Form templates / Security & Compliance
Access Request Form
An access request form is an audit record. Who asked for what, why, who approved it, and when it expires - because access granted without an end date is access nobody ever removes.
For security firms, compliance teams and risk managers.
An expiry date turns access control into something that works
Every access review finds the same thing: dozens of accounts with permissions granted for a project that ended two years ago. Nobody revoked them because nobody knew they were meant to.
So this template requires a duration on every request, and asks whether it's permanent or time-boxed. It also asks for the business justification in the requester's own words, which is what an auditor asks to see and what a reviewer needs when deciding whether the access is still warranted.
The same questions, in the same order, every time
Applications that arrive as emails and attachments are impossible to compare - one has the dates, another has the budget, none of them have both. You end up rebuilding each one by hand before you can make a decision.
A single form fixes that at the source: every application has the same fields, so reviewing is reading a table rather than reconstructing one.
Consistent records, because consistency is the evidence
An incident log is only useful if every entry answers the same questions. Free-text emails give you a folder; identical fields give you something you can search, count and hand to an auditor.
Every submission is stored with the exact time it was made, which is usually the first thing anyone reviewing an incident asks for.
One link, and a written record
Share one link and every application lands in one place, timestamped, in the applicant's own words - which is exactly what you want if a decision is ever questioned.
Make it yours in a minute
Change the wording, drop the questions you don't need, add the ones you do, put your own colour on it. Saving publishes it, and you get a link to paste into your website, your email signature or a message. Responses land in your dashboard and download as a spreadsheet whenever you want them.
What this template asks
- Your name
- Work email
- Department
- Your manager
- Who is this for?
- Their name and role
- What kind of access?
- Which system, folder or area?
- What level of access?
- What do you need to be able to do?
- Should it match someone else's access?
- Whose access should it match?
- Why is this needed?
- How long is it needed for?
- End date, if time-limited
- How urgent?
- Who approves this?
- Does the access involve sensitive data?
- I have completed the required security and data protection training
- I have read and accept the acceptable use policy
- I understand access will be granted at the minimum level needed and removed when no longer required
More Security & Compliance forms
Questions
Should this cover physical and system access?
One form works for both if you ask which - the approval chain and the justification questions are identical. Larger organisations often split them once the volume justifies it.
Can this enforce least privilege?
It can't enforce it, but asking what the person needs to *do* rather than which role to copy makes over-provisioning much more visible to a reviewer.
Can applicants attach a CV or document?
Not yet - file uploads are on the roadmap. Most people ask for a link (to a portfolio, a CV in cloud storage, or a profile) which works today and keeps the form fast.
Can I close applications on a deadline?
Yes. Close the form and anyone with the link sees a short closed page instead of the questions, so nobody fills in an application that can't be considered.
Can more than one person review them?
Yes - invite your team into the same account and they'll see the same responses. You can also export to a spreadsheet and score them wherever you like.
Can we prove when something was reported?
Every response carries the timestamp it was submitted, and exports include it. That is usually what's needed; ava42 is not a tamper-evident audit system, so for regulated evidence chains check what your framework requires.
Publish your access request form today
Start from this template and change anything you like. Free to begin.