Create an assigned Jira task for every new hire's IT setup
A completed onboarding form creates an assigned setup Task in the IT project, with equipment and access needs listed in the description.
New submission on your "New employee onboarding" form
Create a Jira issue of type Task in your IT project assigned to the IT lead, with the hire's name in the summary and their equipment needs in the description
One-directional. A submission triggers the action — nothing is written back into your form.
Provisioning a laptop and a dozen accounts before someone's first morning is a scheduling problem, and it begins with knowing what the new hire actually needs. The form collects that once from the hiring manager, and Jira holds the work, dated to the start date.
Ops and people teams run this alongside the checklist they already have. Managers fill in the form the week an offer is accepted; IT sees the equipment and access list appear on the board without chasing anyone for a reply.
Setting it up
- 1
Publish the IT setup form and share it with hiring managers rather than with new starters — the answers are about equipment and access, not personal onboarding.
- 2
In Zapier, set the formformform "New Submission" trigger to that form and pull a sample so the equipment and software checkbox answers come through as text.
- 3
Add "Create Issue", pick the IT project, and set Issue Type to Task.
- 4
Compose the summary from a fixed prefix and the hire's name, so the board reads "IT setup: Dana Okafor" rather than a bare name with no context.
- 5
Map the start date to Jira's due date, running it through a Formatter date step first so it arrives as YYYY-MM-DD.
- 6
List the equipment and day-one software answers in the description on separate lines. Checkbox answers arrive comma-separated and are easier to work through when split up.
- 7
Set the assignee to your IT lead by choosing them from the Zapier dropdown, which stores the Jira account ID rather than a display name.
- 8
Test with a fake starter dated two weeks out, confirm the due date and assignee are correct, then enable the Zap.
What maps where
Using the New Employee IT Setup Request as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Jira |
|---|---|
| New Employee Full Name | Jira issue summary, after a fixed prefix |
| Start Date | Due date on the issue |
| Equipment Needed | Description, equipment list |
| Software Access Needed on Day One | Description, accounts to create |
| Department | Component or label on the issue |
| Manager Name | Description, as the person to confirm with |
Variations worth knowing
Replace the single Create Issue action with several — laptop, email account, VPN — all in the same project. One submission fires them all, and IT closes them individually instead of tracking a long checklist inside one issue.
Use Zapier paths on the office location answer so hires at each site get a task assigned to the local IT contact. Remote starters route to whoever ships hardware, with the same description either way.
If something isn't arriving
Jira expects YYYY-MM-DD. Run the start date through a Zapier Formatter date step before mapping it, and set the Formatter timezone to the one your Jira site uses, otherwise the date can shift overnight.
Jira Cloud assigns by account ID, not display name. Choose the person from the dropdown in the Zapier action so the ID is stored, and re-pick them if they ever change email address or account.
Frequently asked questions
Can one form create tasks in more than one Jira project?
Yes. Add a second Create Issue action to the same Zap pointing at a different project — facilities for the desk, IT for the laptop. Both fire from a single submission, and each carries its own summary and assignee.
What if the start date changes after the form is submitted?
Edit the issue in Jira. A submission is a snapshot taken when someone pressed submit, and no later change on either side updates the other. Resubmitting the form would create a second task rather than amend the first.
Is a form the right place for details about a new hire?
Keep it to what IT needs: name, work email, department, start date, equipment. Anything more sensitive belongs in your HR system rather than a Zap, since every mapped answer passes through Zapier on its way to Jira.
Related automations
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Each feature request lands as a Story in your roadmap project, labelled so you can review the form-sourced ideas as a batch.
- Send beta feedback to Jira as triageable issues
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- Turn internal IT requests into prioritised Jira issues
Internal IT requests become prioritised issues on the team board, with the change type as the summary and a requested completion date.
- Turn support requests into Jira tasks
Contact-support submissions arrive as labelled Task issues in your support project, message intact and ready to assign.
- Add every RSVP to your confirmed guest list
Each RSVP creates a card on the "Confirmed guests" list with the ticket type as a label and dietary notes in the description.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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