Equipment request workflow template

Approving and tracking hardware or device requests can slow down productivity if handled manually. This equipment request workflow automates every stage—from form submission to decision-making. Employees fill out a quick form, managers get an automatic approval request, and updates are sent instantly based on the response. With built-in logic and email templates, there’s no need for chasing or manual updates. It's ideal for companies that want to reduce IT backlog and improve fulfilment speed.

How it works:

1. Request submission: Employees complete a form with their equipment needs and reasons.
2. Manager approval: The system automatically routes the request to their manager for review.
3. Conditional path: Based on the manager’s approval, the workflow either continues or ends.
4. Approved: The requester receives a confirmation and a fulfilment process can begin.
5. Denied: The requester is notified with the reason provided.
6. Notifications: Each step triggers a tailored email to keep users informed.

Want to enhance your process?

Add a step for IT team validation to confirm technical compatibility or availability before fulfilment. You can also include a budget approval checkpoint if the requested equipment exceeds a predefined cost threshold, helping maintain financial oversight and avoid overspending.

Why use this workflow template?

• Cut IT backlog: Reduce time spent managing ad hoc requests manually.
• Keep teams informed: Managers, requesters and fulfilment teams get real-time updates at every step.
• Get rid of guesswork: Every request follows a consistent, visible approval path.
• Speed up handovers: Approvals trigger automated notifications so fulfilment can start right away.
• Stay audit-ready: All request actions are logged, helping track equipment history.