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New User Request — Provisioning Procedure

Source: internal SOP (intake via the SharePoint form) · Applies to: all clubs · Last reviewed: 2026-07

Purpose

Process a new-user request end-to-end: validate the intake form → confirm licensing → create the AD account on the PDC → sync to Microsoft 365 → hand off credentials and proceed to PC setup.

New users are created only at the request of an authorized club manager.

1. Intake — the request form

  • [ ] Use the New User Request Form Word document from SharePoint.
  • [ ] Make sure the requester fills it out correctly and completely.
  • [ ] Confirm authorization — an authorized club manager must have requested it.

The form should capture: Club Name, User Full Name, phone + ext, email, License Type (Exchange Online / Business Standard, monthly or yearly commit; E1 web-only vs E3 full desktop), Required Software (Jonas/JAM, Jonas Terminal ID), Distribution List / Shared Mailbox, VPN, Shared folder access, Printer access, Workstation (desktop/laptop + computer name or TeamViewer ID), Authorizing Manager.

2. Licensing

  • [ ] Confirm the license type requested for the user.
  • [ ] If a new license is needed, send a license-request email using the template below.
  • [ ] The new license must be confirmed/approved by the controller or the club manager before proceeding.

License-request email template

To:      licenses@clubsupportinc.com
Subject: Add 1 license — <club name>
Body: 
License for:
<new username>, <license type>, <new user account email>

Requested by:
<details of the requester from the ticket>

3. Shared drives

  • [ ] Confirm which shared drives the user needs.
  • [ ] Grant access via the matching AD security group if one exists.
  • [ ] Otherwise, fall back to direct permissions on the PDC (share / NTFS).

4. Account creation (origin is ALWAYS the PDC)

With very few exceptions, the account origin is always Active Directory on the PDC server — not Microsoft 365 directly.

  • [ ] Create the user account in AD on the PDC (correct OU, groups, drive mappings, etc.).
  • [ ] Sync the new account to Microsoft 365: 
    Start-ADSyncSyncCycle -PolicyType Delta

    If this command is not already a script on the PDC desktop, create one. A ready-to-use wrapper is in this repo: ../../../scripts/Start-ADSyncDelta.ps1 (drop it on the PDC desktop for one-click use).

  • [ ] Confirm the sync succeeded and that the account details (UPN, email, license eligibility) are correct in M365.

5. Handoff → PC setup (VERY IMPORTANT)

  • [ ] Share the new account details with the user via a secret-share (one-time link) — never plain email.
  • [ ] Confirm Remote Desktop / remote-access details for the user's workstation.
  • [ ] Proceed to the PC setup step — see ../computer-setup/new-computer-setup.md. Following up with PC setup is very important; do not leave the request half-done.