 5 MB.

6. User Onboarding Rules

These answers control how new users receive access instructions, what first-login security checks are required, and who can approve account recovery.

Should users receive onboarding emails directly? Should onboarding emails be sent to a manager instead? Required first-login MFA method Security questions required at first login? Password reset approval contact Standard workspace profile required Any users requiring elevated access?

7. Applications and Desktop Requirements

Tell us which apps, browsers, mail clients, printers, scanners and remote systems users need. Include anything that must not be available for security or policy reasons.

Web browser requirements Office document requirements Email client preference Remote desktop or RDP targets required SFTP/FTP requirements Printing requirements Scanning requirements Specialist applications required Applications that must not be available

8. Support and Helpdesk

This defines who can raise tickets, who can approve work, and who DeskBridge should contact for urgent incidents or service-impacting issues.

Who may raise support tickets? Who may approve chargeable work? Preferred support hours Priority 1 escalation contact Priority 2 escalation contact Required SLA or contractual response terms Are support emails allowed as ticket intake?

9. Security and Compliance

These questions help us set sensible retention, access and audit controls. If you are unsure, give the best description of the data you expect users to store or process.

Data classification of workspace content Special category data expected? Financial data expected? Regulatory retention required? Required retention period Legal hold requirement Audit reporting required? Known contractual security requirements

10. Backup, Retention and Exit

These answers define how long data should be kept, how quickly recovery may be needed, and what should happen if the service is later closed or moved.

Required backup retention Required restore point objective Required restore time objective Export format required on exit Offboarding notice period Named person authorised to request full export

11. Optional Services

Select what you need now and what should be reviewed later. Leaving something as later review does not commit you to using it.

Service	Required now	Later review	Notes
Managed mail
Webmail / groupware UI
Server-managed signatures
Team chat
Video meetings
Client-facing dashboards
Enhanced audit pack

12. Approval

The person completing this section confirms the information is accurate enough for DeskBridge to begin onboarding planning.

Completed by Role Email Date completed Authorised for DeskBridge to proceed? Signature or typed approval

Additional Notes

Add anything that does not fit elsewhere, including unusual access needs, deadlines, known risks, or internal approval requirements.